How Long Does It Take For A Criminal Background Check To Complete?

When hiring new employees, conducting a thorough background check is a crucial step in the hiring process. Among the various components of a comprehensive background check, criminal background checks are particularly important for ensuring workplace safety and making informed hiring decisions.

If you’re currently in the hiring process or awaiting results of your own background check, one of the most common questions is: “how long does it take for a criminal background check to complete?” The short answer is that most criminal background checks take between 1-3 business days, but several factors can extend this timeline significantly.

What is a Criminal Background Check?

A criminal background check is a screening process that searches for and reports on an individual’s criminal history. Employers, landlords, and other organizations use these checks to verify a candidate’s background and assess potential risks.

Unlike other components of a background check, such as employment history or credit history reviews, a criminal background check focuses specifically on an individual’s criminal history. It searches for felony and misdemeanor convictions, pending criminal cases, and, in some jurisdictions, dismissed charges or arrests pending prosecution. Additionally, it may include records from sex offender registries, global watchlists, and incarceration history. These findings help employers assess potential risks and make informed hiring decisions.

Average Timeframes For Criminal Background Checks

The timeline for criminal background checks varies based on the scope and depth of the search. Here’s a breakdown of typical turnaround times:

• Federal criminal records check: Usually completed within 1 business day
• State criminal records check: Typically takes 1-2 business days
• County criminal records check: Generally takes 3-7 business days
• National criminal database search: Often returns results within minutes to hours
• Sex offender registry checks: Usually completed within minutes to hours
• Global watchlist checks: Typically completed within 1 day
• International criminal checks: Can take 4-20+ days depending on the country

It’s important to note that these are average timeframes under normal circumstances. Several factors can extend these timelines, which we’ll explore in detail below.

Factors Affecting Criminal Background Check Duration

Record Accessibility and Database Limitations

Not all criminal records are created equal when it comes to accessibility. While many jurisdictions have digitized their records, making them searchable in online databases, others still maintain paper records that require manual searches by a court runner or county clerk.

States and counties with fully digitized, searchable databases typically deliver results much faster (sometimes within minutes) compared to those requiring in-person court visits, which can take several days or even weeks.

Search Scope

The broader the scope of your search, the longer it will typically take. For example:

• Searching a single county where a candidate has lived might be quick
• Searching multiple counties across several states will take longer
• Searching international jurisdictions can significantly extend timelines

Each additional jurisdiction adds to the overall turnaround time, especially if any require manual searches.

Information Accuracy and Completeness

Delays in criminal background checks often stem from inaccurate or incomplete candidate information. Background check companies require a full legal name (including past names), date of birth, Social Security Number, and address history. Errors or omissions can stall the process while corrections are made. To avoid delays, candidates should provide accurate details, and employers should verify them before starting the check.

Volume and Seasonality

Background check providers often experience fluctuations in request volume throughout the year. During peak hiring seasons (often January and September), turnaround times may be longer simply due to the higher volume of requests being processed. Similarly, court systems and other record sources may experience their own seasonal backlogs, especially around holidays or fiscal year transitions.

Court System Operations

Background check timelines are directly impacted by court operations:

• Court closures for holidays or weekends
• Reduced staffing or limited hours
• Technical issues with court databases
• Natural disasters affecting court operations
• Backlogs in processing requests
• COVID-19 or other public health emergencies limiting access

When courts experience any of these issues, background checks requiring information from those courts will be delayed accordingly.

Common Causes of Delays in Criminal Background Checks

Understanding what causes delays can help both employers and candidates better prepare for the background check process. Here are the most common reasons for extended timelines:

Name Variations, Aliases, and Common Names

Individuals with common names often experience longer turnaround times because additional research is needed to ensure records belong to the correct person. Similarly, candidates who have used different names (due to marriage, legal name changes, or aliases) may require more extensive searching.

Multiple Jurisdictions

Candidates who have lived, worked, or studied in multiple states or countries will typically experience longer turnaround times because each jurisdiction must be searched separately, and each has its own processes and timelines.

International Criminal History

International criminal background checks are among the most time-consuming, with timelines varying dramatically by country:

• Canada: Typically 3-5 business days
• United Kingdom: Usually 5-7 business days
• Australia: Often 5-10 business days
• Germany: Typically 10-15 business days
• China: Can take 15-20+ business days
• Russia: May take 20+ business days

Many countries have strict privacy laws that limit access to criminal records or require specific consent forms and identification documents, further extending the process.

Manual Record Retrieval Requirements

When records must be retrieved manually, particularly in rural counties or certain international jurisdictions, a court runner or local agent must physically visit the courthouse to conduct the search. This can significantly extend the process, especially if the court has limited operating hours, a backlog of search requests, requires appointments, or stores records in offsite facilities. These factors can lead to delays ranging from a few extra days to several weeks, depending on the court’s workload and accessibility.

Technical Issues and System Outages

Even in jurisdictions with digital records, technical issues can lead to unexpected delays. Database maintenance, system outages, power or internet disruptions, software compatibility issues, or data migration projects can all slow down the process. These disruptions may extend turnaround times from hours to days, depending on the severity of the issue.

The Criminal Background Check Process: Step-by-Step

Understanding the steps involved in a criminal background check can help explain why the process takes the time it does:

1. Initial application and consent: The employer requests and the candidate provides written permission as required by the Fair Credit Reporting Act (FCRA) and applicable laws.
2. Information gathering: The employer or background check provider collects necessary identifying information from the candidate.
3. Database searches: Initial searches of available digital databases are conducted.
4. County-level court searches: For thorough background checks, searches are conducted at the county level where the candidate has lived or worked.
5. Manual verification: If records are found, they are typically manually reviewed to ensure accuracy and that they belong to the correct individual.
6. Quality control and compliance review: Background check providers review results to ensure compliance with FCRA and other regulations.
7. Report generation: The final background check report is compiled and delivered to the employer.
8. Adverse action procedures: If negative information is found, the employer must follow specific legal procedures before making a final hiring decision.

Each of these steps takes time, and delays at any stage can extend the overall timeline.

How To Expedite Criminal Background Checks

While some factors affecting background check timelines are beyond control, there are several strategies employers and candidates can use to avoid unnecessary delays:

For Employers:

• Choose the right background check provider: Look for providers with strong court runner networks, advanced technology platforms, and proven track records for efficiency.
• Collect complete and accurate information: Verify the accuracy of candidate information before submitting it.
• Integrate systems: Use background check providers that integrate with your applicant tracking system (ATS) or human resources information system (HRIS).
• Be strategic about timing: Initiate background checks earlier in the hiring process when appropriate.
• Establish clear communication: Set clear expectations with candidates about the background check process and timeline.

For Candidates:

• Provide accurate information: Double-check all information you provide, including spelling of previous names, exact dates of employment, and complete address history.
• Respond promptly: When additional information is requested, respond as quickly as possible.
• Be proactive about disclosures: If you know there may be issues on your record, consider discussing them upfront.
• Prepare necessary documentation: Have copies of identification documents, previous addresses, and employment history readily available.
• Follow up appropriately: If the process seems to be taking unusually long, don’t hesitate to politely inquire about the status.

Conclusion

Understanding the timeline for a criminal background check and the factors that can impact it is essential for both employers and candidates. While most checks take 1-3 business days, delays can occur due to court backlogs, technical issues, or manual verification requirements. Being proactive, whether by ensuring accurate candidate information or choosing a reliable background check provider, can help streamline the process and minimize delays, leading to a more efficient hiring experience.

For fast, accurate, and compliant criminal background checks, Sapphire Background Check is the trusted choice for businesses of all sizes. Our cutting-edge technology, extensive court runner network, and deep compliance expertise ensure you get the most reliable results without unnecessary delays. Partner with us to ensure safe, informed hiring decisions with confidence. Contact us today!

FAQ Section

What is the longest wait for a background check?

The longest wait for a background check typically occurs with international criminal checks, which can take 20+ business days, especially in countries with strict privacy laws like Russia and China, where records require manual retrieval and additional verification.

What background check do most employers use?

Most employers use a comprehensive pre-employment background check that includes criminal history (county, state, and federal), employment verification, education verification, and sometimes credit history, with county-level criminal checks being particularly common due to their accuracy.

How far do most criminal background checks go?

Most criminal background checks go back 7-10 years as a standard practice, though the Fair Credit Reporting Act allows criminal convictions to be reported indefinitely, and certain regulated industries like healthcare and financial services may look back further depending on position requirements.

How long does a background check take?

The time required for a background check varies depending on factors like the type of check, jurisdiction, and potential delays. Most standard background checks take between 1 to 5 business days, but some may take longer due to court processing times, verification delays, or technical issues.