Waiting for background checks can be frustrating when you need to make a quick hiring decision. Delays can leave you feeling stuck and unable to move forward.

Imagine you have the perfect candidate — someone you’re ready to make an offer to. Now, imagine losing them to your competitor because you're waiting on background check results.

Why do background checks take so long? It doesn't have to be this way. By choosing a reliable background check service, you can speed up the process and make timely hiring decisions. You won't miss out on the best candidates because your hiring process will be accurate and efficient.

Below, we deep-dive into background checks and provide tips to speed up the process so you can get the best candidates faster.

Table of Contents

1. What Do Background Checks Look At?
2. Where Does Background Check Information Come From?
3. How Long Do Background Checks Typically Take?
4. What Can Make Background Checks Take Longer?
5. Issues With Long Turnaround Times
6. How to Run Efficient Background Checks

What Do Background Checks Look At?

Background checks look at a candidate's history to ensure that they’re suitable for the job. A check helps you verify that the information they provide is true and accurate. It also reveals whether a candidate is a risk to your company.

Employment background checks typically cover a range of areas to help protect your company from potential liabilities and ensure a safe work environment. They’re most commonly done during the hiring process, although companies may choose to periodically do checks on current employees as well.

Here are examples of what comes up in a background check:

• • Criminal records: Check for any past criminal activities or convictions.
  • Employment history: Verify previous job titles, dates of employment, and reasons for leaving.
  • Education records: Confirm degrees, certifications, and institutions attended.
  • Driving records: Check for any traffic violations or suspensions, which is important for roles requiring driving.
  • Professional licenses: Verify the validity and status of required professional licenses.
  • Social media activity: Review public posts for any red flags or inappropriate behavior.
  • Drug test results: Ensure the candidate meets your company's substance use policies.
  • Credit history: Review financial responsibility, especially for roles involving money management.

Where Does Background Check Information Come From?

There’s no single database that can be used for a background check. Background checks pull from multiple databases, which can impact how long they take to process. Each database may have its own processing times and access requirements.

For example, criminal records might be stored at county, state, and federal levels, each with different retrieval times. Verifying education credentials might involve contacting multiple institutions, each with its own response time. For this reason, every piece of information you need per candidate can extend the overall processing time.

Here are four common databases that background checks come from:

• • National, state, and county criminal databases: These compile criminal records from various jurisdictions across the country. They offer the most detailed and up-to-date information about local criminal activities.
  • Public records: To help with identity verification, background checks look at public records such as the Social Security Administration and the DMV. They can also confirm where candidates have lived by looking at property records.
  • Credit reports: For jobs with financial responsibilities, credit checks are a common part of background checks. This helps you know that the candidate handles money responsibly.
  • Education and employment verification databases: Typically, you directly confirm the educational background and degrees of candidates with the institution. But when that’s not possible, there are education databases that can be searched.

How Long Do Background Checks Typically Take?

Background checks typically take between one to five business days to complete. However, the exact timing can vary depending on several factors. The type of background check you request affects how long it takes. Basic checks may be completed in one to three days, while more comprehensive checks take longer.

Your candidate's history and locations can impact timing if they’ve lived in multiple areas. The volume of background checks being processed can also influence turnaround times, as high-volume periods may lead to longer wait times.

International background checks often take longer due to differences in record-keeping systems and legal requirements across countries. Some industries, like healthcare or finance, require more extensive checks or specialized screenings. All of these may take additional time to complete.

What Can Make Background Checks Take Longer?

Several things can affect the turnaround time for background checks. Delays can occur due to errors, incomplete information, or external dependencies. Here are a few common reasons your background check is taking longer:

1. Applicant Information Errors

Errors occur when candidates provide incorrect or incomplete details. A misspelled name or wrong Social Security number can slow down verification by several days. It can also cause identity issues. In many cases, you have to start the background check over.

2. Incomplete Request Forms

When required fields are left blank, you have to go back to the applicant and retrieve the information. Make sure you know exactly what information will be needed for each step of the background check. That way, you can get that information up front and keep the process moving as quickly as possible.

3. Court Backlogs

Overloaded court systems may take longer to process records requests. During peak times, courts may have weeks-long delays. This can slow down the criminal record verification process. You may not have that long to hire someone.

4. Pulling Applicant Information From Multiple States

Each state has different processing speeds and requirements. A candidate who lived in Texas, Oklahoma, and Kansas, for example, may require more time for comprehensive checks. Waiting for all three states to respond can add several days to the check.

5. Delayed Response Times From Past Employers, Government Agencies, or Schools

Multiple entities are on separate timelines and will almost always take days or weeks to respond. A slow response from a previous employer can hold up employment verification. A government agency or larger university can take longer.

6. Applicant Has a Common Name

Applicants with common names can face longer background checks because you have to verify that the right person belongs to the name. Common names can lead to multiple records and require extra verification steps. Verifying "John Smith" may involve checking many records to find the right one.

7. Processing Printed Documents

Some records are only available in physical form and require manual processing. Older court records might need to be physically retrieved and scanned. It involves more steps and more people to complete these tasks.

Issues With Long Turnaround Times

Long background check turnaround times create problems when you’re trying to hire qualified candidates. Delays hinder your ability to secure top talent within a given timeframe. Here are some ways that long turnaround times can hurt your hiring process:

Candidates May Lose Interest in Your Offer

The best talent often receives multiple offers and may choose a faster-moving company if they don’t hear from you. A skilled programmer might accept another offer while waiting for your background check. You miss opportunities to onboard gifted candidates that can benefit your company.

There's a Delay in Filling the Open Role

If you can’t fill an important position, it puts a strain on the team and hurts productivity. For instance, a critical marketing role might remain vacant, which puts a crunch on an upcoming campaign. Vacancies put a halt on your operations, making everyone feel either overworked or afraid they’re going to lose their job.

Increased Stress & Outreach Needed By Managers & HR Professionals

Long turnaround times increase stress for managers and HR professionals. They have to manage candidate expectations and handle frequent status inquiries. An HR manager might spend hours daily updating candidates on their progress. The additional workload can detract from other important tasks.

How to Run Efficient Background Checks

If you create a straightforward, proven strategy for running background checks, you can speed up the process. These tips will help you conduct background checks in a way that helps you secure talented candidates faster.

Use a Reliable Background Check Service

Using a reliable background check service gives you the tools you need to cut turnaround time.

Cisive offers rapid, accurate background checks tailored to your needs. Our platform ensures quick access to core candidate information so you can add the right people to your workforce faster. Plus, we run multiple checks at once, so you don’t have to wait for one to finish before starting another one.

Gather Required Information From the Candidate Upfront

Gathering all required information from the candidate upfront keeps you from having to go back to the candidate time and again. Collect accurate details like full name, Social Security number, and past addresses.

Provide a detailed form for candidates to fill out during the application process. Check and recheck the form before submitting information for the background check.

Don't Delay Your Background Check Request Once You Know It's Necessary

Submit your background check request as soon as you decide to move forward with a candidate. Delaying this step can extend the overall hiring timeline. If you wait a week to request a background check, you add unnecessary time to the process. Prompt action ensures that you get the information you need without delay.

Make it as Easy for the Applicant as Possible

If your application process is too complicated, an applicant may either put it off or skip it completely. Even if they proceed with the process, they may get discouraged halfway through it. Find ways to trim the application. Eliminate questions that aren’t necessary for a background screening. Create a natural, logical progression from one question to the next.

Running Background Checks Doesn't Need to Take Forever

Cisive’s background screening services are designed to get you the information you need faster without sacrificing accuracy. We close 85% of criminal searches within 1 hour, helping you make faster hiring decisions. Cisive offers several tools and services designed to simplify and accelerate background checks:

• • Advanced technology platform: Our system automates many aspects of the screening process, reducing manual work and speeding up results.
  • Integrated data sources: We have direct connections to numerous databases for faster retrieval of criminal records, employment histories, and education verifications.
  • Real-time status updates: Our platform provides instant updates on the progress of each background check, so you don’t have to waste time following up.
  • Mobile-friendly candidate portal: Applicants can submit required information and documents through their smartphones.
  • Customizable screening packages: We tailor our services to your specific needs. You only run necessary checks and avoid wasting time on irrelevant screenings.

Our system makes sure that all checks comply with relevant laws and regulations, so you won’t have delays due to compliance issues. Our software also integrates with other applicant tracking systems so you can gather data from a single platform.

These tools work together to reduce turnaround times for background checks. For example, our criminal searches are often completed within hours rather than days. By streamlining the process, we help you make faster hiring decisions while maintaining high standards of accuracy and compliance.

Try Cisive to Run Background Checks With Ease

With a smoother process and the right tools, you can secure the top talent in your industry. Cisive’s background screening service is designed to help you fill positions with the candidates you want the most.

Contact us today to schedule a demo of our background screening tools. Fill out our online form to book a consultation with a background screening expert.