Waiting on a background check can be frustrating for both organizations and applicants. A delayed screening can slow hiring, onboarding, and volunteer placement, especially during peak seasons. The good news is that most delays have clear causes and practical solutions. This guide explains what to do when a background check is delayed and how to reduce future delays.
What Does It Mean When a Background Check Is Delayed?
A background check is considered delayed when it takes longer than the typical 1-3 business days to return results.
Delays do not necessarily mean there is a problem with the applicant. In most cases, they are caused by factors outside the control of the applicant or employer.
Typical components affected by delays include:
- County-level criminal searches
- Employment or education verifications
- Court closures or backlogs
- Identity or alias verification
Court system overview: https://www.ncsc.org
Why Background Checks Get Delayed
1. County Courts Without Digital Records
Many counties still require in-person courthouse research, which slows turnaround times.
2. Court Backlogs and Closures
Holidays, weather events, and staffing shortages can significantly delay court access.
3. Common or Similar Names
Applicants with common names may require additional verification to avoid record mismatches.
4. Incomplete or Incorrect Information
Typos in names, SSNs, or birthdates often require re-runs or manual review.
5. Employment or Education Verification Delays
These checks rely on third-party responses, which can take days or weeks.
6. International History
Foreign records take longer to verify due to differing legal systems.
What to Do When a Background Check Is Delayed (Step-by-Step)
Step 1: Confirm What’s Actually Delayed
Not all parts of a background check are delayed. Ask your provider which component is pending.
Understanding the cause helps determine next steps.
Step 2: Communicate With the Applicant
Transparency reduces frustration. Let applicants know:
- Delays are common
- The issue is procedural, not personal
- You’ll update them as soon as results return
Clear communication improves candidate experience.
Step 3: Review Compliance Requirements Before Moving Forward
Avoid making hiring decisions before results are complete.
FCRA compliance requires decisions to be based on finalized reports
Step 4: Consider Conditional Hiring (If Appropriate)
Some organizations allow conditional starts with restrictions.
This may include:
- Limited duties
- Supervised roles
- No access to sensitive areas
Always consult legal counsel before proceeding.
Step 5: Follow Up With Your Screening Provider
Reputable providers offer:
- Status updates
- Estimated completion times
- Explanations of delays
Avoid vendors that provide no visibility.
Step 6: Document Everything
Keep records of:
- Delay reasons
- Communications
- Decisions made
Documentation protects against compliance issues.
How to Prevent Background Check Delays in the Future
1. Use a Provider With Optimized Court Access
Providers with established researcher networks return results faster.
2. Collect Accurate Applicant Information
Double-check names, SSNs, and addresses before submitting.
3. Set Clear Expectations Upfront
Tell candidates background checks typically take 1-3 days but may take longer.
4. Avoid Peak Court Closure Periods When Possible
Plan around major holidays when courts are closed.
5. Use Continuous Monitoring for Post-Hire Risk
Continuous monitoring reduces the need for frequent re-checks.
Benefits of Managing Background Check Delays Properly
Organizations that handle delays well gain:
- Better candidate experience
- Reduced hiring friction
- Improved compliance
- Lower stress for HR teams
- Faster resolution of issues
- Stronger hiring processes
HR hiring process research:
https://www.shrm.org/resourcesandtools/hr-topics/talent-acquisition/pages/default.aspx
How Bchex Helps Reduce Background Check Delays
Bchex minimizes delays by offering:
- Optimized county-level research
- Clear status visibility
- Fast turnaround times
- Applicant-friendly workflows
- Dedicated support teams
- Transparent communication
Bchex helps organizations stay informed throughout the screening process.
Related Blogs
- https://www.bib.com/blog/how-long-does-a-volunteer-background-service-take
- https://www.bib.com/blog/why-some-courthouses-take-so-long-to-get-searches
- http://bib.com/blog/technology-and-background-checks
- https://www.bib.com/blog/unlocking-accuracy-in-background-checks-the-power-of-bchexs-id-scan-technology
- https://www.bib.com/blog/4-tips-for-background-screening-compliance
Conclusion
A delayed background check doesn’t have to derail your hiring process. By understanding the cause, communicating clearly, and working with a reliable provider, organizations can manage delays while staying compliant.
Dealing with frequent background check delays?
Bchex delivers fast, accurate screening with clear visibility to help keep hiring on track.
FAQs About Background Check Delays
Q: Does a delayed background check mean something is wrong?
No - most delays are caused by court or verification issues.
Q: How long is too long for a background check?
Anything beyond 5-7 business days should prompt a provider follow-up.
Q: Can I hire someone before the background check is complete?
Only in limited, conditional circumstances and with legal guidance.
Q: Can applicants speed up the process?
Providing accurate information helps prevent delays.
Q: Which background checks take the longest?
County criminal searches and employment verifications are most common.
