How Long Does a Background Check Take?

Generally, a background check takes between 1 and 5 days to complete. However, the exact timescale is dependent on various factors. The type, complexity of the checks, and third-party availability can all impact the length of time it takes to return a comprehensive background check. Then, we need to consider manual processing and access to public records. 

Employment verification

When you see a glittering resume with precisely the kind of information you’ve been looking for, it’s easy to assume you’ve hit the jackpot. Call off the search; this candidate is perfect! 

However, it’s important to verify everything on a resume, including the applicant’s employment history, positions held, dates of employment, and reasons for leaving.

This step can take one to three business days, but delays may occur if former employers are slow to respond or the applicant has an extensive job history. If a potential employee with an international work history needs verification, you can expect this timeline to be extended. 

Criminal searches

A criminal background check is often one of the most critical aspects of the entire process. These checks can vary significantly in duration based on the depth of the search and the jurisdictions involved. A general rule to go by is that local and state searches might be completed within a day, while federal searches can take longer, often up to a week or more.

The process can extend even further if the check involves multiple jurisdictions or international searches. Additionally, the availability of digital records and the efficiency of the court systems play significant roles in the timing of criminal searches. There’s no other way to say it; some places work significantly faster than others. 

Reference checks

A reference check is another eagerly anticipated part of the full background screening. This allows the employer to gain insight into an applicant’s character, work ethic, and suitability for a position. What can and can’t be said in a reference has changed a lot in recent decades, and much of it is now focused on simply whether a person did or didn’t work in a particular position and whether they would be rehired given the opportunity. 

Reference checks can be slow as it’s necessary to wait for a specific person who may have a million and one other things on their plate before they get to the reference request. That being said, it typically takes two to three business days, but it can be quicker or slower, depending on the availability and responsiveness of the references. 

You can expect some delays here if references need to come from abroad. Messages often need to be translated and forwarded to the correct parties, which can take time. 

Driving Records (MVR)

Driving records are usually only needed for driving positions where checking an applicant’s motor vehicle records (MVR) is an essential and legal requirement. These checks are often straightforward, with the report being supplied within a day or two, depending on the state and the efficiency of its Department of Motor Vehicles (DMV). 

Some states provide digital access to driving records, speeding up the process, while others may require more time to retrieve and verify the information manually. Either way, a driving record check is usually one of the first parts to be completed.

Drug testing

Again, this isn’t a component included in every background check, but it’s typical for industrial, construction, or driving jobs. The time required for drug testing depends on the type of test administered (e.g., urine, hair, saliva) and the lab processing times. 

Rapid tests can provide results in a few hours, but more comprehensive tests – which are usually needed – are sent to labs for analysis and typically come back within one to three business days. Additionally, a positive result requiring a second test can further delay the process.

Education verification

So, did you really go to Harvard? Education verification confirms a candidate’s academic history, including degrees, attendance dates, and sometimes majors. It sounds simple, but schools don’t always move quickly. Many universities rely on third-party record systems or manual registrars, and requests can take anywhere from a few days to over a week, depending on responsiveness. Employers can help by asking candidates to provide exact school names, addresses, and graduation years to reduce back-and-forth communication.

If you’re looking at international education checks, expect longer delays. Documents may need to be translated or validated through foreign institutions. 

State and federal background checks

A comprehensive background check often includes both state and federal court searches. State-level checks review criminal records within a specific jurisdiction, while federal searches examine offenses tried in U.S. District Courts, such as white-collar crimes, fraud, or large-scale investigations.

Processing time varies depending on which state records you need to examine. Some states provide instant digital access, while others still require manual courthouse record pulls, which involve an employee venturing into a basement and trawling through filing cabinets. Things are normally well organized, but it does take time. Federal checks are typically quicker, but when combined with multiple state or county searches, results may take several business days to finalize.

Thoroughness and scope

People often assume that background checks can be done with a few mouse clicks and entries into an all-encompassing database. Unfortunately, that’s not entirely accurate. 

The thoroughness and scope of the background check can significantly impact its duration as multiple areas need to be explored in depth. Aspects such as criminal history, education, employment, and references naturally take longer to complete than basic checks.

Multiple jurisdictions

These days, and particularly in the United States, people often have a varied work history spanning multiple states and sometimes even countries. Each jurisdiction may have its own processes and timelines for providing the required information. Having a global computer database with every piece of work history would be great, but that’s a distant HR dream. 

Manual processes

While computers can do just about everything, much of the background check, including contacting previous employers or references, still needs to be done by a human – and responded to by a human. These steps rely on the responsiveness of third parties, which can introduce delays, causing the background check to take longer than expected.

It’s not unheard of that references cannot be contacted – who knows, maybe they don’t even exist – which obviously slows the process even further. In this case, we typically inform the employer, who can then contact the candidate for a new reference. 

Public records access

You’d be amazed by how much information has now been digitized – but you’d also be shocked by how much isn’t. The speed at which public records can be accessed also plays a crucial role. Records are readily available online in some areas, while in others, they may require in-person visits to courthouses or government offices, leading to delays.

Verification and confirmation

Verification and confirmation processes, especially when discrepancies are found, can add to the time required. It’s in everybody’s best interest to get a background check right, but when red flags appear that need clarification, it naturally adds time to the checking process.

Incomplete or inaccurate candidate information

One of the fastest ways to delay a background screening is through incomplete or inaccurate information. The most frustrating thing is that these holdups are usually entirely avoidable, but a missing middle name, wrong Social Security number, or outdated address can quickly torpedo verification efforts.

The screening provider can’t just assume something is right because it nearly matches. If it’s not exact, the process grinds to a halt until verification can be confirmed. This is why it’s so essential to verify accuracy and stress precision when dealing with candidates. A small typo can easily add several days to turnaround time.

Delayed employer or reference responses

Reference checks and employment verifications are virtually impossible without timely third-party responses. If a former employer or manager is slow to respond—or their HR department no longer exists—it can cause severe bottlenecks. Employers can help by encouraging candidates to notify their references in advance so they expect the verification call or email. A quick heads-up can save everyone a surprising amount of time.

Compliance and FCRA consent requirements

The Fair Credit Reporting Act (FCRA) and related state laws require specific consent and disclosure before a screening provider can begin work. Think of it as the all-important first tick box. If this isn’t done, not only are you heading for the non-compliance abyss, which can land you with a hefty fine, but it can also derail the entire screening process. Consent needs to be clear and unmistakable—not crammed between 40 other papers—explaining exactly what’s going to happen and what the screening process will be looking at.

Speed matters, but rushing the process rarely works. Most companies can reduce turnaround time without sacrificing quality by improving communication, streamlining documentation, and partnering with experienced screeners.

Set clear candidate communication expectations

Candidates play a significant role in how quickly background checks move. Let them know what’s coming—what forms they’ll need to complete, how to verify past employment, and why prompt responses matter. A short pre-screening email or onboarding checklist can make all the difference. When candidates understand the timeline and requirements upfront, they’re far more likely to provide accurate, complete information quickly.

Work with a trusted screening partner

Using the wrong service provider can lead the entire process down a rabbit hole. Before you know it, months have passed, and nothing’s happened. Ensuring you’re working with a trusted provider who knows the ropes makes all the difference. It’s about getting the job done correctly without cutting any corners that will come back to haunt you. ScoutLogic provides accurate and timely background checks across a variety of industries, so reach out today for a quote.