Applicant Email Communications

Applicants receive the following emails throughout the background screening process. Clients have the option to be copied (CC'd or BCC'd) on some of the emails and may request customization for the language. 

• 613 Contemporaneous Notice
  • Description: Notifying applicants we are reporting criminal or other public information to our Client.
  • Trigger: Sent to Applicant only when negative information has been found on the background screen.
  • Customizable: No
  • Client CC’d/BCC’d): No

• Additional Forms Applicant Notification (Digital)
  • Description: Notifying the applicant that additional forms are needed to process their background screen. Verified First will provide the additional forms and attach to the file.
  • Trigger: If identified that an additional form is needed after the order is submitted and that form is able to be signed electronically. Today this is only the GCIC form.
  • Customizable: No
  • Client CC’d/BCC’d): No

• Additional Forms Applicant Notification (Mixed)
  • Description: Notifying the applicant that additional forms are needed to process their background screen. Verified First will provide the additional forms and attach to the file.
  • Trigger: If identified that additional forms are needed after the order is submitted and there’s 1 digital form and 1 form that requires a wet signature.
  • Customizable: No
  • Client CC’d/BCC’d): No

• Additional Forms Applicant Notification (Wet Signature)
  • Description: Notifying the applicant that additional forms are needed to process their background screen. Verified First will provide the additional forms and attach to the file.
  • Trigger: If identified that an additional form is needed after the order is submitted and that form requires a wet signature.
  • Customizable: No
  • Client CC’d/BCC’d): No

• Additional Forms Parent/Guardian Notification
  • Description: Notifying the parent or guardian that additional forms are needed to process their background screen. Verified First will provide the additional forms and attach to the file.
  • Trigger: If identified that additional forms are needed after the order is submitted and the applicant is a minor.
  • Customizable: No
  • Client CC’d/BCC’d): No

• Adverse Action Notice
  • Description: Notifying the applicant that adverse action has taken place, and they may request another free copy of the report and may dispute the claim within 60 days of the notice. Verified First will send a link for them to review their report.
  • Trigger: When a file is moved from Pre-Adverse to Adverse status
  • Customizable: No
  • Client CC’d/BCC’d): Yes

• Adverse Action Notice - Withdraw of Job Offer
  • Description: Same as above, but the Client has decided to opt-in for the notice of withdrawal template, explaining to the applicant that they have decided to rescind their job offer.
  • Trigger: Notification is sent to the client on when to send this to the candidate after Pre-Adverse Action has been taken and 5 business days have passed.
  • Customizable: No
  • Client CC’d/BCC’d): Yes

• Applicant Notification
  • Description: Background Questionnaire notification containing the applicant's invite link.
  • Trigger: Ordering a background check using the applicant invite process
  • Customizable: Yes
  • Client CC’d/BCC’d): Yes

• Applicant Notification (DS Only)
  • Description: "Drug Test or Occ Health Questionnaire notification containing the applicant's invite link. The email does not include language about electronic consent or disclosure and authorization forms. 
  • Trigger: Ordering a drug test or occ health product only using the applicant invite process
  • Customizable: Yes
  • Client CC’d/BCC’d): Yes

• Background Questionnaire Confirmation
  • Description: Notification to the applicant that they have completed their background questionnaire.
  • Trigger: Candidate completes questionnaire.
  • Customizable: Yes
  • Client CC’d/BCC’d): Yes

•  Background Questionnaire Confirmation (DS Only)
  • Description: Notification to the applicant that they have completed their background questionnaire.
  • Trigger: Candidate completes questionnaire.
  • Customizable: Yes
  • Client CC’d/BCC’d): Yes

• Consumer Copy Notice
  • Description: Attachment of a consumer report requested by the applicant.
  • Trigger: Candidate requests a copy of the completed report.
  • Customizable: Yes
  • Client CC’d/BCC’d): Yes

• Occ Health Scheduled Services Reminder
  • Description: A drug screen/occupational health exam has been ordered and is nearing the complete date, yet the applicant has not attended.
  • Trigger: Is sent to the candidate as a reminder to complete their drug or occupational health screening.
  • Customizable: Yes
  • Client CC’d/BCC’d): Yes

• Pre-Adverse Action Notice

  • Description: Notice to Candidate when something appears on the report that would not fit what they are looking for notifying the candidate of the issue and their rights under the FCRA.
  • Trigger: Client triggered after the report is viewed and it is determined that the report fails to meet the required criteria.
  • Customizable: Yes
  • Client CC’d/BCC’d): Yes

   

  If you would like to update your portal settings to change the language on emails or be copied, please contact Verified First for assistance. 

  Call 844-709-2708 or email ClientServices@VerifiedFirst.com