10 Common Background Check Mistakes and How to Avoid Them
Getting a background check seems straightforward, but many people make costly mistakes that lead to delays, rejections, or inaccurate results. Here are the most common errors and how to avoid them.
1. Choosing the Wrong Type of Check
The Mistake
Ordering a standard criminal record check when you actually need a vulnerable sector check, or vice versa.
Why It Happens
- Confusion about different check types
- Employer requests aren't clear
- Assumptions about requirements
How to Avoid It
- Ask your employer specifically what type of check they need
- Verify requirements with the requesting organization
- Check job postings carefully for specific screening requirements
- Call the requesting organization if you're unsure
Quick Reference
- Standard criminal check: Most employment positions
- Vulnerable sector check: Working with children, elderly, disabled
- Police information check: Security positions, positions of trust
2. Providing Incorrect Personal Information
The Mistake
Submitting applications with misspelled names, wrong dates of birth, or inconsistent information.
Why It Happens
- Typos during online applications
- Using nicknames instead of legal names
- Confusion about maiden names vs. married names
- Date format errors (MM/DD vs. DD/MM)
How to Avoid It
- Use your exact legal name as it appears on government ID
- Double-check all dates and use consistent formatting
- Include all names you've used (maiden names, aliases)
- Review your application before submitting
- Have someone else review important applications
Pro Tip
Keep a digital copy of your personal information template to copy and paste for future applications, reducing typing errors.
3. Waiting Until the Last Minute
The Mistake
Ordering background checks just days before they're needed, not accounting for processing time or potential delays.
Why It Happens
- Underestimating processing times
- Procrastination
- Not reading employer timelines carefully
- Assuming all checks are instant
How to Avoid It
- Start the process early - even fast services can have unexpected delays
- Build in buffer time for potential issues
- Read processing time estimates carefully
- Consider weekends and holidays in your timeline
- Have backup plans if deadlines are tight
Processing Time Reality Check
- SafeHire: 15 minutes for most cases
- Police stations: 2-6 weeks
- Vulnerable sector checks: 4-8 weeks
- International checks: 2-12 weeks
4. Not Understanding Geographic Limitations
The Mistake
Assuming one background check covers all jurisdictions where you've lived or worked.
Why It Happens
- Lack of understanding about database coverage
- Assumptions about national databases
- Not disclosing all previous addresses
How to Avoid It
- Understand what databases are searched
- Disclose all jurisdictions where you've lived
- Ask about coverage areas when ordering checks
- Consider additional checks for other provinces/countries if needed
Coverage Areas
- CPIC database: All Canadian provinces and territories
- International: Requires separate checks for each country
- Provincial databases: May have additional local information
5. Forgetting About Name Changes
The Mistake
Not disclosing previous names, maiden names, or aliases when applying for background checks.
Why It Happens
- Forgetting about old names
- Not realizing the importance
- Embarrassment about previous names
- Confusion about legal requirements
How to Avoid It
- List all names you've ever used legally
- Include maiden names and married names
- Mention professional names or aliases
- Provide dates for name changes when possible
- Bring documentation of name changes if available
Name Change Documentation
- Marriage certificates
- Divorce decrees
- Legal name change orders
- Professional licensing records
6. Ignoring Employer-Specific Requirements
The Mistake
Getting a generic background check without confirming specific employer requirements.
Why It Happens
- Assumptions about standard requirements
- Poor communication from employers
- Trying to save time with generic checks
- Not reading job applications carefully
How to Avoid It
- Get written requirements from your employer
- Ask about specific check types needed
- Confirm acceptable service providers
- Verify document format requirements
- Check expiration requirements
Questions to Ask Employers
- What type of background check is required?
- Are there specific service providers you prefer?
- What format should the results be in?
- How recent must the check be?
- Are there any additional screenings required?
7. Not Keeping Copies of Results
The Mistake
Losing background check results and having to reorder them for future use.
Why It Happens
- Not anticipating future needs
- Poor document organization
- Digital file management issues
- Assuming results stay valid indefinitely
How to Avoid It
- Save digital copies of all results
- Print physical copies for important documents
- Organize files systematically by date and type
- Store copies securely to prevent identity theft
- Keep original certificates safe
Storage Best Practices
- Cloud storage with encryption
- Physical files in secure location
- Multiple backup copies
- Regular file organization
- Password protection for digital files
8. Missing Deadlines for Renewal
The Mistake
Not tracking expiration dates and missing renewal deadlines for ongoing positions.
Why It Happens
- Poor calendar management
- Forgetting about renewal requirements
- Assuming someone else will remind you
- Not understanding renewal timelines
How to Avoid It
- Set calendar reminders well in advance
- Track expiration dates for all certifications
- Understand renewal requirements for your position
- Plan renewal applications early
- Communicate with employers about renewal schedules
Typical Renewal Periods
- Employment positions: Annually or bi-annually
- Volunteer positions: Every 1-3 years
- Professional licensing: Varies by profession
- Security clearances: Every 5-10 years
9. Not Reviewing Results for Accuracy
The Mistake
Assuming background check results are always accurate without reviewing them for errors.
Why It Happens
- Trust in automated systems
- Not understanding how to read results
- Time pressure to submit results quickly
- Lack of knowledge about dispute processes
How to Avoid It
- Review all results carefully before submitting
- Check personal information for accuracy
- Verify dates and details match your records
- Understand the dispute process if errors are found
- Keep documentation to support corrections
Common Errors to Look For
- Misspelled names or addresses
- Incorrect dates of birth
- Wrong conviction details
- Outdated information
- Information belonging to someone else
10. Choosing Unreliable Service Providers
The Mistake
Selecting background check services based solely on price without considering reliability, speed, or legitimacy.
Why It Happens
- Focus on lowest cost
- Not researching service providers
- Falling for misleading advertising
- Not understanding service differences
How to Avoid It
- Research service providers thoroughly
- Check accreditation and certifications
- Read customer reviews and testimonials
- Verify direct database access
- Compare processing times and accuracy
- Ensure legal compliance of results
What to Look for in Providers
- Direct CPIC database access (like SafeHire)
- Fast processing times (15 minutes or less)
- 24/7 customer support
- Legal compliance guarantee
- Transparent pricing
- Secure handling of personal information
Quick Checklist: Avoiding Common Mistakes
Before Ordering
- Confirm the exact type of check needed
- Verify all personal information is correct
- List all names you've ever used
- Understand geographic coverage requirements
- Check employer-specific requirements
- Allow adequate time for processing
During the Process
- Use a reputable service provider
- Provide complete and accurate information
- Keep records of your application
- Monitor progress and follow up if needed
After Receiving Results
- Review results for accuracy
- Keep secure copies of all documents
- Submit results within required timeframes
- Set reminders for future renewals
Conclusion
Avoiding these common mistakes can save you time, money, and frustration while ensuring you get accurate, timely background check results. When in doubt, ask questions and choose reliable service providers.
SafeHire helps you avoid most of these mistakes with our simple online process, direct CPIC database access, and 15-minute processing times. Our customer support team is available to help ensure you get exactly the right type of check for your needs.