How to Run Background Checks on New Hires
Learn how to run background checks on employees the right way: what to check, what is legal, and how to protect your customers and your business.
When your employees carry keys to customer homes, trust is not optional. Running background checks on employees is a basic safeguard that protects your clients, your insurance standing, and your reputation all at once. Skip it and one bad hire can cost you a customer, a lawsuit, or your good name. This guide explains what to check, what the law allows, and how to build a fair screening process. Note that screening rules vary by location, so this is general information, not legal advice, and an attorney can confirm the rules where you operate.
Decide what to screen
Match the check to the role. For a cleaner walking into someone's house, the essentials are a criminal history check, identity verification, and solid reference checks. These cover the core trust questions before you ever hand over a key.
Depending on the job, you may add more. Anyone driving a company vehicle should have a driving record pulled. Roles with access to payments or sensitive data may justify a deeper look. Do not over-screen for a role that does not need it, but never under-screen one that does.
- Criminal history for anyone entering homes
- Identity and right-to-work verification
- Reference checks with past employers
- Driving records for company drivers
Get consent the right way
If you use a third-party screening company, the law generally requires you to get the candidate's written permission first and to disclose that you will run a check. This is not a formality you can skip, and the consent has to be a clear, standalone document, not buried in the application.
Build this into your hiring flow so it happens the same way every time. A signed consent form before the check, kept on file, protects you and keeps the process transparent for the candidate.
Understand the legal limits
There are real rules about how you use what you find. Many areas restrict when you can ask about criminal history and how heavily you can weigh it, especially for older or unrelated offenses. Some require you to consider the nature of the offense and how it relates to the job.
If you decide not to hire someone based on a report, there are usually steps you must follow, including giving them notice and a chance to dispute errors. Because these rules differ by state and city, confirm the specifics for your area before you build your policy.
Build a consistent policy
The single best protection against a discrimination claim is consistency. Decide what you screen, how you screen it, and how you weigh the results, then apply that exact process to every candidate for the role. Screening one person and not another, or judging the same record differently, is where owners get into trouble.
Write your policy down. A simple document stating what you check and how you handle findings keeps your hiring fair, defensible, and easy to delegate as you grow.
| Step | What to do | Why it matters |
|---|---|---|
| Disclose and consent | Get written permission first | Legally required for third-party checks |
| Run the check | Use the same scope for the role | Consistency prevents claims |
| Review fairly | Weigh relevance to the job | Avoids unfair rejections |
| Document the decision | Keep records on file | Protects you in a dispute |
Closing
Background checks are not about distrust, they are about responsibility. When you put a worker inside a customer's home, you owe that customer due diligence. Screen consistently, get consent properly, respect the legal limits, and write your policy down. Done right, it protects everyone and barely slows your hiring. Keeping each new hire's screening status and documents organized in one place, like Helm, makes staying consistent far easier as your crew grows.
Frequently asked questions
Are background checks legal for small businesses to run?+
Yes, but you must follow the rules, including getting written consent and following disclosure requirements if you use a screening company. Some areas restrict how you can use criminal history in hiring decisions. Apply your screening policy consistently to every candidate and confirm the specifics for your state, since this is general information and not legal advice.
What should a background check for cleaners include?+
For workers entering homes, a criminal history check, identity verification, and reference checks are the core. Many owners also verify the right to work and, where relevant, driving records for anyone using a company vehicle. Match the depth of the check to the role and the level of trust it requires.
How much does an employee background check cost?+
Basic checks through an online screening service typically run from a modest per-check fee up to more for deeper, multi-state searches. The cost is small compared to the damage a single bad hire can do inside a customer home. Treat it as insurance rather than an expense to skip.
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