Why Your Background Check is Taking Longer Than Expected

So you were expecting your background check to be done by now, and you're starting to wonder if it fell into some kind of bureaucratic black hole. We get it—waiting is stressful, especially when a job offer is hanging in the balance. Let's break down why background checks sometimes take longer than expected and what you can do about it.

First, Let's Set Realistic Expectations

CIChecked completes 88% of background checks within one day, with an average turnaround of 1.5 days. That's significantly faster than the industry standard of 3-5 business days. But sometimes—despite our best efforts—checks take longer. It's not personal, and it's usually not a bad sign.

Think of a background check like ordering a custom sandwich. Most of the time, all the ingredients are readily available and you get your order quickly. But sometimes the tomatoes are out of stock, or the grill is backed up, or there's a new employee who needs to double-check the recipe.

The Most Common Delay Culprits

Court Systems Moving at Government Speed Courts are notoriously slow, and there's only so much we can do about that. Some common court-related delays include:

Holiday schedules: Courts close for federal holidays, state holidays, and sometimes random "judicial training days"
Staffing shortages: Many court systems are understaffed and dealing with backlogs
Technology issues: Some courts still operate like it's 1985, requiring manual record searches
Case volume: Busy jurisdictions may take longer to respond to record requests

Employment Verification Challenges Previous employers don't always make verification easy:

Companies that have closed or merged: Finding records for defunct companies can be like archaeological work
HR departments that don't respond: Some companies take their sweet time returning verification calls
Policies that require written requests: Some employers only verify employment through formal written processes
Outsourced verification: Many companies use third-party verification services that add extra steps

Education Verification Complications Schools can be surprisingly difficult to work with:

Summer and winter breaks: Many schools have limited staffing during academic breaks
Name changes or mergers: Schools that have changed names or been acquired
International education: Verifying foreign degrees requires additional time and documentation
Older degrees: Records from decades ago may be stored off-site or in different formats

Identity Verification Issues Sometimes we need to be extra careful about making sure we're checking the right person:

Common names: If you're John Smith, we need to be absolutely certain we're getting YOUR records
Name variations: Different spellings or the use of middle names can complicate searches
Address history gaps: Missing address information can slow down the verification process
Recently moved: New addresses may not be reflected in all databases yet

Industry-Specific Delays

Some types of background checks are inherently more complex:

Healthcare Positions

OIG exclusion list checks
Professional license verifications
Sanctions database searches
Multiple state license verifications for traveling professionals

Financial Services

FINRA BrokerCheck searches
Credit report analysis
SEC enforcement action searches
Multiple regulatory database checks

Transportation/DOT Positions

Motor vehicle record requests from multiple states
DOT compliance database searches
Previous employer safety performance checks
Drug and alcohol testing history verification

Government/Security Clearance

Federal database searches
Character reference interviews
Extensive address and employment history verification
International background checks for foreign travel

Geographic Challenges

Where you've lived and worked can significantly impact processing time:

Rural Areas

Smaller courts with limited staff
Records that may not be digitized
Longer response times for verification requests

Multiple States

Each jurisdiction has different procedures and response times
Some states are notoriously slow (we're looking at you, certain unnamed states)
Interstate record sharing isn't always seamless

International Experience

Foreign employment or education verification
Translation requirements for foreign documents
Different legal systems and record-keeping practices
Time zone differences affecting communication

What You Can Do to Speed Things Up

Provide Complete Information Upfront

Full legal name and any name variations you've used
Complete address history for the past 7-10 years
Accurate contact information for previous employers
Exact dates of employment and education
Social Security Number and date of birth

Respond Quickly to Requests

Check your email and voicemail regularly
Provide requested documentation promptly
Clarify any confusing information immediately
Don't wait until the deadline to respond

Double-Check Your Information

Make sure employer names are spelled correctly
Verify that phone numbers for references are current
Confirm education institution names (not just "State University")
Include zip codes for previous addresses

Be Proactive About Potential Issues

If you know a previous employer has closed, mention it upfront
Alert us to any name changes or variations
Provide context for any gaps in employment or education
Mention if you've lived internationally

What We're Doing Behind the Scenes

While you're waiting, we're not just sitting around:

Following up with unresponsive sources: We make multiple attempts to contact employers, schools, and courts
Using alternative verification methods: If one source doesn't respond, we try backup options
Escalating within organizations: We work our way up the chain to find someone who can help
Coordinating with multiple jurisdictions: We're simultaneously working on different parts of your background check

Red Flags vs. Normal Delays

Normal Delays (Don't Worry)

Courts taking 2-3 extra days to respond
HR departments that are slow to return calls
Schools that require written verification requests
Holiday-related processing delays

Potential Issues (Worth Asking About)

No contact from us after 5+ business days
Requests for unusual documentation
Multiple rounds of "we need more information"
Significantly longer delays than estimated

When to Follow Up

With Your Employer:

If it's been longer than they initially estimated
If you need to know timing for other job decisions
If you want to confirm they haven't received results yet

With CIChecked:

If it's been more than 5 business days without an update
If you have new information that might speed up the process
If you're facing a deadline for another opportunity

Managing Your Anxiety (Because Waiting Sucks)

Remember:

Longer processing time doesn't mean bad news
Most delays are administrative, not investigative
Employers understand that thorough background checks take time
Good employers would rather wait for accurate information than rush and get incomplete results

Stay Productive:

Continue your job search if you have other opportunities
Use the time to prepare for your new role
Don't put other opportunities on hold indefinitely
Focus on things you can control

The Bottom Line

Background check delays are frustrating but usually temporary. Most are caused by slow government agencies, unresponsive employers, or the simple complexity of verifying information across multiple sources.

The key is staying patient while also being proactive. Provide complete information upfront, respond quickly to requests, and don't hesitate to follow up if things seem to be taking unusually long.

Remember: a thorough background check is better than a fast but incomplete one. Your employer chose a comprehensive screening process because they want to make informed decisions. That thoroughness ultimately benefits everyone—including you.

Questions about your specific background check timeline? Contact us at (518) 271-7546 for a status update.