Top 10 Mistakes to Avoid When Applying for a Background Check

Picture this: you have just received a job offer in another country, but prior to starting work, you must get an FBI background check and an RCMP criminal record check. You are feeling excited, so you gather the necessary materials, fill out the applications, and complete your fingerprinting before sending it away. Weeks later, you receive a letter indicating that your application was rejected due to a small error on the fingerprint form. Suddenly you have put a hold on your dream job, and you are back-tracking to try to resolve a problem that could have been avoided. 

Applying for the FBI or an RCMP criminal record check seems simple enough at a glance; however, small mistakes such as smudged fingerprints, or a missing signature, can lead to significant delays. Whether it is for employment, immigration, a visa application, or licensing or regulatory purposes, knowing some of the common pitfalls can save you time, anxiety, and in some cases, money.

In this article, we will review the top 10 mistakes people make when submitting for background checks and how to avoid them to ensure your application gets accepted the first time.

• A prevalent error when submitting a request for an FBI background check - or if you are applying for an RCMP criminal record check - is to have fingerprints completed in poor quality. Even the smallest smudges, uneven ink, and faint impressions can make a person's fingerprints unreadable to the FBI's IAFIS database, or for the CCRTIS database in Canada. When a set of fingerprints is unreadable, this will delay or halt your application, and ultimately you may have to start the entire application process all over again.

• Whether you are submitting a traditional ink fingerprint card (the FD-258 for the FBI and C-216C for the RCMP) or completing an electronic fingerprint scan, the method of completing a proper fingerprint is important. Lastly, it is important that the fingers are clean, and dry, and free of any lotion or dirt before every fingerprint is taken, and it is important that every print is rolled from nail to nail to capture the entire ridge pattern.

• For reducing any mistakes, using an accredited fingerprinting service is recommended. Depending on whether you are asking for a mobile fingerprint service, or if you are going into an office, services like Globeia capture fingerprints correctly according to RCMP and FBI approved methods. Using those services not only reduces additional delays caused by unreadable fingerprints, but could also eliminate weeks of unnecessary waiting.

• Applying for either an FBI background check or an RCMP criminal record check can become more complicated if you use the wrong fingerprint form. The FBI only accepts the FD-258/ FD-1164 fingerprint card. Additionally, the RCMP criminals records check requires you submit the C-216C form if submitted for International purposes or professions in specific submissions. You don’t want to find an outdated or incorrect fingerprint card form. Your electronic or submitted application may be rejected, returned, and delay progress on your application initiation, causing additional frustration.

• You should check the version of the form on the official FBI or RCMP website prior to submission. Accredited fingerprinting services with, or without additional services, will automatically complete this process for you by providing the requested fingerprint card form, and complete all fields on the form.

• Pro tip: If you are applying and submitting a fingerprint card form for purposes in another country, confirm the form also has authentication or apostille requirements for acceptance by the method selected.

• It may sound obvious, but one of the easiest mistakes applicants make is forgetting to sign fingerprint cards or consent forms. In order to authorize the processing of your fingerprints, you must sign your card for both FBI and RCMP background checks. Without a signature, your application will not be processed, and it will be returned to you.

• This is easy to miss, particularly if you have multiple forms or submissions to look at. Always double check each page and field before you mail or upload each document.

• Alternatively, using an authorized accredited fingerprinting service, you may lessen the chance of this mistake happening. The professional will verify the forms during submission and will be able to determine if signatures, authorization and other crucial details are complete, so your FBI or RCMP criminal check will continue to move forward and not be delayed.

• Filling out your name and date of birth seems like a basic task, but incomplete details in your personal information can lead to a major headache. Omitting your full name, alias (if any), date of birth, or mailing address can result in delays or a refusal of your FBI or RCMP background check. As little as a difference in name spelling or a simple detail can prevent the system from matching your fingerprints to their database of records in IAFIS or CCRTIS. Uniformity and accuracy is much more important than what most people think. 

• Professional services like Globeia will often double-check your details at the time of submission to confirm fields are filled out correctly and are entirely in-line with your government ID, helping reduce the chance for rejection. 

• Pro tip: Take a moment, step back, and read through all forms. If you’re legally changing your name or using multiple aliases, then make sure to be consistent across all documentation.

• Even if your forms are perfect, incorrect payment can still stop your FBI or RCMP background check in its tracks. Sending the wrong amount, using an expired credit card, or skipping payment by mistake are surprisingly common errors.

• The FBI and RCMP each have specific payment requirements, from money orders to online submissions. International applicants need to confirm the right currency and method - otherwise, their application may be returned. A small oversight here can cost you weeks of waiting.

• Using a service like Globeia can remove this worry. They ensure that your payment meets the exact specifications required by the FBI or RCMP, so your application moves forward without delays.

Pro tip: Always check the latest payment rules on the official FBI or RCMP websites before submitting. It’s a small step that prevents big headaches.

While FBI background checks and RCMP criminal record checks typically focus on fingerprints and forms, some applications - especially for immigration, adoption, or visa purposes, also require passport-style photos. Submitting photos that don’t meet the official specifications can delay your application or even result in rejection. Common mistakes include:

• Photos that are too small or too large (passport-size is usually 2 x 2 inches / 51 x 51 mm).
• Non-neutral backgrounds, such as patterned walls or shadows.
• Poor image quality, including blurry, overexposed, or underexposed photos.
• Outdated photos that don’t accurately reflect your current appearance.

To avoid errors, double-check the exact requirements from the official FBI or RCMP instructions before having photos taken. Using accredited services, can help ensure that all photos meet the official specifications, so your application proceeds smoothly.

• A common mistake is incorrectly sending your FBI or RCMP application to an address that is not correct, particularly if you are submitting your application from outside of the U.S. or Canada. These agencies have many divisions and multiple channels for submission of materials, and sending your application or documents to the wrong address adds unnecessary weeks of delays and unnecessary frustration to your submission in addition to a possible returned application.

• When submitting to the FBI, applicants in the U.S. typically mail their fingerprint card(s) and/or submission forms to the FBI CJIS Division in Clarksburg, West Virginia. International applicants may be required to submit their application materials through agencies that are approved or directly through the U.S. embassy in your country. 

• When submitting to the RCMP, you must mail your application materials to the correct Canadian processing center. If you send the application materials to a third-party agency that is not accredited to obtain a check or verification, you will receive a rejection of your documents. 

• Using an accredited service, such as Globeia, can help you avoid not sending your application to an unaffiliated or incorrect address. Globeia ensures your application is submitted to the correct FBI or RCMP address regardless of method. Whether you submit through mail or via secure digital submission, Globeia will keep your application on track, saving you a considerable amount of time and frustration.

• It’s easy to assume that an FBI or RCMP background check will be ready in just a few days, but the reality is very different. FBI Identity History Summary checks can take two to four weeks when submitted electronically, and longer if mailed. Similarly, RCMP-certified criminal record checks, especially those sent from outside Canada, can take several weeks to a few months to process.

• Failing to account for these timelines is a common reason people face last-minute stress before travel, job start dates, or visa deadlines. Planning ahead is crucial - submit your request early and avoid scheduling appointments or commitments until you actually have your results in hand.

• Professional services can help by providing tracking and estimated processing times, so you have a realistic expectation of when your background check will be completed.

• Even after your FBI or RCMP background check has been delivered, your work may not be finished. Numerous countries require an apostille, legalization, or authentication of your background checks before they are recognized as valid. 

• Most applicants applying for visas and immigration, or when a professional license abroad is required, run into this requirement. Failure to have your background check properly authenticated may result in the background check being rejected at an embassy or Consulate, resulting in a delay and/or denial of the application.

• To avoid unexpected surprises, determine the requirements of the destination country well before you submit your application. Companies with accredited services, such as Globeia, complete your check with the proper authentication or apostille procedures, and meet international standards.

• Pro Tip - Always look to confirm that the embassy or government outlines the instructions for acceptance of international documents before submitting your check internationally.

• When it comes to FBI or RCMP background checks, cutting corners with unaccredited or informal services is a mistake you don’t want to make. The RCMP, in particular, requires that fingerprints for criminal record checks be submitted through an accredited third-party provider - this isn’t optional. Using a random notary shop, online “fingerprinting service,” or non-accredited agent can result in rejected fingerprints, delayed processing, or even complete denial of your application. 

• For the FBI, accredited or approved methods ensure that your FD-258/FD-1164 fingerprint cards or digital prints meet strict quality standards for the IAFIS system. For RCMP checks, third-party accreditation guarantees your C-216C forms and fingerprints comply fully with Canadian law enforcement standards. 

• Choosing a trusted, fully accredited service like Globeia gives you peace of mind. Globeia ensures your fingerprints are captured correctly, your forms are properly filled, and your submission meets all RCMP and FBI requirements, whether you’re applying for work, immigration, visas, or professional licensing. This significantly reduces the risk of rejection and avoids weeks of unnecessary delays.

• Pro tip: Always verify that your fingerprint provider is officially accredited by the RCMP or FBI. Using a reputable company ensures your application is handled correctly the first time and saves you time, money, and stress.

In short, applying for an FBI background check or an RCMP criminal record check requires attention to detail - small oversights like poor fingerprints, missing information, or mailing errors can cause weeks of delay. By planning ahead, double-checking requirements, and working with an accredited third-party provider like Globeia, you can avoid these common mistakes and ensure your background check is processed smoothly the first time.