Background-check integration proposal: Free template

Customize this free background-check integration proposal with Cobrief

Open this free background-check integration proposal in Cobrief and start editing it instantly using AI. You can adjust the tone, structure, and content based on the client’s tech stack, industry, and compliance needs. You can also use AI to review your draft — spot gaps, tighten language, and improve clarity before sending.

Once you're done, send, download, or save the proposal in one click — no formatting or setup required.

This template is fully customizable and built for real-world use — ideal for pitching background check software integrations to HR teams, staffing platforms, onboarding providers, or workforce compliance leads. Whether you're embedding a third-party API or building a native workflow, this version gives you a structured head start and removes the guesswork.

What is a background-check integration proposal?

A background-check integration proposal outlines your plan to connect a background screening provider with the client’s existing HR, ATS, onboarding, or platform systems. It typically includes the integration scope, supported checks, workflow automation, API or SSO details, and timeline.

This type of proposal is commonly used:

• When businesses want to automate background checks during hiring or onboarding
• To embed screening into a platform or SaaS product via API
• To improve speed, reduce errors, or ensure compliance in hiring workflows

It helps clients reduce manual work, speed up decisions, and maintain proper documentation for audits or legal requirements.

A strong proposal helps you:

• Clearly define how data will flow and where screening fits into the hiring process
• Explain technical setup and system compatibility
• Surface compliance and privacy considerations
• Set clear expectations around user experience, timelines, and support

Why use Cobrief to edit your proposal

Cobrief helps you build a cleaner, clearer proposal faster — with in-browser AI tools and simple editing that saves time.

• Edit the proposal directly in your browser: No formatting struggles — just write, revise, and send.
• Rewrite sections with AI: Tailor language for HR leads, CTOs, or compliance managers in one click.
• Run a one-click AI review: Let AI flag vague technical details, unclear scopes, or compliance gaps.
• Apply AI suggestions instantly: Accept changes line by line or apply all edits at once.
• Share or export instantly: Send the proposal through Cobrief or download a clean PDF or DOCX version.

You’ll move from draft to delivery with a proposal that’s sharp, specific, and ready to close.

When to use this proposal

Use this background-check integration proposal when:

• Proposing integration between a screening provider and the client’s HRIS, ATS, or onboarding platform
• Embedding background check functionality inside a SaaS product or hiring tool
• Offering custom workflows (e.g., role-based checks, conditional triggers, geographic rules)
• Supporting clients scaling hiring, managing remote teams, or improving compliance
• Replacing a manual or disjointed screening process

It’s especially useful when the client wants automation without sacrificing control or auditability.

What to include in a background-check integration proposal

Use this template to walk the client through your integration plan — from setup to rollout — in plain-smart, actionable language.

• Project overview: Describe the client’s current process and how your integration will improve speed, reliability, or compliance.
• Integration scope: Define which systems you’ll connect (e.g., Greenhouse, Workday, custom API), and what background check functions will be automated.
• Screening types supported: List checks offered — criminal, education, identity, employment history, motor vehicle, international, or role-specific packages.
• Workflow design: Explain how checks are triggered, how results are surfaced, and what actions are automated (e.g., status changes, flag alerts, next steps).
• Compliance and privacy: Detail how you handle data storage, candidate consent, FCRA requirements, and location-specific regulations (e.g., GDPR, Ban-the-Box).
• Technical setup: Describe the integration method — API, webhook, SSO, iframe embed — and any developer or sandbox access needed.
• Testing and QA: Outline how test cases, mock profiles, or demo flows will be verified before go-live.
• Timeline and support: Provide a phased plan — kickoff, setup, testing, deployment, and post-launch support — with expected durations for each.
• Pricing: Present a clear fee structure — setup fee, per-screening cost, or bundled pricing for API access and usage.
• Next steps: End with a clear CTA — such as scheduling a demo, approving access credentials, or signing a project kickoff doc.

How to write an effective background-check integration proposal

This proposal should feel technical, reliable, and frictionless — especially for HR or IT teams under pressure to modernize hiring.

• Keep workflows visual (if needed): If your client is visual, use simple diagrams to show triggers, data flow, or status logic.
• Tailor compliance framing: For HR clients, focus on FCRA and audit-readiness. For dev teams, focus on data architecture and encryption.
• Show how it reduces effort: Emphasize how integration avoids duplicate entry, PDF downloads, or email back-and-forth.
• Include fallback handling: If a check fails, clarify what happens next (e.g., admin alerts, rescreen option).
• Reinforce trust: Highlight vendor reputation, SLAs, and support response times to reduce perceived risk.
• Close with a next step, not a summary: Push for a small, immediate commitment — don’t leave momentum hanging.

Frequently asked questions (FAQs)

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This article contains general legal information and does not contain legal advice. Cobrief is not a law firm or a substitute for an attorney or law firm. The law is complex and changes often. For legal advice, please ask a lawyer.