Many states and jurisdictions have different laws being passed on how and when employment can be denied based on the information from a background check. HR departments have the need to provide different letter types based on the location of the employer/applicant.

These letters can be configured on the Global, Client Type, and Client Level. Custom letters can be edited or deleted. Deleting a letter will not affect any reports where the deleted letter was previously used.

*NOTE* Following the process below will enable a letter to be viewed at the global level - all clients will be able to see and order this letter. For client-specific letters, follow the instructions below under "Ordering In the HR client module"

Custom letters can also be created at the Client Type and/or Client level. These will display in the client's ordering list cumulatively, so a client will see all their client-level letters, client type letters, and then global letters. Knowing this, it is a best practice to name client letters using their name, so it is easier for them to determine which letters are specific to them, if configured in this manner. Similar steps will be followed to setup a letter at the Client or Client Type level:

The next step is to create the text of the letter. After creating a letter, there will be an option to 'Edit' where the appropriate verbiage can be inserted. CRAs can also edit the subject line for Custom 2.0 Pre-Adverse and Adverse letters. If a customized subject line is not entered, the applicant will see the standard 'FCRA Notice of Adverse Action' verbiage. Below are the accepted placeholder values that can be used in your letter templates:

##{{MYCOMPANY}}- Your company name from the default profile
​##{{MYURL}}- Your company website from the default profile
​##{{MYLOGO}}-company logo from the default profile
​##{{MYADDRESS}-company city,state,zip from the default profile
​##{{MYPHONE}}-company customer service number from the default profile
​##{{MYFAX}}-company customer fax service number from the default profile
​##{{MYEMAIL}}-company email from the default profile
​##{{NOW}}-current date
​##{{CLIENTNAME}}-client name
​##{{CLIENTADDRESS}}-client address,city,state,zip
​##{{CLIENTCONTACT}}-client contact
​##{{CLIENTFAX}}-client fax
​##{{CLIENTEMAIL}}-client email
​##{{SUBJECTNAME}}-subject name
​##{{SUBJECTSTREET}}-subject street
​##{{SUBJECTCITY}}-subject city
​##{{SUBJECTSTATE}}-subject state
​##{{SUBJECTZIP}}-subject zip
​##{{DATECOMPLETED}}-date search was completed
​##{{pagebreakhere}}-add this to break pages.

With the new custom adverse letter options to accommodate California adverse action laws, there are some suggested guidelines when naming these letters. In cases where multiple letters are available to clients, it is advisable to maintain a streamlined naming convention. This convention should prioritize the applicable jurisdiction (i.e. California), followed by the designation of Pre-Adverse or Adverse. Letters accessible to a client will be listed in alphabetical order.

If letters are setup at the Client or Client Type level, that client will see those Client/Client Type letters plus any letters setup at the Global level. In some cases, it may be ideal to label the Client/Client Type letters with the client's name: For example, 'ABC Company Pre-Adverse Letter' and 'ABC Company Adverse Letter.'

Pricing for Custom Adverse Action letters is established at the product level, specifically under 'Custom Pre-Adverse Letter Ordering' and 'Custom Adverse Letter Ordering.' These rates can be configured either at the client type or client level. It's important to note that all custom letter templates, regardless of the specific template ordered, will have uniform pricing. The pricing is determined based on the applicable Custom Letter Ordering rate.:

*NOTE* If the applicant does not have an email address on their report, then there will be an option to add one as "Need to change email?"

HR users can also edit the content of the letter to be sent to the applicant during the letter ordering process:

After selecting the letter, the HR user will be presented with 3 options to confirm how the letter will be sent. The 'current email' is the email address currently saved to the applicant profile on the report. If no email address is present on the applicant profile, the ‘Current Email' will be blank

There is a new option called ‘Need to Change Email?’. When clicking this button, a field will show that allows the HR user to enter a new email address. Sending the letter to a different email address will NOT update or change the email address saved to the applicant profile.

If the 'Need to change email?' option is selected, the updated email address will receive a pdf copy of the BGC report and a PDF of the letter that was ordered. This email address will not receive a link to the applicant portal.

*NOTE* Under the condition that the email address that is delivered the letter matches the address that is on the applicant profile, the standard letter format, including the Applicant Portal link is used. The report and letter are not included in the email.
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Under the condition that the email address that is delivered the letter does not match the address that is on the applicant profile, a copy of the background report and letter is sent via email.

The verbiage for the email sent if the 'Need to Change Email?' option is selected is found below:

{Applicant First Name},
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​There is an important legal notice from {Client Name}. You can view this notice provided by {System Profile Name} attached to this email. If you have any questions about this notice, please contact {System Profile Name}. as soon as possible.

Keep this email for safe keeping purposes.

Thank You,
​{System Profile Name}
​{System Profile Email}
​{System Profile Phone}

*NOTE* Sending to multiple email addresses is supported. Select 'Need to Change Email?' to edit, and use a semicolon to separate the email addresses in the field.

The activity log for the 'Yes, Send' and 'Order without emailing' will describe if the letter was ordered to be sent to the applicant or if the letter was 'ordered but not sent to' the applicant.
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There may be additional documents that may need to be sent to the applicant, therefore a reminder is provided to help the HR Client send these additional required documents to the Applicant. Once a letter has been ordered, then the HR User who ordered the report will receive a notification 5 days after a Pre-Adverse has been sent.

Once a letter has been ordered, the HR User who ordered the report will receive a notification 5 days after a Pre-Adverse has been sent (one for each applicant). The email received by the HR User is not customizable but does include client-specific details. This email also masks the Year of Birth on the applicant's DOB. The Reminder email contains a link to the specific applicant, which allows the HR User to view the Pre-Adverse letter, verify the name and DOB, order an Adverse letter if necessary, or view and verify any other applicant information contained in the report.

The subject line of the Reminder Notification is "Adverse Letter Reminder," and below is the verbiage from the body of the email:

Your Employer

Dear {clientName},

You initiated pre-adverse action and ordered a pre-adverse action letter for {applicantName} on {dateOrdered}. We want to remind you that it's been {numDays} days since you ordered the pre-adverse letter. According to the FCRA, an adverse action letter needs to be ordered as a final step to complete an adverse action on a candidate.

Applicant Details
​Applicant Name: {applicantName}

Applicant Date of Birth: {applicantDOB}

Pre-adverse Order Date: {dateOrdered}

Name of Pre-adverse Letter Ordered: {nameOfLetterOrdered}

View Applicant Report
​{craName}

{craPhone}

{craEmail}

{craAddress}

A copy of the letter along with the report will be sent to the applicant if their email is on file within the report. If no applicant email is on file in the report, then the letter/report would need to be printed and mailed manually.

Once a letter has been ordered, it can be viewed in the admin or client module under documents. They will also be emailed with report results and be viewable in the applicant portal.

Here is a list of features that the current version has, that are not included in 2.0

Custom 2.0 letters will be delivered to the subject along with the final report if 'Via Email' is set to Yes under System Settings -> Applicant Result Delivery

Custom 2.0 letters are also viewable in the Applicant Portal. The applicant must acknowledge viewing the letters before viewing the background check results:

The first acknowledgment will be tracked on the report "activity log." Letter name, applicant name, date, time and IP address of acknowledgment will be logged and stored:

The 'Applicant Result Delivery Setting' will be honored with HR placed orders. If the delivery setting is enabled, the letter(s) will be delivered to the subjects email if provided.
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The 'Applicant Result Delivery Setting' will be honored with Admin placed orders. If the delivery setting is enabled, the letter(s) will be delivered to the subjects email entered in the Create Profile screen (shown below). It doesn’t use the send final report email.
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The 'final report email' field in the admin ordering screen is not used to send the Pre-Adverse or Adverse letter (shown below).
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The 'Applicant Result Delivery Setting' will be honored with Integrated orders. If the delivery setting is enabled, the letter(s) will be delivered to the subjects email. The Final Report email address is not used.

If a custom 2.0 letter is added to a report, the existing Adverse email is sent to the subject email field with a link to the applicant portal. If a phone number has been collected and stored on the applicant profile, that number is used to deliver a text notification as well.
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*NOTE* The actual letter is no longer emailed directly to the subject. The only way for the subject to retrieve the actual letter will be from the Applicant Portal.

The Report level Activity Log will be updated with the following note to indicate that the Notice to log into the portal to view the letter has been delivered successfully:
​“[FCRA Preliminary Notice of Adverse Action - John Smith] notice to login has been successfully delivered to [email protected]

The email Text sent to the subject will contain the following verbiage and a link to the applicant portal:

There is an important legal notice from ##{{Client}} now available in your Applicant Portal. You can view this notice and your completed background report provided by ##{{CRA Name}} in your Applicant Portal by clicking the link below. If you have any questions about this notice or your report, please contact ##{{CRA Name}} as soon as possible.

Keep this link for future access to your Applicant Portal to review your background report at any time.

*NOTE* The Applicant profile on the report containing the Action Letter must contain the Applicant Email Address, DOB, First and Last Name, for the Applicant to gain entry to the Applicant Portal.

The "From” email address will be taken from System settings ->departments -> compliance email.

After an adverse or pre-adverse letter is added to a report, an alert notifies the applicant they have an important notice for review once their report is completed:

'You have an important notice from your employer or prospective employer. Please click “View Report” once your report is completed to view a copy of this notice.'