A criminal record check request letter is a written way to ask an authorized agency how to obtain a check or to request your own record, where that agency accepts letters. Use the adaptable template below, but first confirm the correct check, recipient, identity documents, and official application process for your location; many agencies require a form or online request instead.
What a Criminal Record Check Request Letter Does
The phrase “criminal record check” can refer to different searches and procedures. Depending on the country, state, province, or territory, a check may be issued by a police service, a government records office, or another authorized body. A letter can explain what you are seeking and help the recipient identify your request, but it does not itself authorize a search or guarantee that a check will be issued.
This template is primarily for a person asking an agency about, or requesting, a check on themselves. If an employer, volunteer organization, or other party wants a check on someone else, the rules and process may be different. A third party may need the person’s informed consent, an approved application, and a legally permitted purpose. Do not use a personal request letter as a substitute for that process.
Also distinguish a certificate or result issued to you from a background check conducted for another organization. The recipient, scope, and permitted use of information may differ. Check the issuing agency’s instructions rather than assuming that one document will meet every employer, licensing body, or immigration authority’s requirements.
Before You Write the Request
Start by identifying the agency that handles the exact check you need. An authority asking for a particular type of certificate may not accept a general police record check. Requirements can vary even within a country, and some checks are available only for defined purposes or through a designated organization. If the document is for an application, ask the receiving organization which check it accepts, how recent the result must be, and whether it must be sent directly by the issuing agency.
Then confirm whether a letter is accepted at all. The official instructions may require a standard form, an appointment, an online account, fingerprints, or an in-person identity check. A letter can still be useful for asking a preliminary question, clarifying an unusual situation, or accompanying a request if the agency expressly allows it.
- Use the agency’s current name and the correct postal or electronic address.
- Ask for the exact check or record product, using the wording in the official instructions where possible.
- Confirm which identity documents are accepted and whether copies must be certified.
- Find out whether there is a fee, an approved payment method, or a separate application form.
- Check whether the result will be delivered to you, to a named organization, or by another approved method.
Criminal Record Check Request Letter Template
Blank template — request for your own check or instructions
Your full name: ____________________________________
Mailing address: ____________________________________
City, region, postal code: ____________________________________
Telephone or email: ____________________________________
Date: ____________________________________
To: ____________________________________
Agency or office: ____________________________________
Address or email: ____________________________________
Subject: Request for information about a criminal record check
Dear Sir or Madam,
I am writing to request information about obtaining a criminal record check for myself. The check is needed for: ____________________________________.
The type of check or certificate requested, if known, is: ____________________________________. Please let me know whether your office provides this check and whether I must use a specific form, online service, appointment, or fingerprinting process.
Please advise me of the identity documents, consent forms, fee, payment method, and delivery options required. If this request should be sent to another office, I would appreciate the correct contact details or instructions.
My identifying details, if required for this inquiry, are: full legal name ____________________________________; previous names, if applicable ____________________________________; date of birth ____________________________________; and current address ____________________________________. I will provide sensitive identification documents only through the method your official instructions specify.
Thank you for your assistance. Please contact me using the details above if further information is needed.
Sincerely,
Signature, if sending a paper letter: ____________________________________
Printed name: ____________________________________
Sample — fictional details
Jordan Lee
24 Example Road, Northfield, XY 12345
jordan.lee@example.test
March 10, 20XX
To: Records Inquiry Office
Subject: Request for information about a criminal record check
Dear Sir or Madam,
I am writing to ask how I can obtain a criminal record check for myself for a volunteer application. Please let me know which check is appropriate, whether I need to complete an official application, and what identity documents and fee are required. I would also appreciate confirmation of how the completed result is delivered.
Thank you for your assistance.
Sincerely,
Jordan Lee
How to Adapt and Submit the Letter
Replace every blank with relevant information, and remove any prompt that does not apply. Keep the request focused. If you know the required check’s official name, use it; if you do not, ask the agency to identify the right process rather than guessing. Include a purpose only as specifically as needed, such as employment, volunteering, or a personal records request. Do not claim that a particular check is legally required unless the requesting organization or applicable instructions have confirmed that.
Before sending, compare the letter with the agency’s checklist. If a form is mandatory, complete that form and use the letter only as an optional cover note. Sign a paper letter if requested. For electronic submission, follow the agency’s identity-verification and signature instructions. Keep a copy of the correspondence and note the date and method of submission.
Do not include a full identity-document number, bank details, or unnecessary sensitive information in an ordinary email or letter. If the agency needs proof of identity, use its designated secure submission method and send only the documents it requests. If instructions are unclear, contact the office using contact details found through its official public information, not an unverified message or link.
Choosing the Right Type of Check
“Criminal record check” is not a single universal product. Some checks search records held by a local police service; others may involve broader databases or national processes. Fingerprint-based checks are distinct from name-based searches and may be required where identity matching or a specific statutory process calls for them. Checks relating to work with children or other protected groups can have additional eligibility rules and are not simply interchangeable with a general check.
The right choice depends on who is asking for the result and why. A school, licensing authority, immigration process, or employer may specify a particular format, issuing authority, or route. Ask the receiving organization to state its requirements in writing if its request is vague. An agency that issues checks can explain its own services, but it may not decide what another organization will accept.
Some records may be sealed, spent, expunged, or otherwise treated differently under local law. The effect of those terms, and which information can appear on a particular check, varies by jurisdiction and check type. Do not assume that a result will show every past matter, or that a matter excluded from one check is excluded from all checks.
Consent, Identity, and Privacy
A request about your own record is different from asking for information about another person. Access to another person’s criminal history is commonly restricted, and consent alone may not make every kind of search lawful or available. Employers and organizations should follow the applicable authorized process rather than asking a person to obtain or disclose a check outside that process. The rules can depend on the location, the purpose, and the type of role.
For a personal request, an agency may need enough information to distinguish you from someone with a similar name. It may request a date of birth, previous names, address history, identity documents, or fingerprints, but the exact requirements vary. Supply personal details only through the route the agency specifies. If you are uncertain about how to handle sensitive information in a particular situation, ask a qualified professional.
Keep copies of the request and any receipt, but store them carefully. A check result contains sensitive personal information. Share it only with the intended recipient and in the manner the issuing body or receiving organization allows. If a result is sent directly to an organization, confirm that delivery arrangement before applying so you know who will receive it.
Fees, Processing Time, and Delivery
There is no single fee or turnaround time for all criminal record checks. Charges, payment methods, processing time, and delivery options depend on the issuing authority, the check requested, and whether extra steps such as fingerprinting or identity verification are needed. Some requests may have no fee, while others do; verify the current amount with the official agency before sending payment.
Do not make plans around an estimated processing period unless the agency has given you a current estimate. Incomplete applications, missing documents, identity questions, or a need for additional review can affect processing. If you have a deadline, apply as early as the official process permits and ask the receiving organization whether it accepts proof that an application is underway. Never alter a result or present an expired or different check as the one requested.
Common Problems and How to Avoid Them
- Sending a letter to the wrong office: Confirm which agency issues the exact check. A general inquiry sent to a local police office may not reach the authority responsible for a national or specialized check.
- Requesting an unclear product: State the purpose and the official check name if known. If it is not known, ask which route applies rather than requesting a vague “full background check.”
- Leaving out required application steps: A letter cannot replace required consent, forms, fingerprints, identity verification, or an appointment. Review the full official checklist before submitting.
- Sending too much personal information: Provide only what is requested and use a secure channel for identity documents. Avoid placing sensitive identifiers in an unprotected email or in the subject line.
- Assuming one result works everywhere: Check the recipient’s rules for issuer, scope, date, and delivery. A document accepted for one purpose may not satisfy another.
- Expecting the letter to explain or change a record: A request letter asks for a check or instructions; it does not correct a record. If information appears inaccurate, follow the issuing agency’s formal review or correction procedure.
Alternatives to a Request Letter
If the issuing authority provides an official application form, online portal, appointment, or fingerprinting process, use that route. A letter is most useful when the agency accepts correspondence, when you need to ask a question before applying, or as a brief cover note for an allowed paper submission. A phone inquiry may help identify the correct office, but keep in mind that a conversation does not replace a formal application or create an official record check.
If an organization is asking you to provide a result, ask it for the precise instructions before you apply. It may have a designated process or require the result to be delivered directly. If you are an organization seeking checks on applicants, consult the relevant official guidance and use the authorized consent and screening procedure for your jurisdiction and purpose.
Frequently Asked Questions
Can I request a criminal record check by letter?
Sometimes, but many agencies require an official form, online application, appointment, or fingerprints. Check the issuing authority’s current instructions; use a letter only where it accepts one or as an inquiry or permitted cover note.
What should I include in a criminal record check request letter?
Include your contact details, the check you are asking about, the purpose if relevant, and a clear request for application, identity, fee, and delivery instructions. Provide sensitive identification details only when required and through the specified channel.
Can I write a letter to check someone else’s criminal record?
A personal letter does not automatically give you permission to obtain another person’s information. Access may be restricted and can require consent plus an authorized process. Follow the rules that apply to the location and purpose.
How long does a criminal record check take?
Timing differs by agency and check type, and extra verification may affect it. Use the issuing authority’s current estimate rather than relying on a general timeframe, especially if you have a deadline.
What if my criminal record check has incorrect information?
Contact the issuing agency and ask how to dispute or correct the result. Follow its formal review process and provide only the supporting material it requests; procedures differ by jurisdiction.