Criminal record check

A criminal record check searches police records for a person's convictions. Employers need consent and may use results only if job-related.

Also called: police check, police record check, police information check, CRC

What criminal record check means

A criminal record check is a search of police records, including the RCMP's national repository of criminal records, to see whether a person has a criminal record. In Canada, the check is done by a police service or an accredited fingerprinting company, not by the employer, and only with the person's written consent.

Employers ask for these checks for jobs that involve handling money, entering people's homes, security, or working with vulnerable people. For roles with children or vulnerable adults, a more detailed vulnerable sector check is used instead.

Human rights law limits how you can use the results. Depending on the province, a pardoned conviction, a conviction not related to the job, or even a charge may be protected. A blanket rule of "no criminal record" can be discriminatory.

How it works

There are two main kinds. A name-based check searches the national repository using the person's name and date of birth. It is fast, but it cannot confirm a record with certainty. If the name, sex and date of birth match a possible record, the person may be asked for fingerprints. A fingerprint-based (certified) check gives a definite answer and uses an RCMP consent form for the purpose, such as form 6673 for employment with no authority over vulnerable people. Processing times for fingerprint checks can range from 3 days to 120 business days.

In Ontario, the Police Record Checks Reform Act, 2015 sets three levels: a criminal record check, a criminal record and judicial matters check (which adds things like discharges, outstanding charges and certain court orders), and a vulnerable sector check. Ask for the lowest level that fits the job.

Ask only after a conditional offer, and only for jobs where a record could matter. Write the requirement into the posting so applicants know. When a result shows a record, look at what the offence was, how long ago it happened and whether it relates to the duties, and give the person a chance to explain before deciding.

Keep results confidential and separate from general personnel files. Fingerprints given for a check are used only for that check and then destroyed.

Criminal record check by province

Every province protects some people with records from discrimination in employment, but the protection differs a lot.

Where the work is done	The rule
Federal	The Canadian Human Rights Act protects against discrimination because of a conviction for which a pardon has been granted or a record suspended.
British Columbia	Protects against discrimination in employment because of a criminal or summary conviction unrelated to the job. The employer must show the conviction is related.
Ontario	Protects pardoned federal offences (not revoked) and provincial offences, in employment only. Charges alone are not covered. A reasonable and bona fide qualification can be an exception.
Quebec	An employer may not refuse, dismiss or penalize someone because of a conviction unconnected to the job, or because of a conviction for which the person has a pardon.
Northwest Territories	Protects pardoned convictions in employment.

For other provinces and territories, check with the human rights commission before relying on criminal record results.

Example: A cleaning company asks for checks after the offer

Nadia runs a 16-person residential cleaning company in Ottawa. Her cleaners work alone in clients' homes, so her posting says a criminal record check is required after a job offer.

Her new hire's check shows a 12-year-old conviction for impaired driving. Nadia's cleaners drive company cars, so she talks with the candidate, who explains it and shows a clean driver's abstract since then. Nadia decides the old conviction does not affect the job today and confirms the hire, and keeps the result in a separate, locked file.

Onboarding checklists in Staffkin

Staffkin's onboarding checklists can include a step to collect a required police check before the start date, so it is not missed.

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Questions about criminal record check

Can an employer do a criminal record check without consent in Canada?

No. Police need the person's written consent before running a name-based check, and fingerprint-based checks use a signed RCMP consent form.

What is the difference between a name-based and a fingerprint check?

A name-based check searches records using name and date of birth and cannot confirm a record with certainty. A fingerprint-based check gives a definite answer and takes longer.

Can I refuse to hire someone with a criminal record?

Only if the record is truly connected to the job, and some records are protected. In Ontario, pardoned convictions are protected; in Quebec and British Columbia, convictions unrelated to the job are protected.

How long does a criminal record check take?

Name-based checks are often quick. If fingerprints are needed, the RCMP says processing can take from 3 days to 120 business days.

Official sources

General information for Canadian employers, not legal advice. Rules differ by province and territory and change over time, so check with your provincial employment standards office (or the federal Labour Program if you are federally regulated) before you rely on it. See employment standards by province.

Checked against official sources on 4 November 2026.