How to Run a Background Check on a Nanny: A Complete Guide for Parents

Why You Need to Run a Background Check on Your Nanny

Hiring a nanny is one of the most important decisions you'll make as a parent. Unlike hiring for a business role, you're inviting someone into your home to care for your children when you're not there. That level of trust requires verification.

While interviews and reference calls are valuable, they have limitations. People can present themselves well in interviews. References might be friends posing as former employers. And some issues—like criminal history or driving violations—simply won't come up in casual conversation.

A background check adds an essential layer of verification. It confirms identity, reveals criminal history, validates employment claims, and gives you the information you need to make an informed decision.

Most nanny agencies require background checks as standard practice. The Association of Premier Nanny Agencies (APNA) requires all member agencies to conduct them, and the International Nanny Association mandates criminal background screenings. If the professionals do it, you should too.

What a Nanny Background Check Should Include

Not all background checks are equal. A comprehensive nanny screening should include several key components:

Criminal Background Check

This is the foundation of any background screening. A thorough criminal background check searches county, state, and federal databases for criminal convictions. Here's what most parents don't realize: America has a decentralized criminal records system. There's no reliable nationwide database that contains everything, which means "instant" online checks often miss records that a thorough investigation would find.

About 98% of criminal cases originate at the local county level, and those records usually aren't online. Quality background checks require investigators to obtain records from individual courthouses. This takes more time but produces more accurate results.

Sex Offender Registry Search

This is non-negotiable when hiring someone who will be alone with your children. A proper screening searches the National Sex Offender Registry and state-level registries to identify any registered offenders.

Social Security Number Trace

An SSN trace confirms identity and reveals address history. This helps you know if the person is who they claim to be and identifies all locations that need to be checked for criminal records. If your candidate has lived in multiple states, you'll want county-level checks in each area.

Motor Vehicle Records Check

If your nanny will be transporting your children—even occasionally—run a DMV check. This reveals driving history, license status, traffic violations, and any alcohol or drug-related incidents. Some experts recommend running this check even if driving isn't part of the job, as it can reveal patterns of behavior.

Employment Verification

Confirm that your candidate actually worked where they say they worked, for how long, and in what capacity. Gaps or discrepancies in work history deserve attention and explanation.

Reference Checks

While you can conduct reference checks yourself, verify that the phone numbers provided actually belong to the claimed references. A quick Google search can confirm if a number is legitimately connected to a former employer. Some services will handle this verification for you.

Education Verification

If your nanny claims specific certifications—like CPR, First Aid, or early childhood education—verify them. Ask for documentation and check expiration dates. These certifications matter when someone is responsible for your child's safety.

Step-by-Step: How to Run a Background Check on Your Nanny

Step 1: Obtain Written Consent

This is legally required. Before running any background check, you must get written permission from your nanny candidate. Under the Fair Credit Reporting Act (FCRA), conducting a background check without consent can expose you to legal liability.

Most background check services provide authorization forms that cover the legal requirements. Have your candidate sign this before proceeding. If a candidate refuses to consent, that itself is a red flag worth considering.

Step 2: Make a Conditional Offer First (If Required)

Some jurisdictions require employers to make a conditional job offer before running a background check or asking about criminal history. Check your state's laws—California, New York, and several other states have specific regulations around this process.

Step 3: Gather Necessary Information

To run a thorough background check, you'll need from your candidate:

• Full legal name and any previous names or aliases
• Date of birth
• Social Security number
• Current and previous addresses (typically last 6-7 years)
• Driver's license number (if checking driving records)

Step 4: Choose Your Background Check Method

You have several options:

Professional background check services: Companies like Checkr, GoodHire, and Sterling offer comprehensive packages ranging from $30-$300 depending on depth. These typically take 3-10 business days for thorough results.

Nanny-specific services: Some services specialize in household employee screening, like eNannySource or Background Checks for Nannies. These understand the unique needs of family employers.

State-specific resources: California residents can use TrustLine, which has access to databases not available to private investigators, including the Child Abuse Central Index of California and FBI Criminal History System.

DIY with free tools: For initial screening, you can use our free Background Checker tool to generate a preliminary report and trust score before investing in paid services.

Step 5: Review Results Carefully

When your background check returns, review it thoughtfully. Distinguish between red flags (serious issues that are typically deal-breakers) and yellow flags (issues that warrant conversation but may not disqualify a candidate).

Examples of red flags might include violent crimes, child abuse, or sex offenses. Yellow flags could include minor traffic violations or a single misdemeanor from many years ago. Context matters—consider the nature of the offense, how long ago it occurred, and whether the candidate was upfront about it.

Step 6: Handle Adverse Findings Properly

If you decide not to hire someone based on background check results, the FCRA requires you to provide them with a copy of the report, a Summary of Rights, and an Adverse Action Letter. This gives them the opportunity to dispute any inaccuracies.

How Much Does a Nanny Background Check Cost?

Costs vary significantly based on depth:

• Basic checks: Start around $30-60 for national database searches
• Standard packages: $60-100 for SSN trace, criminal search, and sex offender registry
• Comprehensive screening: $200-300 for county-level checks, employment verification, education verification, and reference checks

Be wary of bargain-priced "instant" background checks. While they're faster and cheaper, they often rely on databases that may be incomplete or outdated. County court record checks are considered the gold standard in background screening, but they take time to complete.

The turnaround time for thorough checks is typically 3-10 business days. Some services offer faster results, but speed often comes at the expense of comprehensiveness.

Beyond the Background Check: Additional Verification Steps

A formal background check is essential, but smart parents go further:

Conduct a Social Media Review

Search for your candidate online. Review public social media profiles. How do they present themselves? Are there concerning posts or photos? While you shouldn't discriminate based on protected characteristics, public social media can reveal judgment and professionalism.

Verify References Independently

Don't just call the numbers your candidate provides. Look up the companies or families independently to confirm the contact information is legitimate. Some candidates provide friends' phone numbers instead of actual references.

Need to find accurate contact information? Our Email Finder can help you track down verified contact details for reference checks, and our Mobile Number Finder can locate direct phone numbers when you need to verify someone's identity.

Request CPR and First Aid Certification

Ask for copies of current certifications. Don't just take their word for it—verify expiration dates and issuing organizations.

Consider a Trial Period

Even with a clean background check, consider a paid trial period before committing to full-time employment. This lets you observe how they interact with your children in real-world situations.

State-Specific Considerations

Background check laws vary significantly by state. Here are some key variations to be aware of:

California: Has strict requirements under the Investigative Consumer Reporting Agencies Act (ICRAA), including disclosure and written consent requirements. California also offers TrustLine, a specialized service with access to databases not available to private companies.

New York: Has specific protections for domestic workers under its Domestic Workers' Bill of Rights. Additional OCA fees may apply for state court searches.

Ban-the-Box States: Many states and cities have laws restricting when employers can ask about criminal history. Some require a conditional offer before running background checks.

Before running a background check, check your state's labor and privacy laws. The National Conference of State Legislatures (NCSL) and your state's Department of Labor website are good resources for current guidance.

How to Talk to Your Nanny About Background Checks

Asking for a background check can feel awkward, but it doesn't have to be. Frame it as standard practice, not personal suspicion.

A simple approach: "We're excited about moving forward! As part of our standard hiring process, we run background checks for all candidates. I hope you understand!"

Most professional nannies expect this and may even appreciate that you take safety seriously. In fact, some nannies proactively run background checks on themselves to provide to prospective employers as a trust-building measure.

Final Thoughts: Invest in Peace of Mind

Running a thorough background check on your nanny isn't about suspicion—it's about responsibility. You're trusting someone with your children's safety, your home, and your peace of mind.

Take the time to do it right. Use comprehensive services that check county-level records rather than just national databases. Verify references independently. Check driving records if transportation is involved. And don't skip steps to save money or time.

The cost of a thorough background check—even a comprehensive $300 screening—is minimal compared to the peace of mind it provides. Your children's safety is worth the investment.

Start your screening process today with our free Background Checker tool to get an initial assessment before investing in professional services.