Inconclusive Record Checks: What They Mean & Next Steps

When seeking employment, volunteering, immigration, or a professional license in Canada, a clear background check is usually required. However, not all of the outcomes are either clear or have a record. An inconclusive criminal record check is what people are given in most instances. This outcome may be confusing, stressful, or even overwhelming, particularly when you think that your record ought to be clean. The reason behind this occurrence and what you can do to proceed with it can be a much easier process to understand.

The meaning of an Inconclusive Criminal Record Check

An inconclusive criminal record check only implies that the agency conducting the check was unable to ascertain with a degree of certainty that the fingerprints or identity or legal name of the person is identical to a record in the national database. It is not that the individual is guilty of an offence. Neither does it always mean that there is a conviction on file. Rather, it indicates that the search provided possible similarities that need additional confirmation. This result often surprises people because it feels vague. However, an inconclusive result is part of the system's safeguards to ensure proper identification. When names, dates of birth, or other data resemble those of another person with a criminal history, the system may flag it to avoid false negatives. This protects both applicants and employers, ensuring that background screening remains accurate and trustworthy.

Common Reasons for Receiving an Inconclusive Criminal Record Check

There are multiple reasons why someone may receive an inconclusive result, even when they have never been charged with a crime. Understanding these reasons helps reduce stigma and frustration.

-Similar or Matching Personal Information

One of the most common causes of an inconclusive criminal record check is similar personal information between individuals. If your name, date of birth, or other identifiers match or closely resemble those of another person with a criminal record, the system may be unable to confirm your identity with certainty.

-Incomplete or Outdated Databases

Not all police databases update simultaneously. Sometimes, an inconclusive result occurs because records are under review, awaiting updates, or incomplete. This often happens when prior fingerprints were taken but not properly linked or when older documents have not been updated into digital systems.

-Past Fingerprint Associations

Even if an individual does not have a criminal conviction, fingerprints may have been taken during immigration, volunteer background checks, security clearances, or vulnerable sector screening. In some cases, these fingerprint impressions can trigger an inconclusive criminal record check because the system detects previous associations that require additional confirmation.

-Administrative or Technical Errors

Occasionally, the issue is not related to the applicant at all. Technical errors, mismatched data entries, or scanning inconsistencies can generate inconclusive results. These errors often lead to unnecessary stress, but fortunately, they are easily corrected with a fingerprint-based verification.

How Inconclusive Criminal Record Checks Affect Applications

Receiving an inconclusive criminal record check can slow down the hiring or approval process. Employers, volunteer coordinators, and licensing boards often pause applications until further verification is completed. This delay does not signal wrongdoing—it simply means more information is needed.

In most situations, applicants are asked to complete a certified fingerprinting procedure. Fingerprints are the most reliable way to confirm identity because they eliminate confusion caused by shared names or similar birthdates. Once fingerprints are processed, a clear result is typically issued unless the individual has an actual record.

Next Steps After Receiving an Inconclusive Result

If your screening returns an inconclusive result, there is a straightforward path to resolve it. Knowing what to expect can ease anxiety and help you move forward confidently.

1. Request a Certified Fingerprint-Based Check

The first and most important step is completing a fingerprint-based criminal record check through an accredited service provider. Digital fingerprinting is submitted to the RCMP, where your identity is verified directly against the national fingerprint database. This process eliminates uncertainty and is the most accurate method available.

2. Provide Accurate Identification

During fingerprinting, ensure that you bring all required identification documents. Missing or unclear documents may lead to further delays. Acceptable forms typically include government-issued photo ID, such as a passport, driver's licence, or PR card.

3. Ask for Timelines and Follow-Up Procedures

Processing times can vary depending on the RCMP’s workload, the accuracy of submitted information, and whether a manual review is needed. Asking for clear timelines helps set expectations, especially if your employer or organization is waiting for results.

4. Notify Your Employer or Institution

If your application is tied to employment, volunteering, or licensing, notify the relevant party immediately. Most organizations are familiar with the concept of an inconclusive criminal record check and understand that fingerprinting is a routine next step. Transparent communication demonstrates responsibility and prevents misunderstandings.

5. Keep Copies of All Documentation

Maintaining copies of your receipts, application forms, and correspondence is important. Should future delays arise, having records makes it easier to follow up or re-submit information if needed.

How Long Does the Verification Process Take?

The fingerprinting process itself is quick, often completed in under 15 minutes. However, RCMP processing can take anywhere from several days to several weeks. Factors such as the applicant’s previous fingerprint history, database workload, or the need for manual review can affect timelines. In most cases, once fingerprints confirm your identity, the inconclusive criminal record check is resolved promptly.

Can an Inconclusive Result Be Prevented?

While not all inconclusive results can be prevented, there are steps individuals can take to reduce the likelihood:

• Always provide accurate, clear identification

• Ensure names and addresses match across documents

• Use full legal names instead of preferred or shortened versions

• Avoid incomplete forms or unclear handwriting if submitting paper applications

However, because name-based checks rely heavily on matching data, even perfectly accurate submissions can still produce an inconclusive result. When this happens, fingerprinting remains the most reliable solution.

Why Professional Fingerprinting Services Make a Difference

When dealing with an inconclusive criminal record check, choosing an accredited fingerprinting service like VS Fingerprinting is essential. Professional services ensure:

• High-quality digital fingerprints

• Fast, accurate submission to the RCMP

• Reduced risk of errors or delays

• Experienced staff who guide applicants through every step

Professional support can make a difficult situation more manageable by providing clarity, reassurance, and efficient processing.

Final Thoughts

An inconclusive criminal record check does not define an individual’s history or character. It is simply a technical outcome that indicates the need for identity verification. With the right steps—especially completing fingerprint-based verification—most people resolve the issue quickly and move forward with their applications. Understanding the process helps remove unnecessary stress and allows individuals to stay informed, confident, and proactive throughout the procedure.

If you’ve received an inconclusive criminal record check, VS Fingerprinting is here to help. Our accredited team provides fast, accurate digital fingerprinting and expert guidance to ensure your record is verified smoothly and efficiently. Reach out today for trusted support.