Why two background checks can show different results: name-based vs. fingerprint-based records

Mihaela Buzec-November 9, 2026

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Key takeaways:

Different searches pull from different sources. A rental background check typically uses your name and date of birth to search credit, eviction, and court databases, while a fingerprint-based check matches your unique prints against state and federal arrest and conviction records, so the two will rarely return identical results.
Name-based reports are more prone to errors. Because they rely on identifying information that can be misspelled, shared with others, or outdated, name-based checks can include records that don’t belong to you or miss records that do.
You have the right to dispute errors. If a rental application is denied based on a screening report, you’re entitled to a free copy of that report within 60 days of the denial and can formally dispute any inaccurate information directly with the screening company.

You applied for an apartment and got a screening report with a criminal record you don’t have. A few months later you’re asked for a fingerprint check for a job, and you get a totally different report that says nothing. You can have two different background checks that came up with different information, and it’s important to understand why in order to read your own reports, find errors, and fix them before they hurt your application.

How a renter screening report is normally done

A renter screening report typically combines a bunch of different pieces of information about a person. According to the Consumer Financial Protection Bureau, or CFPB, these can include credit history, evictions and lawsuits, employment verification, criminal records, and sex offender registry information. It’s used to decide if a landlord will rent to you, and how much you’d be expected to put down as a security deposit.

Most screening companies use databases, both commercial and court, to find relevant records with your information from your application such as your name, date of birth, and previous addresses. This is called a name-based search, and while it’s cheap and efficient, it’s also error-prone and should be double-checked.

person checking results of background checks and screening reports

Why name-based searches can include information that doesn’t belong to you

A name-based search is only as good as the information it’s using to find you, and there are a bunch of ways that can go wrong. Common problems include:

Common or shared names causing a mix-up of records if other information like date of birth is wrong
Misspellings or alternate versions of your name causing a real record to be missed, or someone else’s record to be seen as yours
Cases that appear more than once, sometimes with different results
Sealed or expunged records still appearing

This kind of problem isn’t theoretical; in 2023 the FTC and CFPB announced a settlement with TransUnion Rental Screening Solutions over allegations that their reports were showing a single eviction as multiple ones, left out dismissals, and included sealed records.

How a fingerprint-based search is performed

A fingerprint-based search uses fingerprints that are unique to you. Your prints are taken, scanned into digital data, and matched to state and federal fingerprint records. Unlike a name-based search, fingerprints aren’t affected if your name changes or there are typos in your birthdate. You won’t usually get a fingerprint-based check when applying for an apartment; they typically come with jobs, professional licenses, adoptions, and volunteering when an employer or agency requires a fingerprint-based background check from an approved provider.

If you want to check the FBI’s records for yourself, you can request an Identity History Summary, which requires fingerprints. According to the FBI, it doesn’t provide name-based checks for Identity History Summaries.

Why the two reports can differ

The two searches differ in a number of ways, the main ones being:

Matching method: A name-based search can fail by attaching information to the wrong person, or missing information altogether, while a fingerprint-based search will only associate the information with one person
Sources: Reports used for renter screening can contain credit, eviction, and court information, while a fingerprint-based search has arrest and conviction records
Completeness: Name-based searches, and to a lesser extent fingerprint-based searches, can fail to update with the most recent charges or court orders, which can unfairly damage your reputation
Timing: Each database has its own sources of information that update at different times

Neither system is completely reliable, but a fingerprint-based search is much less likely to attach someone else’s information to you. What differs is the type of mistakes each is likely to make; name-based reports can include information that doesn’t belong to you, while fingerprint-based reports can miss information that belongs to you.

people confused by conflicting results on background checks

What to do if a report has information that doesn’t belong to you

If you find information on a report that doesn’t belong to you, here’s what you should do:

Review the report: Make sure the information truly doesn’t belong to you, as a simple typo in your name or date of birth can be the cause
Get a copy of the report: If a property manager denied your application because of a renter screening report, they’re required to tell you the report was the reason. According to the CFPB, you’re entitled to a free copy of the report that was used against you if you ask for it within 60 days of the denial
Dispute the error: The denial notice should include the contact information of the screening company that issued the report. Contact them and explain that you believe the information they found was incorrect, providing proof if possible, such as a court order dismissing the case
Send a copy of the corrected report: Once the error has been corrected, send a copy of the new report to the property manager and ask that they reevaluate your application

Before applying

A little preparation can go a long way in your application process. Bring a photo ID, a list of previous addresses and their dates of residency, and any paperwork for cases that were dismissed or sealed. If you know a job or license will require a fingerprint-based check at the federal level, an approved provider can submit your prints for an FBI background check.

Two reports coming up with different information are rarely the result of anyone acting in bad faith, and more often come from each report looking in different places. Now that you know the difference, you’ll know to look in those places for errors.

FAQ

Q: Can an apartment screening report show a criminal record I don’t have?

A: Yes, it can. Most rental background checks are name-based, meaning they search databases using your name, date of birth, and previous addresses. If another person shares your name or similar identifying details, their records could be mistakenly attached to your report. This is a known issue — in 2023, the FTC and CFPB reached a settlement with TransUnion Rental Screening Solutions over allegations that included exactly this type of error. If something appears on your report that you don’t recognize, you have the right to dispute it.

Q: Why does my employment background check look different from my rental background check?

A: The two checks are built differently. A rental screening report typically combines credit history, eviction records, and court data, all searched by name. An employment background check — especially for jobs that require a security clearance, professional license, or work with vulnerable populations — may use a fingerprint-based search instead. Fingerprints are unique to you, so a fingerprint-based check is far less likely to confuse your records with someone else’s, but it also draws from a different set of sources, mainly arrest and conviction records at the state and federal level.

Q: What should I do if my rental application was denied because of an error in a background check?

A: Start by requesting a copy of the screening report. Under federal law, if a landlord denies your application based on a consumer report, they are required to notify you and you are entitled to a free copy of that report if you request it within 60 days of the denial. Review it carefully, then contact the screening company directly to dispute any information you believe is inaccurate — providing documentation such as a court dismissal order if you have one. Once the error is corrected, send the updated report to the landlord and request that they reconsider your application.

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Mihaela Buzec

Mihaela Buzec is a senior writer, researcher, and online content developer for RentCafe, where she has over 7 years of experience writing about the real estate industry. She authors important resources such as the statistics pages describing generational patterns and renter's guides that help renters in their journey. Her work has appeared in publications such as Apartment Therapy, Indy Star, and Investopedia.
Mihaela is a published researcher who is active in academia as well. She holds a BA in English, an MA in linguistics, and a PhD in neurolinguistics.