EMPLOYEE BACKGROUND VERIFICATION GUIDE
MAKE THE RIGHT HIRING DECISION WITH EFFECTIVE BACKGROUND
VERIFICATION
Your Human Capital is Your Biggest Asset. Ensure
Investing in the Best!
Background Checking
Background
checks are important to know about new people we often meet in our personal,
private or business life. After all, we often don’t know them fully yet have to
forge some kind of partnership or relationship with them. Such associations may
be good and enriching in some cases but not necessarily rewarding at all times.
That’s why, you need to be sure of these people, their past history and
everything that matters to you.
Why Employee Background Verification?
The
hiring of new employees can be sort of like walking a tightrope. It is
important to find the right candidate with the qualifications and integrity to
do the job, but in today’s hiring climate it’s impossible to accept clients at
face value. To be effective in hiring practices involves delving into the
background of applicants to get a better idea of their abilities and employment
performance.
What do background checks show ?
When most people think of a
background check, they think of a simple criminal history check. A background
check is much more than that. It’s the process by which you find your best
candidate by looking at criminal records but also education and employment history,
civil records, references, and more. Each is a critical piece of the puzzle. A
background check helps your company stay safe through a criminal history check.
It helps ensure applicants can do what they claim they can through employment
and education verification. It verifies applicants are who they claim to be and
aren’t wanted internationally. Background screenings, background checks,
pre-employment screenings—call them what you will, they are always there to
help protect your company, your employees, and your clients.
However, this has to
be measured with respect for the privacy of each individual candidate as
well as staying compliant with relevant laws. The purpose of the background
check is to help evaluate aptitude and skills and needs to be carried out
with this the primary goal.
Documents to be submitted by the
Candidate
q
Proof of Age
o Class X Marks Card
o Birth Certificate
o Passport
q
Proof of Identity
o Passport or
o Driving License or
o PAN Card or
o Voters’ ID Card
q
Address Proof
o Passport or
o Driving license or
o Voters’ ID Card or
o Utilities Bill (gas / electricity / water / fixed line broadband bill /
fixed line telephone only – not mobile), or
o Bank / Credit Card Statement or
o Bank Loan document (personal / housing / education / consumer durables
only) or
o Insurance Policy or Correspondence or
o Tenancy Agreement / Hostel Receipt or
o Society Maintenance Bill / Confirmation Letter or
o Vehicle Registration Document or
o Ration / Family Card or
o Valid Proof of Address Card issued by the Govt of India.
q
Employment Related Documents
o Latest Salary Revision Letter or Offer Letter if there is no salary
revision after joining
o Experience / Service Certificate
o Offer / Appointment letter
o Relieving Letter or Acceptance of Resignation Letter
o Confirmation of Employment Letter
o Evidence of redundancy / retrenchment
o For gaps in employment due to medical reasons: letter from recognized
medical practitioner / hospital
q
Educational Documents
o Final Degree Certificate
o Education Mark sheet / Highest Education Certificate/ Passing Provisional
Certificate
q
Medical Documents
o For differently able candidates Medical Certificate from government
medical practitioner
o Recent Full body check up report
Criteria's
1. Proof of Age
2.
Address Verification
—
Permanent Address
3.
Education Verification
—
Class X
—
Class XII
—
Bachelor’s, and
Master’s and Doctorate levels
4.
Reference Verification
—
Nature and duration of
Association
—
Candidate’s Skills
—
Candidate’s Attitude
—
Candidate’s
Performance, Result Orientation
—
Candidate’s Strengths
and Weaknesses
—
Candidate’s Behavior and Character
—
Any issues encountered
5.
Employment Verification
—
Duration of Employment
—
Designation
—
Salary
—
Reporting Manager
Details
—
Performance and
Professionalism
—
Reasons for Leaving
—
Eligibility for
Rehiring
—
Any issues encountered
6.
Police Records
How should an employee prepare for a
background check?
If
you're job hunting, you need to be ready for a potential employer to thoroughly
check your background. It's always a good idea to be aware of any red flags
that might be on your record, so you can plan accordingly on how to handle
them.
Research your own history, including
employment dates, job titles and salaries, so that you are able to provide
complete and accurate information to the employment screening company.
Clean up your social media profiles and
check your privacy settings
Keep good records of your academic
history and past employment
Have a copy of your resume handy, along
with the best phone number and email address for the company to contact you at
if they have questions regarding the information that you’ve provided.
Get copies of your records. E.g: driving
record from your state’s Motor Vehicle Department, credit score, criminal
records if any
Be honest:
If you know of something that may come up in your background check that
could be a concern, discuss it with your potential employer. If you are
specifically asked about your past in an employment application, be honest.
Let your professional references know
they may be contacted
Background Verification Forms
Company
Details
Employment Verification Form
Date:
__________________________________________Candidate Name:
____________________________________
Position:
________________________________________Reference Checked By:
______________________________
Name of Reference:
_______________________________ Company: _________________________________________
Title: ____________________________________________ Phone:
___________________________________________
What was your relationship with the candidate?
______________________________________________________________________________________________________________________________________________________________________________________________________________________
Did you directly supervise her/him?
______________________________________________________________________________________________________________________________________________________________________________________________________________________
What was the candidates’ title?
__________________________________________________
Dates of employment?
__________________________________________________
What were the candidate’s major job duties?
__________________________________________________
How well did the candidate relate to others on the
job?
__________________________________________________
What were some of the candidate’s strengths?
__________________________________________________
In what areas did the candidate need improvement?
__________________________________________________
How would you
evaluate the candidate’s work habits such as attendance, punctuality,
dependability, and observance of work rules?
_______________________________________________________________________________________________________
What was the
candidate’s reason for leaving?
______________________________________________________________________________________________________
Would you
rehire the candidate?
_______________________________________________________________________________________________________
Thanks & Regards
HRD
Company
Details
In Person Background Verification Report
Reference
check conducted by_________________________________Date
Visited____________________________________
Address
Visited:
_________________________________________________________________________________________
Name of
Candidate_________________________Position Applied____________________________
Phone________________
Observation Report
How long
has the Referee known the
candidate for?
|
|
List
information obtained about candidate's
strengths
|
|
List
information obtained about candidate's
weaknesses
|
Final Recommendation:
 |
|
Go
ahead with the Job Offer Withhold the Offer
Make
additional comments in the space provided citing any examples that will help us
understand your recommendations
___________________________________________________________________________________________________________
__________________________________________________________________________________________
__________________________________________________________________________________________
Signature of the person conducting Reference
Check__________________ Date_________________
Company
Details
Explanation on Background Verification
Dear_____________,
Thank you for your
interest with our Company. Your application for employment is currently in
progress. We had a few clarifications with regards to the below points:
1._____________________________________________________________________________________________________
2._____________________________________________________________________________________________________
3._____________________________________________________________________________________________________
We request you to help
us with the clarifications above. We would appreciate if you could get back to
us within 10 working days, to help us complete the background verification
process.
If any information
given above is inaccurate or incomplete, request you to contact us immediately
so that the corrected information can be reviewed prior to an employment
decision being made.
Looking forward to your
response.
Regards
Team HR
Background Verification Failed Notification
Dear___________
We
appreciate your interest in our company and the time you spent in the interview
process.
After
careful consideration, we regret to inform you that we have decided not to
progress your application further. This decision was influenced in whole or in
part by the background verification report.
In case of
any clarification with this regard, please feel free contact Mr_____________ on
__________________
Regards
Team HR
THANK YOU
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