Employee Background Verification Checklist: Ensuring Safety and Compliance
Verifying employee background is one of the most crucial aspects of the recruitment process. Background verification confirms the accuracy and truthfulness of the information provided by the applicants for the particular job role. The screening covers checks on identity, financial, previous employment, education, and criminal aspects. The aim is to hire a reliable individual with the right background.
The checks are carried only on the individuals who are given the job offer. It is a part of the hiring process. Candidates are already informed about these checks during the process and must provide their authorization. In case of non-compliance, the job offer is withdrawn by the company. The ultimate aim is to build a trustworthy team characterized by integrity.
Pre-Verification Preparation
- Ask potential employees to give written permission for a background check before starting the process.
- Inform the candidates how much time will be taken to complete the process.
- Necessary preparation must be done to inform the candidates about the status of background checks. Arrangements must be made to give result copies to the candidates.
- Ensure security and the right processing of sensitive data.
Types of Background Checks
Document Collection
For International Employees (for GR&A)
- Passport/ Driving License
- Address and ID Proofs
- Education Proofs – Passing Certificate/Degree Consolidated All Semesters/Final Year marks sheet)
- Previous Employment proof:
- For Immediate previous Employment – Resignation acceptance e-mail or letter
- Experience letter/Relieving/Service Certificate for employment of last 5 years
For Indian Employees (all businesses such as GR&A and MT campus hire)
- PAN Card and Aadhar Card
- Document for address proof – any utility bill such as Telephone, Gas, and Electricity that highlights the candidate's address stated in the Background Verification form. Alternatively, candidates may provide a driving License/Passport or any other document with authentic details.
- Proof of education – Passing Certificate/Degree or Consolidated All Semesters or final year marks sheet
- Previous Employment proof:
- For Immediate previous Employment – Resignation acceptance e-mail or letter
- Experience letter/Relieving/Service Certificate for employment of last 5 years
Identity Verification
- Check the potential employee's or applicant's identity
- Check the candidate's background, including past and current addresses
- Ensure proper address verification of the candidate
- Check their passport, driving License, utility bills, or any other relevant document for the details
- Verify educational credentials
- Check details pertaining to their Highest Qualification
- Check education qualification, educational institute name
- Verify month and year of attending the college as mentioned in the form and stated in the documents/mark sheet
- Check whether they pursued part-time or full-time courses
- Verify the roll number/college ID
- Check professionally qualified charter or membership number
- Verify roll number of final exams for candidates yet to obtain charter number or membership
- Ensure all provided information is correct
- Contact the applicant's previous employer, manager, or supervisor for background screening
- Learn about the character and skills of the individual from previous employers
- Find out if any concerning information or negative info is present
- Confirm the authenticity of certificates issued by the employer
- Verify employment period matches the relieving letter
- Check the reason cited in the form for leaving the job
- Conduct a background check for criminal history
- Alert the company in case of any problems found
Additional Verification Forms
Final Verification Report
Pre-employment verification has become more common in recent years. The criminal record verifications, education, employment, and other checks help identify discrepancies in information provided by the employee. It also uncovers the negative indicators of the applicants. Using screening tools and automated data management tools ensures seamless verification of the details. It also helps in cross-referencing processes.
The BGV verification process identifies the negatives and improves employee morale. It reassures the company's existing employees that their colleagues have been screened and rigorously checked. It fosters a sense of mutual trust and security. It ensures building a trustworthy team of professionals. And this eventually fosters better employee performance and a positive working environment for all.
