What is employee verification?
Employee verification confirms that an applicant’s resume contains accurate information, including job titles and duties, dates of employment and salaries.
Employers typically verify employment directly with the candidate’s former employers. Some companies verify employment in-house, while others hire third-party agencies that conduct background checks and work history reports.
Why is verifying employment important during the hiring process?
Employee verification can help you determine whether an applicant has the professional experience, skills and qualifications applicable to your organization and open position. It also confirms that an applicant provided accurate information, which may demonstrate whether they’re a good addition to your team.
Your organization might request employment history from another company, or a business may ask your company to verify an applicant’s employment. Understanding how to write an employment verification letter helps you cover the necessary details, such as your company’s name and address, dates of employment and the employee’s reason for separation.
What information does employee verification include?
Employee verification reports can include various work history information, depending on your requested details. Employers generally provide job titles and employment dates, but job duties and salary may be available upon request.
These elements typically appear in verification letters:
- Job title: Shows whether the job title aligns with the one on the applicant’s resume
- Start and end date: Indicates how long an applicant worked for a previous employer, which may help you identify potential gaps in employment history
Sometimes included:
- Salary: Helps your company and hiring managers offer competitive pay
- Job duties: Verifies a candidate’s previous job duties and provides insight into their experience and skills
- Eligibility for rehire: Explains the reason for termination of employment or, if the employer can’t share that information, whether a candidate is eligible for rehire within the organization
Common challenges in employment verification
When seeking employment verification, you may experience delays. Streamlining the hiring process and anticipating external timelines helps you maintain accuracy and efficiency.
To help employers respond quickly to your inquiry, you can request essential information only and provide a clear and concise verification form. You can also follow up with a phone call or use a trusted third-party verification service to expedite the process.
The applicant’s former employer may not have complete records on file. In this case, consider asking for alternative documentation, such as pay stubs or official employment certificates. Cross-check details with the applicant to verify accuracy and clarify any discrepancies.
Employment verification for international candidates
Employment verification for international candidates helps ensure they have the skills and work experience required for the job. However, verifying the credentials of international applicants can involve unique challenges such as communication barriers and time zone differences.
Documentation standards, employee contracts and legal sharing limits vary by country. Before requesting verification, consider researching data protection laws in the candidate’s country to determine what information you can expect from past employers.
Establish a standardized process for hiring international candidates. Consider hiring a third-party provider experienced in international employment verification. Request multiple forms of verification when possible, including references and official documentation.
Tips for streamlining the employment verification process
Standardizing your procedures helps you avoid delays during the employment verification process. Develop a written policy for employment verification requests. Use standardized forms and templates for all candidates to ensure consistency, and train your human resources (HR) team on the verification process.
Technology tools can minimize challenges when verifying a candidate’s employment history. For example, HR software or applicant tracking systems (ATS) often include verification features. Automate reminders to follow up with past employers to speed up communication. Record the completed steps in a centralized system for easy tracking and reference.
Transparency with the candidate can prevent delays, establish that your workplace values open communication and create a positive first impression. Ensure they know early in the process that your organization will verify their work history, as they likely need to sign consent forms.
Best practices when verifying employment
Following these best practices can help ensure your employment verification process returns accurate information and complies with industry and state standards:
- Direct communication with the previous employer: Contact previous employers to verify the accuracy of the candidate’s work history.
- Consistent policies: Have a consistent policy regarding employment verification. For example, request employment verification from all applicants to prevent bias and discrimination.
- Communication with the employee: Inform the applicant that you intend to request employment verification and provide a waiver, if needed.
- Thorough records: Document all employment verification requests and responses to help ensure compliance with company policy.
