How To Do Employment Verification?

do employment verification

In today’s digital age, employment verification has become more streamlined. Many organizations utilize online platforms and third-party services to verify employment history. However, traditional methods like contacting previous employers directly are still prevalent. It’s essential to approach this process with diligence, ensuring all information is accurate and up-to-date.

Employment verification is the process of confirming the accuracy of a candidate’s employment history. It involves checking job titles, employment dates, and roles by either using online platforms, third-party services, or contacting previous employers directly. This verification ensures the candidate’s honesty and the integrity of the hiring process.

You’re tasked with employment verification, but where do you start? This guide’s for you! It’ll walk you through the legal aspects, give you a step-by-step process, and offer tips to make your verifications effective.

You’ll also learn how to handle any challenges that might come your way. So, roll up your sleeves and let’s dive into the world of employment verification!

Understanding Employment Verification

Understanding employment verification, you’ll see it’s a crucial process that confirms a job candidate’s work history, ensuring the information they’ve provided is accurate and reliable. This employment verification process involves a detailed review of the individual’s employment history. It’s not just about confirming dates and positions held; it’s also about establishing a thorough employment verification background.

When you initiate an employment verification request, you’re asking for confirmation of a candidate’s job title, tenure, and sometimes even their salary. It’s a fundamental step in the hiring process that helps to avoid costly hiring mistakes. Verification of employment can also be a legal requirement in some situations, making this process even more critical.

conducting employment verification

In conducting employment verification, you’ll need to be mindful of specific legal considerations to ensure you’re adhering to all regulations and laws. Understanding employment verification laws is key to avoiding legal action. It’s important to note that attempting to fake employment verification, a question sometimes asked as ‘can you fake employment verification‘, is illegal and unethical, leading to severe consequences.

This involves maintaining confidentiality, acquiring consent from employees and potential hires, and respecting their rights throughout the process.

If negative information is found, you must follow the correct adverse action process. This includes providing a copy of the report, allowing time for the individual to dispute, and sending a final notice.

To navigate these complexities, it’s wise to work closely with your human resources department and seek legal advice. Remember, failure to comply with these legal requirements could result in significant penalties, so diligence is paramount.

Step-by-step Verification Process

doing employment verification

Employment verification is a vital step in the job hiring process, and knowing how to get employment verification effectively is crucial. It ensures that potential employees are truthful about their previous employment and qualifications. This process can be broken down into several actionable steps:

Preparing Targeted Questions

Before initiating the employment verification background check, it’s essential to prepare a set of targeted questions. These questions aim to confirm the employment details provided by the job applicants and to identify any gaps in employment or discrepancies in their job history.

  1. Previous Employment: Can you confirm the dates of employment for the applicant?
  2. Job Description: What was the applicant’s primary role and responsibilities?
  3. Salary History: Can you verify the previous salary and current salary of the applicant?
  4. Employment Status: Was the applicant employed full-time, part-time, or on a contract basis?
  5. Performance Details: How would you rate the applicant’s performance and relevant skills?
  6. Reasons for Employment Verification: Were there any disciplinary actions or issues during the applicant’s tenure?

It’s also beneficial to inquire about the employment gaps if any, and the reasons behind them. This can provide prospective employers with a clearer picture of the potential employee’s work ethic and reliability.

Steps to Contact a Candidate’s Former Employer

  1. Phone Calls: Initiate a simple phone call to the company’s HR department or the listed reference. Ensure you have the correct contact details before making the call.
  2. Professional Conduct: During the phone conversation, introduce yourself, state the purpose of the call, and ensure you have the right contact person.
  3. Formal Confirmation: If a verbal confirmation isn’t sufficient, request a proof of employment letter on the company letterhead. This letter should include the employment data report, employment status, and any other relevant information.
  4. Employment Records: For accurate employment verification, it’s essential to cross-check the information with employment records. This can be done by contacting third-party record keepers or background screening companies.
  5. Turnaround Times: Remember that verification might take additional time, especially if the former employer is a large organization or if there are closed businesses involved. Always allocate adequate time for this process.

Using Background Check Services

Many companies opt to use background check services to streamline the verification process. These services offer a comprehensive check, including criminal background checks, employment background checks, and even checks against professional networking sites.

  1. Type of Verification: Decide on the type of background check you need. Some services offer pre-employment background checks that focus solely on employment, while others provide a more comprehensive check.
  2. Third-Party Verification Company: Choose a reputable background screening program. Ensure they adhere to employment laws and respect applicant in consideration rights.
  3. Consumer Reporting Agency: Some agencies specialize in employment verification documentation, ensuring that all information, including salary verification and employment gaps, is accurate.
  4. Turnaround Time: Most services provide an average turnaround time for their checks. However, complex checks, like international employment verification, might require additional time.
  5. Cost: While some companies might bear the cost, it’s essential to note that the applicant in writing cannot be charged for the verification process.

In conclusion, employment verification is a vital step in ensuring that qualified candidates are selected. Whether done internally by human resources teams or through a third-party verification company, it’s a tool that aids employers in making informed decisions during the hiring process.

Information to Seek During Employment Verifications

working on employment verification

Employment verification is a crucial component of the hiring process, ensuring that job applicants are genuine about their professional history. When conducting this verification, there are specific pieces of information that prospective employers should focus on to make informed decisions about potential hires.

Dates/Length of Employment

One of the primary details to verify is the dates/length of employment. This information provides clarity about the applicant’s tenure at previous organizations.

Confirming these dates can help identify any employment gaps and understand the applicant’s commitment and stability. It’s essential to cross-check these dates with the employment records provided by the applicant to ensure accuracy.

Job Titles and Roles

Understanding an applicant’s job titles and roles is crucial. This information gives insight into the responsibilities they’ve held, the departments they’ve worked in, and their progression in their career. Verifying job titles can also help match the applicant’s experience with the job description for the position they’re applying for.

Overall Job Performance

Inquiring about an applicant’s overall job performance can provide a comprehensive view of their capabilities, work ethic, and contributions to their previous employers. This includes understanding their achievements, challenges faced, and any significant projects they’ve led or been a part of. Feedback from previous supervisors or human resource managers can be invaluable in this aspect.

Reason for Termination or Separation

Understanding the reason for termination or separation can provide context about the applicant’s departure from their previous roles. Whether it was a voluntary resignation, a layoff, or a termination due to performance or behavioral issues, this information is crucial. It helps employers gauge the potential risks or benefits of hiring the applicant.

An essential component of the verification process is to understand the job-related knowledge and skills the applicant possesses. This includes technical skills, certifications, training, and other relevant skills that align with the job description. Verifying this information ensures that the potential employee has the necessary expertise to perform in the role they’re applying for.

Safety or Behavioral Violations

For many roles, especially those in sensitive industries or positions of trust, it’s vital to check for any safety or behavioral violations. This could include workplace incidents, disciplinary actions, or any other issues that might raise concerns about the applicant’s professional conduct. Such checks are effective tools in ensuring a safe and harmonious work environment.

Eligibility for Rehire

Lastly, one of the most telling pieces of information is the applicant’s eligibility for rehire. This indicates whether the previous employer would consider hiring the applicant again, given the opportunity. A positive response can be a strong endorsement of the applicant’s skills and professionalism, while a negative one might warrant further investigation.

In conclusion, employment verification is more than just a formality. It’s a comprehensive process that delves deep into an applicant’s professional history, helping employers make informed decisions. By focusing on these specific areas of information, employers can ensure they’re bringing on qualified candidates who align with their company’s values and requirements.

Handling Verification Challenges

Often, you’ll encounter challenges during the verification process, but don’t let these deter you from seeking accurate and comprehensive information about your potential hires. Handling verification challenges can be tricky, particularly when you’re dealing with complicated employment verification requirements.

To streamline the process, consider using an employment verification product. This tool utilizes a third-party verification service to ensure accurate employment verification. It does the heavy lifting for you, accessing databases and checking references to confirm an applicant’s employment history.

Tips for Effective Verification

When conducting employment verification, you’ll find that effective communication skills are your greatest asset. You need to convey your requirements clearly to the former employers or the human resource department you’re contacting for professional reference checks.

Consider employing the help of employment verification services for a thorough and professional review. These services typically partner with a third-party background check company to ensure the accuracy of the information received.

In your pre-employment screening process, it’s essential to be diligent and detail-oriented. Look beyond the basic details like employment dates and job titles. Gain a clearer picture of the candidate’s history by delving into job performance and reasons for leaving previous jobs.


In conclusion, you’ve now got the know-how to carry out employment verification effectively. Remember, maintaining legality, following the step-by-step process, and implementing our provided tips will ensure a smooth verification.

Don’t let potential challenges deter you – they can be navigated with diligence and care. Empower your business to make informed hiring decisions and create a trustworthy staff base through proficient employment verification.


Can you conduct an employment verification for free?

Yes, many companies conduct employment verification internally without incurring additional costs. This typically involves phone calls or emails to the listed references or previous employers. However, for more comprehensive checks, especially those involving background screening companies or consumer reporting agencies, there might be associated fees.

Do most employers run preemployment background checks?

Yes, a significant number of employers conduct pre-employment background checks as part of their hiring process. These checks help employers make informed decisions by verifying the applicant’s job history, employment status, and any potential red flags. The depth and breadth of these checks can vary based on the role, industry, and company policies.

Can you pass employment verification fees onto a job applicant?

While some employers might choose to bear the cost of the verification process, it’s essential to be aware of the employment laws in your jurisdiction. In some regions, it might be illegal to pass on these fees to the job applicants. It’s always recommended to consult with legal counsel or human resources teams to ensure compliance with local regulations.

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