Re: Employee Verification Form - Doc Download

Hi friends,

Can anyone help me to prepare an "Employee Verification Form"?

Thanks with Regards,
Arunaa

Dear Arunaa,

What kind of verification are you seeking from an employee? Such as his ex-employer verification, temporary/permanent residence verification, police record verification, or his eligibility/total experience verification. The format can be customized according to your needs, as there are no fixed formats specifically used for the same.

Regards,
Manoj Bharti

Hi Arunaa,

There is no specific format for verifying an employee; however, verification can be done in the following ways based on the required parameters:

Compensation: His last salary slip along with a copy of his bank statement.
Experience: His appointment letter and a copy of the resignation/relieving letter from his previous employer(s).

Other aspects such as loyalty and performance can be assessed by contacting his ex-colleagues, superiors, or other relevant individuals in the industry. This should be carried out confidentially to protect our reputation. I doubt if any employer provides such verification in a standardized format to former employees.

We need to establish our own network to gather this type of information from the industry, which will be valuable in making decisions for the HR department and other relevant authorities.

Thank you.

Hi Aruna,

I am a Recruitment Specialist in an MNC in Hyderabad. I can help you in this regard as I also handle ex-employee verification.

What you can do is prepare a format (WORD or EXCEL) mentioning or asking for the following:
1. Previous Employer
2. Contact Person's Name with Designation (could be any co-worker, peer, project manager, HR personnel, or any superior)
3. Contact Details (email address, phone number, or office board number)

Add a statement stating, "This is highly confidential and will be used only when the candidate joins [your company name]."

You can provide this form to the candidate to fill out once they accept the offer made by your company. After the candidate provides this information, you can contact the person provided in the form to inquire or email them accordingly.

I hope this will be helpful for you. Please let me know if you have any confusion.

All the best,
Minakshi

Hi Minakshi,

The three points you have mentioned are good. However, the candidate who is going to join my company should not come to know that we have verified him with his ex-employer. Therefore, I do not need to ask the person to fill out... I am going to verify him with his experience certificate or with the help of his resume.

Thanks a lot. :)

Thanks with Regards,
Arunaa

Hi Aruna,

You can also directly use the official numbers mentioned in the documents provided by the candidate, such as the salary slip or offer letter, and ask for HR's help in order to conduct an employee verification. However, it is recommended to follow a formal format as this informs the candidate and reduces the chances of them providing false information.

Best regards,
Minakshi

Hmm, okay. Then I think you can use my second suggestion. Many times, the company doesn't provide this information until you disclose the person's employee ID and/or state the purpose of asking for such information. Best of luck! :)

Dear Aruna,

I hope things are fine with you.

It's a very good idea to have reference checks for the employees joining the organization. Are you planning to do it for all employees joining the organization, or is it only for managerial or project lead levels?

It can be challenging to conduct a reference check from the previous employer before someone joins the organization, as the person handling this task needs to be very tactful. The employer should not be informed at any point that the person being verified is exploring opportunities elsewhere, as it could lead to trouble later. I had a similar experience in my company when I received a call from an Employee Verification firm verifying the details of an employee who was still working with us.

For employee verification, you can also seek assistance from various background screening firms to help verify details from the previous employer. However, you must be specific when verifying the details of an employee before they are relieved from their previous employer.

You can use the following format for an employee who has already been relieved from their previous employer:

1) Name: XYZ
2) Employee code: XYZ
3) Period of employment: XYZ
4) Reason for leaving:
5) Can be considered for rehire:
6) Attitude and integrity issues:

These are just some of the points. You can add more as per your requirements.

Have a nice day.

Take care,

Kavita
Designation: XYZ

Hi Arunaa,

Sending you the simplest format that you can have and is open to customization. There are two parts involved in the format. The first part is the reference check that you get done from the candidate's past/ex-immediate bosses or colleagues and the second part from HR dept. I am following this format for my company and am very comfortable using it (maybe because I have designed it) while conducting a telecon with the referee or sending an email to them.

For me, the first part is more important because you are gathering information about the candidate on both personal and professional levels. We don't refer to it as employment verification since it goes beyond that level; you are not only verifying the information provided by the candidate but also assessing their attitude, honesty, commitment, and other factors that are truly important. Therefore, it is an entire process of conducting a reference check.

Regards,
Nalini

Hi friends,

Greetings to you all!

Thank you very much for your valuable suggestions, and I am in the process of preparing the form once again.

Thanks with Regards,
Arunaa :) :) :)