Employee Verification Letter
xamIs it your job to verify a new employee’s profile? The last thing your company wants to have is an employee who served jail time for fraud or possibly even worse, murder (although this case rarely happens). Sometimes, companies take for granted the employee verification process and rely solely on the interview and exam results of the new employee, then after that he or she is immediately integrated in the company.
If you are working for human resource or even for top management, you need to have a proper employee verification process which includes an employee verification letter. Here are some employee verification letter examples you can use to help you weed out employees who have a shady past and questionable personalities.
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The Employee Verification Process
Listed below are some items that need to be included in your employee verification process. You may not include all of them. You just need to use the ones that are applicable to your company.
1. Check the previous work experience
Checking the employee’s previous work experience is crucial especially when his experience is related to the position he is working for in your company. For example, the employee was given the sales executive position and his previous work experience was being a real estate agent for one year and a telemarketer for six months.
To assure that the employee really worked those two jobs in a span of one year and a half, you can always contact the companies that he worked for. If the contact details are not listed in the employee’s CV or resume, you can always ask the employee directly or basically do a simple Google search.
If you managed to contact the employee’s previous employers and find some discrepancies in the employee’s CV (incorrect work period, incorrect position or designation, or not working for the company at all), you have the right the dismiss the employee. If the employee has already signed a contract, refer to your company policies in case an employee purposely provided wrong information in order to be able to work for the company.
2. Check the educational background
Although this is not as serious as providing incorrect work experience information, some companies are very strict when it comes to employees providing incorrect educational background information.
It is a fact that education that does not automatically qualify a person for a job, for example a college graduate applying for a mechanical engineering job but has zero educational background when it comes to mechanical engineering or any type of engineering. You may also see income verification letter examples.
Companies look for skills and relevant work experience when hiring an applicant. But sometimes, companies are very strict that they require all of their employees to have a college degree or even a post-graduate degree.
If the employee purposely wrote down incorrect educational information, it is the discretion of the management to keep the employee or not. If the employee has been working for the company for a long time (a year or more), then it is highly suggested that the employee should be reprimanded but retain his position in the company. You may also like employment verification letter examples.
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3. Check the personal details
Checking the personal details is as important as checking the employee or applicant’s work experience and educational background. This is where you should intensively check if the employee has provided the correct information regarding his full name, birth date, birth place, home address, name of parents and siblings, and other information provided in the CV. You may also see signature verification letter examples.
It is basically doing a background check of the employee not only in regards to his professional and educational profile but his attitude and personality.
Companies like their employees to work seamlessly together. No ones likes a troublemaker in the office. Even if the employee is talented and skilled but fails to cooperate with his team and his supervisor, then there is no point in keeping him in the company.
Doing a background check will help you weed out employees who have a shady past. If the employee inputs incorrect personal details, then the company should be careful in keeping the employee long-term. There are numerous cases of employees who committed various crimes like theft and fraud and was later found out to have entered incorrect personal details (i.e., home address, birth date, birth place, etc.) in their CVs. You may also like what is an application letter?
This should be avoided at all costs as this can hinder company operations and will definitely affect the productivity of a number of employees.
4. Check the character references
Character references listed down in the employee’s CV is helpful in identifying issues (if there are any) regarding the employee’s background. Even if the employee or applicant has provided a number of high profile references, make sure that you can contact all of them and verify their relationship with the employee. You may also check out proof of income letter examples.
Do not hold back and ask questions to the person or persons listed as character references. As long as you are calling at an appropriate time, you can ask a number of questions.
Also check if the persons listed as character references know the employee personally. If the persons listed are high-ranking public officials or well-known business personalities and you can’t seem to contact them, ask the employee if he can provide other character references. You might be interested in business reference letter examples.
5. Check the employee’s skills (if necessary)
This employee verification process is quite unnecessary as you will be interviewing the employee and giving him an exam to assess if he is really fit for the job. If you are unsure if the employee is qualified, you might want to give him another set of exam. If the individual listed down skills he does not really have, ignore his CV and move on to the next applicant. You may also see cover letter examples.
The last thing your company needs is an inept and under-skilled employee doing tasks that he or she has no knowledge about.
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Undergoing an employee verification process is tedious but it benefits the company in the long run. Criminal cases that occur in the workplace are rare, but it is better to be safe than sorry. This article has provided some tips on the items included in an employee verification process as well examples of employee verification letters.
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