Whether you’re a candidate preparing for a new job or an employer initiating a background verification (BGV) process, knowing the right documents to collect and verify can make all the difference. Incomplete or inaccurate documentation is one of the most common reasons for delays and discrepancies in BGV reports. This blog outlines a practical checklist of the most commonly required documents for various types of verifications and addresses frequently asked questions to help both sides of the hiring equation stay compliant and efficient.
Read More: BGV Guide: Answering The Most Common Questions About Background Verification
Why Background Verification Matters
Background verification plays a pivotal role in protecting workplace integrity and ensuring that hiring decisions are made on the basis of trust and facts. For employers, it reduces the risk of fraud, improves workplace safety, and ensures regulatory compliance. For candidates, a clean and verified profile accelerates onboarding and boosts credibility.
Basic Candidate Details: The Foundation of Every BGV
Every verification begins with capturing the most fundamental details. Without these, no verification whether educational, employment, or criminal can proceed.
Mandatory Details for Every BGV
Candidate Full Name (as per ID proof)
Mobile Number (for communication and OTP-based address verifications)
The documents required vary based on the specific background verification being conducted, as each check, whether for identity, address, employment, or criminal records, demands its own supporting information.
Used to confirm the candidate’s identity and legal existence.
✅ Required Data Points
Name and Government-issued ID number
Tip for Employers: Ensure the name matches exactly with what’s provided in employment and education documents.
Address checks are used to validate the candidate’s current or permanent residential address. Inaccurate or unverifiable addresses are a red flag in BGV.
✅ Required Details
Full residential address
Landmark (if available)
Correct and reachable mobile number of the candidate (for tele-verification or OTP-based checks)
✅ Verification Considerations
If the address is complete, verification is faster
If the contact number is reachable and valid, verification is faster
Utility bills, rental agreements, or bank statements may be used for documentation in physical checks
Educational qualifications are among the most commonly misrepresented data points in candidate resumes. Verifying them ensures the candidate meets the minimum eligibility criteria.
✅ Mandatory Documents
Final Year/Semester Marksheet
Degree Certificate (or Provisional Degree Certificate if final is unavailable)
University Registration Number (optional but helpful)
Note: Many universities now issue digital degrees or use Digilocker, which may be used for faster validation.
4. Criminal and Court Record Verification
A critical component for roles involving fiduciary responsibility, customer interaction, or public safety.
✅ Required Information
Candidate Full Name
Father’s Name
Permanent Residential Address (as per police/judicial records)
Pro Tip: Always provide the permanent address used in official documents, as local jurisdictions use this for record searches.
5. Employment Verification
This verifies the candidate’s past job experiences, crucial for roles requiring specific skills or seniority.
✅ Recommended Documents
Experience Letter
Salary Slip
Appointment Letter
Relieving Letter
Resignation Acceptance Email or Letter
The more documents submitted, the easier it is to validate tenure, job title, and employment type.
6. Employment History Check via UAN
The Universal Account Number (UAN) issued by the EPFO (Employees’ Provident Fund Organization) gives a transparent view of a candidate’s formal employment history.
✅ What’s Needed
UAN number (shared by the candidate)
Authorization for access (optional OTP-based in some setups)
Employer’s Advantage: Helps flag employment overlaps or false employment claims.
7. Compensation Verification
Verifying previous salary structures gives employers confidence in matching expectations and reduces the risk of inflated claims.
✅ Mandatory Document
Bank Statement (usually last 3–6 months showing salary credit)
Optional supporting documents:
Latest Form 16
Salary Structure Breakdown from HR
Frequently Asked Questions (FAQs)
Q1. Is a candidate’s signature needed for BGV?
Yes, especially for criminal and employment checks. A digitally signed consent form is often required to initiate third-party verification.
Q2. How long does the verification process take?
Depending on the number of checks and the responsiveness of institutions, the BGV process usually takes 5–10 business days.
Q3. What if I don’t have a degree certificate yet?
A provisional certificate or a final year marksheet from the institution can suffice in most cases.
Q4. Is the UAN verification mandatory?
It’s optional, but increasingly adopted by employers as it reduces dependency on documents and HR response delays.
Q5. Can employers conduct BGV without informing the candidate?
No. Legal compliance and ethical practice both mandate explicit consent from the candidate before any background verification begins.
Q6. What happens if discrepancies are found?
Discrepancies are flagged as minor, major, or critical. The employer decides on the course of action, ranging from clarification requests to rescinding the offer.
Q7. Is an Aadhaar card enough for all verifications? Aadhaar is valid for identity and address checks but cannot substitute for educational, employment, or financial documents.
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