Employment verification may sound straightforward: contact a previous employer, confirm the applicant worked there, and report the results. In practice, the process can be much more complex.
Every organization handles employment verification differently. Some employers respond directly, others rely on third-party verification services, and some have specific procedures that must be followed before they will release information. Understanding these differences can help employers know what to expect when employment verification is part of their background screening program.
Not Every Employer Handles Verification the Same Way
There is no universal process for verifying previous employment. One organization may handle requests through its human resources department, while another may direct all requests to a corporate office or outside provider.
Some employers require verification requests to be submitted through a specific website, email address, fax number, or automated system. Following the organization's required procedure can add steps to the process, but it is often necessary to obtain information from the appropriate source.
Third-Party Verification Providers
Many organizations outsource employment verification to third-party providers. Instead of contacting the employer's HR department directly, the verification request may need to be submitted through the designated service.
These systems can make verification more standardized, but they can also have their own requirements, procedures, and processing times. Identifying the correct verification source is an important part of completing the research.
Closed Businesses Can Require Additional Research
Verifying employment becomes more challenging when a former employer has closed, merged, changed ownership, or can no longer be reached through its previous contact information.
Additional research may be necessary to determine whether another organization maintains the former employer's records or whether another appropriate source of information is available. In some cases, the information originally requested may no longer be obtainable through the employer.
The Information Available Can Vary
Employers also differ in the amount of information they are willing or able to provide. Some may confirm basic details such as dates of employment and position held, while others may provide additional information when permitted by their policies.
Because verification depends in part on the responding organization, the scope of information available can differ from one employer to another.
Why Turnaround Times Aren't Always the Same
The time required to complete an employment verification can depend on several factors, including the employer's verification process, response time, use of a third-party service, availability of records, and whether additional research is necessary.
This is why two employment verifications submitted at the same time may not be completed at the same time. One employer may respond quickly, while another request may require multiple attempts or additional research.
Understanding that difference can help hiring teams set realistic expectations and avoid assuming that a longer turnaround automatically indicates a problem with the applicant or the screening process.
How SELECTiON.COM® Can Help
At SELECTiON.COM®, our experienced team manages employment verification requests through the different procedures and sources required by individual employers. When a verification requires additional research or follow-up, we work to identify the appropriate source and obtain the information available.
Our clients also have access to our experienced customer support team from 8 a.m. to 8 p.m. EST, providing a resource when questions arise about a verification or background screening request.
Employment verification isn't always as simple as making a phone call. Having an experienced screening partner managing the process can help employers spend less time navigating verification procedures and more time focused on their hiring decisions.
Disclaimer: This article is provided for informational purposes only and is not intended as legal advice. Employment verification practices, available information, and screening requirements may vary by employer, industry, position, and jurisdiction. Employers are responsible for determining appropriate screening practices and ensuring compliance with applicable federal, state, and local laws. Consult qualified legal counsel regarding your organization's specific screening policies and practices.