Administration Head
Hr & Administration
Mayur Shinde HR
Assistant Manager - Hr
Assistant Manager - Hr
Recruitment/talent Acquisition, Career Counselling
Aishvarya P
Hr - Associate Operations
+6 Others

Thread Started by #Gianim23

Hi :
We have come across recently a couple of new joinees who submitted fake experience letters. The letters were issued by consulting firms who exist only to sell experience letters at a cost.
After joining we found the individuals were not up to mark technically while as during the selection process they had given a very good interview over Skype (there was no F2F round). Hence we initiated a verification of their professional experience and figured out the whole history that firstly they exaggerated their experience and also the issuing authorities were not genuine.
I seek advice from all of you regarding how to tighten the selection process (just for information most of the time we have to conduct Skype interviews and take a decision about selection).
Also please share some pre-employment verification steps which may be practiced by your orgn (ref checks etc.)
- Gia
5th February 2013 From India, Pune
Post interview and before Offering the candidate (as u do not conduct F2F round) do a background check to eliminate such cases.
Now, this has not to be done formally. Like do not ask any agency to do it, or you yourself should not call the candidates company and ask for Verification.
You might have to use the headhunting skills for such issues.
5th February 2013 From India, Pune
Hi Mayur :
THanks for your inputs. Actually in our company Talent Acquisition is a separate team. Since ours is a startup mid sized IT company so finding extremely good candidates is a challenge. We do have to jump certain steps to expedite the joining etc. In such a situation how to ensure atleast not to get the fake guyz on board. This is our area of concern. Recently we had to fire a guy who appeared technically good over skype interview (2 rounds) and hence was hired but after he join we figured out his communication skills was below average and further on evaluating him technically we found him scoring 2 out of 10.
Is it possible to share a sample recruitment policy applied in mid-sized IT companies.
- Gia
5th February 2013 From India, Pune
Well in that case, post Skype interview, you must ask the candidate for F2F round at your premises. Also conduct a test for evaluation of technical knowledge before offering the candidate.
Ask all the candidates to bring latest salary slips and importantly, Bank account statement where the salary deposited transaction is reflecting. If candidate is from good organization, the salary is definitely deposited in the bank account only. this can be way to check if candidature is faked or not.
6th February 2013 From India, Pune
NASSCOM has started maintaining an employee database to weed out fake Cv's.If no of recruits are large then better go to a third party agency with a clause of non payment of fees if fake people's are okayed by them.You have to do a random check of their vetted profiles to keep them on their toes.Everything cant be done by HR.Even you can tell them to match salary slip with bank a/c transaction.They have good contacts in bank.
6th February 2013 From India, Bangalore
Dear All,
The recruitment is a very very important function which require not only extreme care and caution for appointing the best possible candidate but also to keep the cost of process low.
Now here is a word of caution ; There are some over-smart people exist all around. They apply in their name and send some other person to face the interview.
Where the Face To Face interview or selection is not done and the candidates are selected on the basis of telephonic/ video/ skype interview, there is a greater possibility that actual candidate may not be answering the interview and some proxy is there. T here are instances where some fake person attended the Face To Face interview and some other person had joined.
Hence all recruitment team members need to be very careful at all stages of selection.
6th February 2013 From India, Delhi
u have a valid point, if you feel new joinee is not up the mark then you have all right to remove them, as their background verification failed. if they perform well then you can ignore fake experience. cause 65 % of market in IT is carrying fake experience.
6th February 2013 From India, Hyderabad
Before sending offer letter, get the all the documents from the candidate. Verify yourself or the external agency.
In that case you mentioned your offer letter as "If any declaration given or furnished by you to the company proves to be false or if you are found to have willfully suppressed any material information in such case you will be liable for removal from service without any notice."
Then proceed further.
6th February 2013 From India, Madras
Dear Gia,

We seek for two references not friends or relatives when the candidate appears for a personal interview. We then ask the candidate if we can speak to the references directly. Then we speak to the references directly. We also encourage the candidate to give one reference from any of his recent past employments. Then we structure the questions for this reference as he was associated with the candidate (as claimed by him). Confrontation on facts mentioned in the candidate's resume when the person referred by candidate is unprepared gives out some clues. In addition to this we also ask the person whether he will be willing to give a written reference for the candidate (preferably hard copy or atleast by e - mail). Many of them oblige, but in some cases we found that the person referred by the candidate speaks up openly as we assure him that his discussion will be kept strictly confidential. We have stopped hiring the candidate in such instances.

In one instance, the candidate was clever enough to give the name of his brother in law as the reference, though we have a clause that relatives cannot be indicated for references. During the F2F interview process we elicit the names of relatives (close circle) and their jobs. We also spoke to the reference without realising that he was the brother in law and he gave an excellent reference. But when we were collating the data we observed that the names of the relatives and the name of reference matched, We confronted the candidate and he admitted that he had given the name of his brother in law. He was not hired.

The pre employment process is not structured but it is based on case to case basis.

7th February 2013 From India, Madras
Hi Gia,

I work with an organization of 70 staff. My thoughts:

1. Make sure you have the right job description and skill requirements before you scout for candidates. The HR team may need to push the Tech Lead / PM to get want they want. Discuss with them the kind of projects the new recruits will be on.

2. Once the resume screening is through, talk to the candidates for around 10 minutes over phone to ascertain the genuineness of the profile.

3. Ensure that the technical interview is done by a person who is competent. If you have the wrong person doing the technical interview, the entire exercise will turn futile.

4. Skype is good for an initial round of technical interview. Never make an offer without a final round of face to face interview - both technical & HR. You may have to schedule it for a weekend at times and reimburse the travel expenses, but it is definitely worth. It is always better to have more than 1 person doing the technical interview and the junior interviewer should be one who is not averse to questioning the observations of the senior. If all the interviewers recommend, move ahead.

5. During the HR round, verify all document copies against originals. Whether background verification is outsourced or not, the internal HR team has to play its part well in authenticating the claims of the candidates.

6. Do not compromise on the quality of the candidates for the sake of meeting deadlines. 'No recruitment' is better than 'bad recruitment'.

7. The HR Manager should own the responsibility for the performance of the candidates recruited.


Robin Thomas

HR Manager

Cabot Technology Solutions
7th February 2013 From India, Kochi
Hello Gia,

Further to what other members suggested, pl confirm the reason(s) why you DON'T have a F2F in your Selection Process. Obviously, there must be reason(s).

Asking for TWO References is, in the given situation & with the given limitations, the best option for you--taking care to ensure the candidates give VALID References--not of relatives or friends who don't have anything to do with their professional track-record. Asking for ONE Reference of a past or present boss & SECOND Reference of a past colleague would enable you make calculated judgements.

And when asking for References, pl ensure they DON'T give the References of someone whom they know very well @ the personal level--quite often, the judgement is clouded by the personal rapport & you end up getting highly inflated/exaggerated opinion(s) from that Reference.

You mentioned '........had to fire a guy who appeared technically good over skype interview (2 rounds) and hence was hired but after he join we figured out his communication skills....'. There does seem to be a case to IMPROVE the Skype Interview skills of your Interview Panel. Communication skills testing/evaluation is one of the easiest to conduct/handle over Skype--if this aspect wasn't noticed, then there's scope for concern from the HR angle.

I am not sure if there's any specific instruction set for your candidates taking the Skype Interviews--we insist that the candidate should adjust the webcam so that half his/her body is visible AND with the palms/hands over the table--NOT just the face or shoulder portion. That will enable the Interviewer to see the body language--something that's done during a F2F.

At the EoD, let's face it--however much the processes are improved, there will always be guys who figure-out NEW ways to hoodwink the AS-IS system(s)--the key is to keep refining the processes on a pro-active basis.

All the Best.


7th February 2013 From India, Hyderabad
TS :
Basically our candidates are mostly from out of Pune so not many are open to come down all the way for a F2F. Ours is a startup company so attracting talent is a major challenge. So maybe our Talent acquisition team to expedite the process plus to get people on board within a certain turnaround time skip the F2F.
Anyhow with the fraud cases which surfaced recently we do want to tighten the selection process.
- Gia
7th February 2013 From India, Pune
Hello Gia,
Your reason for not having F2Fs in the process DOESN'T sound realistic--we place people from all over the country [& abroad too] to different locations.
One reason COULD be that whoever is speaking to the candidates initially to sound them out for the openings ISN'T getting them interested in the Company--when the interest gets built-up, candidates doesn't really hesitate to come for the F2Fs.
Another reason COULD be that your company doesn't reimburse To & Fro fares to the out-station candidates IF they are called for a F2F @ Pune--not sure if this is right in your case. Many Start-ups have this constraint.
All the Best.
7th February 2013 From India, Hyderabad
if you already have been through the background verification and authenticity of the document submitted by them and found this forgery or anything like are not genuine, must not hire the employees. This will also be a lesson to the employee who earned these fake documents and also need to file a complaint to nearest Police Station which is a moral and social duty.
But can you please explain how did you get the authentication are not genuine and Candidates are being provided fake experience certificates by some Agency /consulting firms
7th February 2013 From India, Gurgaon
Hi.... yes I agree we currently do not have a clear process to reimburse the travel expenses for out-station candidates. Anyhow as a part of our process improvement we are taking following steps :
- Include one round of F2F (the technical panel will travel to the cities where interviews are conducted)
- Collect references at the offer stage and complete the ref checks before the candidates comes on board
- Initiate verification of employment once he joins and complete the same within 15 days (we cannot initiate it before the joining bcoz candidates can provide relieving/experience letters at the time of joining)
To answer the question by Anil Arora.... we did a check through an agency who made a personal visit as well.
Thanks to all for the valuable inputs shared.
- Gia
7th February 2013 From India, Pune
I agree with Mr.Mayur Shinde. We, at our organization have come through a lot of this instances. F2Fshould be mandatory scheduled. To use head hunting skills and definitely to have network of team to handle background checks.
14th February 2013 From India, Chennai
Dear Gia,

I can give u some suggestions in this case. Myself also dealing with on-boarding process with a growing IT-Company. Steps u need to take care:

1) Ask the candiates to submit their education document proofs & employment proofs, address proof, PAN card & Passport before his joining.

2) Send it to BG verification vendor to verify the same as a pre-joining activity.

3) Ask the BG team to share the BG status before the candidate reports for joining.

4) Once the candidate reported u need to check the following, which will help u in some extent to find out whether he is a fake r not:

4a) Check all his education documents.

4b) Employment documents - For the last employer, check his recent payslips, form 16, bank statements (where u can find out the by salary credits), Service/Relieving Letter.

4c) Check start dates & end dates between the Service letters of his/her different employments. (there may be some chances of overlapping also)

4d) Accept Service/Relieving letters printed only on the respective company letterheads.

4e) Some candidates used to say they have only mail confirmations regd their resignation acceptance. In such cases accept the mails strictly sent from official mail ids not from public domains (google,yahoo,rediff,etc)

4f) Some payslips will be having Salary account No: check the same with bank statements.

4g) Check PAN no. with his/her Form 16/ IT returns.
27th February 2013 From India, Chennai
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