Navigating Background Checks: Should We Respond and What Are the Risks of Saying 'No' to Rehire?

Dear Members, In a scenario:

1. Rehire Option Feedback

Where the background verification agency is requesting feedback on the option to rehire a candidate during the verification of an ex-employee. If we choose "No" in the responding form of the verification agency, is the company bound to not rehire such an employee in the future?

2. Necessity of Responding

Is it necessary to respond to the verification agency, especially when we are unaware of the whereabouts of such an agency?

3. Precautions While Responding

What precautions must be taken while responding to such an agency?

Regards

Greetings, I share my experience from the industry leaders I worked for. Here are the steps that were followed during a background verification for an ex-employee.

• At the point of background verification, we were clearly told to ‘validate’ the data provided to us by the background verification firm. No extra information was supposed to be provided.
  
• This was purely to ensure data privacy for the existing and ex-employees. As noted by you, we never knew if the bank verification for a loan or the background verification would actually be from these organizations.
  
• We never provided any data on the phone. The entire communication was through official email IDs.
  
• There were calls from these firms, asking us to confirm the name, designation, salary, date of joining, date of leaving, etc.
  
• We would then ask these firms to provide us with the scanned images of the employment documents pertaining to our organization that they have been provided by the candidate.
  
• Once we received the documents, we would then confirm the information that they wanted us to validate.
  
• We used to revert fundamentally on that and avoid every subjective question.
  
• There were very few cases for visa processing for ex-employees that required us to answer queries on past performance and behavior. We answered the close-ended ones.
  

Please make sure that you have a copy of every background verification report issued by you, to avoid any litigation in the future. Remain as objective as possible. This is a statement that would symbolize your company's professionalism in the talent market.

Hope this answers your query. Wish you all the best!

We are a pre-employment screening company in Mumbai. With reference to your question:

1) If we ask the client for rehire status, and the answer is no, it means that either it is a company policy not to rehire, or the management does not want to rehire the candidate.

Regards,
Keren
[Phone Number Removed For Privacy Reasons]

The Importance of Responding to Background Verification Emails

I feel every responsible HR professional and corporate citizen should respond to background verification emails. In this age of rampant fraud, fake resumes, and fake experience letters, verification has become a necessity.

By not responding to background verification emails, you may either endorse a fake resume or block the career of a deserving candidate. To avoid both, respond to verification in an objective manner, as suggested by other CiteHR members.

Ensuring Proper Communication with Background Verification Agencies

We think that the following should be ensured while communicating with the background verification agency:

- Are they truly authorized by their client?
- Documentary evidence should also be obtained from the client regarding their authorization and the validity of the agreement to avoid any unexpected queries.
- Confirmation of acceptance from the candidate, i.e., the ex-employee for this verification.
- Identification of the end use of the information being delivered.

Format

Details of the client to whom the query has been raised, including the following:

- Name:
- Web Address:
- Location and address:
- Contact details:

The details of the authorization from your client for which the background check is being carried out:

- Scope of authorization:
- Validity or term of the assignment given by your client for the background check:
- Whether the term/validity of such assignment covers the period during which this background check is in process.

The purpose of the candidate's information that needs to be inquired about as part of the background check on behalf of the client.

Identification and authorization to inquire with the company.

Full name of the executive initiating the query:

- Contact details:
- Mobile No.
- Landline No.
- Name and address of the organization:
- Designation:
- Reporting to:
- Name
- Contact Details:

Candidate information/details received should be forwarded to:

- Name
- Designation
- Organization
- Address
- E-Mail ID
- Contact Numbers

The purpose of the candidate approaching your client:

- Purpose:
- When approached:
- How many phases remain in the selection process.

At what level will this information be used?

The candidate's area of expertise for which they are being considered.

Regards

Anurag,

Rehire Policy Considerations

1) Choosing "No" as an option may sometimes imply that the company does not have a rehire policy.

2) Check the website; that's the best option.

Regards,
Keren
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