Employee Documentation and Verification: Notary Authorization, Experience Letter, Address Proof

Hi all!

Yesterday, my brother received an offer letter from a multinational company (MNC), and they require him to submit all the documents in accordance with their Background Check policy within 5 days of accepting the offer. I seek your advice on several points as outlined below.

1. My brother initially joined his current company as an off-roll employee and transitioned to on-roll after 8 months. He has been working there for approximately 3 years now. If he needs an experience letter and a relieving letter from his current company, what duration will they mention in the respective letters? Moreover, what information will they provide if contacted for verification? Will the new company accept it if the current employer does not disclose the off-roll period?

2. The company has requested a notary authorization. Could you please explain what this entails and where he can obtain it?

3. While my brother currently resides in Sec - 11 Rohini, Delhi, at a friend's house, his permanent address is in Mathura. The company is requesting proof of both current and permanent addresses. What documents can he provide as proof of his current address?

I look forward to receiving valuable advice on these matters promptly!

Hi,

In today's scenario, every big organization and MNCs are conducting background checks for all new joiners; hence, do not worry as it is a process followed in most places.

Regarding off-roll and on-roll experience, keep it simple. Please ensure to mention on the employment form the specific period of off-roll and on-roll employment. Keep the HR informed that he may or may not receive the experience letter for the off-roll period.

Regarding notarization, Apurva has already provided detailed information.

I hope my information helps.

Hello Sachin,

To add to what Apurva Singh mentioned, you don't actually need to go to court for the Notary. There would be many in some market areas - with a large signboard "NOTARY" [sometimes Notaries also operate from homes]. You need to show the original and then get the copy notarized. Just do a Google search to locate a Notary near you.

Like Apurva Singh mentioned, it's just a form of attestation, but by a Govt-authorized person called 'Notary' [which makes the notarized document a legally-binding document]. One reason why the company may be asking for the signing by a Notary could be to ensure the Joinee doesn't fake his certificate(s) by getting it attested by just about anyone.

Regarding the Experience Letter from his present company, let him specifically ask for BOTH off-roll and on-roll periods mentioned - if the facts are supported by the relevant documentation [pay-slips, etc], it shouldn't be a problem.

All the Best.

Regards,
TS

Thank you all for your prompt comments! These are really helpful! :-)

Actually, within that 8 months, his company changed 2 off-roll consultants, so I hope there will not be any problem regarding his experience letter and also in verification by another company. (That means he is required to have 3 experience letters or his present company will create a single one for him.)

Also, what if he says that he lives there as a PG, does he still need to submit any documents?