How to Handle Fake Experience Letters and Unresponsive New Hires in HR?

Handling Employment Verification and Offer Acceptance Issues

Hi all, recently, I have faced these two situations:

1. A person claims to have worked with us for a period of 7 months in 2011 and has an experience letter on company letterhead with a stamp and HR (myself) signature. I came to know of this through a placement company in Pune that called me for employment verification of that person. I have asked the consultancy to provide me with his contact details, but they too are not replying. Can somebody help me with finding out his contact number through any portal access they might have? I can provide the person's name, as that is all I have.

What was noticed was that the experience letter was fake, as no person of such name was working with us. Moreover, the signature was totally different and fake; the letterhead was an old letterhead that no longer exists and had a few modifications done; and the company stamp had the address of my director's residence, which might have been in use a couple of years ago.

2. A person who was selected in the interview was given an offer letter, and his joining is due on December 5th, 2011. However, I have come to know that he has still not resigned. I am very sure that he will not be joining us. His number is always out of reach, and I have dropped him an email today.

How can both these situations be handled?

Regards

In regards to your first query, I would suggest you find the contact details of the consultancy first so that they can be informed, and their employment offer can be withdrawn. Additionally, you can take legal action against the person. Usually, all consultancies create their accounts on CiteHR or LinkedIn, so you may find them through such professional networking sites.

Secondly, it has become a very common practice these days for candidates to accept an offer from one employer and then negotiate with another company using the same offer. It is clear that the candidate does not intend to join your company. The email sent to his email ID serves as documentary proof that he was approached by you. You may consider sending him an email with a defined timeline within which he should respond; otherwise, his offer would be withdrawn. Meanwhile, you can also start looking for other candidates for the position.

Thank you for your response regarding my second question; it perfectly aligns with my actions. I have provided him with a four-day timeline to revert. Additionally, the search for another candidate has already commenced.

Best regards,
[User's Name]

You can take the following actions:

Situation 1: Fake Experience Letter

A person claims to have worked with us for a period of 7 months in 2011 and has an experience letter on company letterhead with a stamp and HR (myself) signature. I have come to know of this through some placement company in Pune who called me up for employment verification of that person. I have asked the consultancy to provide me with his contact details, but they too are not replying. Can somebody help me with finding out his contact number through any portal access they might have? I can provide the person's name as that is all I have.

What was noticed was the experience letter was fake as no person of such a name was working with us. Moreover, the signature was totally different and fake; the letterhead was an old letterhead that no longer exists and had a few modifications done; and the company stamp had the address of my director's residence, which might have been in use a couple of years ago.

If the placement company calls you again, then tell them to send a hard copy of the proper format of verification under their company letterhead. You reply under your company's letterhead that it was fake and close the matter.

Situation 2: Offer Letter and Joining Concerns

A person who was selected in the interview was given an offer letter, and his joining is due on December 5th, 2011. However, I have got to know that he has still not resigned. I am very sure that he will not be joining us. His number is always out of reach, and I have dropped him an email today.

If you have dropped him an email, then wait for his response. You may send a hard copy of this email to his address also. Frankly speaking, when an employee should resign is his personal choice. Did you clarify his notice period? The employee can very well work in that company up to December 4, 2011. However, if you have doubts, then better start searching for a fresh candidate. Once you get a better candidate, withdraw the offer that you gave him. Cite the reason for non-communication for the withdrawal.

Thanks,

Dinesh V Divekar

Beware of false knowledge; it is more dangerous than ignorance.

The second situation first - your PoA is perfect. Based on what you mentioned (that he hasn't even resigned), most likely he must have renegotiated within the same company, rather than another one. Either way, there's nothing you can do - except what you are doing right now.

Handling the First Situation

I recollect a resume that came to me a few years back (a senior profile at that) which showed that the guy worked under me, when I used to work (I am on my own now), and I haven't even known that such a guy existed on the face of the earth!

One way to track this guy is this: assuming the Pune placement company must have got his resume through one of the job portals and further assuming that your company too must be subscribing to some such portal(s), suggest typing only this guy's name in the search criteria and do a search - you should be able to get through to him. If you don't have all the portals, maybe you can take the help of any of the placement agencies you interact with for your company to do a search for this guy this way.

All the best.

Regards,
TS

I echo the advice and share an experience. An ex-employee who was an absconder had created a similar set of fraudulent documents. His release was due, yet he produced a letter with my signature on a fudged letterhead. Here's what we did: when we received a request for background verification, we requested a fax of the document as given to the new employer. We validated them with proof of how fake the document was and shared that his release was due.

We had the address of that employee, hence sent him a notification along with a deadline to respond. We had this edge since the employee had already worked with us.

I second Satheesh and request you to follow up each time you receive a background verification request for this employee. However, tracking down the employee may not be entirely productive unless you are supported by the new employer.

Suggestion for Your Second Situation

Please consider including an end date for accepting the offer and joining in the appointment letter. In the absence of appropriate actions as mentioned, the offer would stand null and void. Later, when you follow up for the date of joining with your new hires, please include this clause from the appointment letter.

Hope this helps.

Regards.

Fake Letters and Background Verification

Fake letters are common. Most times, the placement agency is also under pressure to 'showcase' some suitable candidates. Their lackluster response to your communication can be understood.

Background verification is catching up in India, but one must understand that such frauds are very common even in other countries. Taking action might be a good option but has a limited effect, especially if the new employer and the placement agency are in agreement with taking the candidate.

It would make sense to contact the placement agency and tell them that you have not issued the letter and close the matter, as Dinesh rightly said. In the larger scheme of things, you might want to discuss the background verification process itself and if you really want to outsource it. I believe cases like these could be taken up at HR conferences and brainstormed with the HR Fraternity. So, I would go down that path as of now.

Regards,

Verifying Offer Letters and Employment History

This is very common today. Candidates misuse the offer letter of a company in which they have not worked. I think there is no way to catch these candidates. However, there is one solution to this problem.

When a new employer or HR hires a new candidate, the employer must first verify the offer letter. Then, the employer should demand the PF account and ESI number to be mentioned on the salary slip from the candidate. Most consultancy offices can provide the same offer letter, but they are unable to create PF and ESI numbers.

I believe the PF and ESI portal enables the employer to check the previous employment of the candidate.

For any queries, feel free to contact me.

Regards, Harpreet Singh
[Phone Number Removed For Privacy Reasons]