How Do You Verify Documents from New Employees? Exploring Effective Methods

Ways to Verify Documents Submitted by New Joiners

In order to verify the documents submitted by new employees, there are several methods that can be utilized:

• **Manual Verification:** Physically review each document provided by the new joiners to ensure they meet the required criteria and are authentic.

• **Automated Document Verification:** Implement software or tools that can scan and verify the authenticity of the documents submitted by new employees.

• **Background Checks:** Conduct background checks on new joiners to validate the information provided in the submitted documents.

• **Reference Checks:** Contact the references provided by the new employees to confirm the accuracy of the submitted documents.

• **Cross-Checking:** Compare the information provided in the documents with other sources to identify any discrepancies or inconsistencies.

By employing a combination of these methods, HR professionals can effectively verify the documents submitted by new joiners and ensure compliance with company policies and legal requirements.

There may be various ways to check the documents of the new joinees. But in our organization, we practice the following way which I learned in my initial period:

- You can have an Excel sheet (hard copy & soft copy) ready with you which includes the necessary supporting documents.
- You can just tick mark in front of the documents mentioned in the list while collecting the documents from him/her.
- In this sheet, you can even mention the remarks in front of the particular document in case of delayed submission (e.g., degree certificate - to be submitted in the last week of July or pending till July).
- Additionally, you can even mail the soft copy to the new joinee before his joining, so that he can get all the documents accordingly.
- And that sheet can be filed on the top of the joinee's file along with all his documents. This would help you for future reference also.

Hope this will help you.

Regards,

Steps for Document Verification

The steps to be followed during the document check are:

1. Initially, prepare the list of requisites to be submitted by the candidate (educational certificates from 10th grade to graduation or post-graduation, if applicable).

Note: If the opening is for freshers, then the above-mentioned documents are to be checked.

If the opening is for experienced candidates, then:

a) Appointment letter from the previous employer.

b) Experience letter (from when the candidate started working in that particular organization).

c) Salary slips of the last 3 months or bank statement.

d) Photo ID proof.

2. Check whether the documents submitted are as per the checklist of requisites prepared by you.

3. Check if the dates of certificates, holograms of certificates, and date of joining on the appointment letter match with salary slips and experience letter. Ensure the address of the company, etc., is the same in all the linked documents as per the candidate's resume.

4. Salary slips should contain detailed information like TDS, BASIC, HRA, number of working days, number of days present, etc. If anything is found to be improper, ask the candidate for a salary bank statement, which cannot be faked in many cases.

5. For the background check, ask the candidate for references from the previous company. Call them and gather feedback about the candidate.

6. Essentially, your goal is to verify whether the candidate has genuine experience and certificates.

I could guide you as per my knowledge. I would welcome comments and additional suggestions from seniors.

Thank you,

Regards,
Mrunalini Achanta
Asst HR
Consynchro SoftTech Pvt Ltd.

Dear Tanushree, you must maintain their individual personal file, so the best way is to include an HR checklist (according to your company standards) in every file. This checklist should always be placed at the top of all the documents in the file. You can tick off items and, if required, add remarks. I am attaching a sample of the HR checklist that I am currently using.

Apart from this, you can also maintain the checklist in Excel. However, including the checklist in the files is both easy and mandatory.

Regards,
Gunjan

According to me, the following procedure will help you in verifying the new entrants at the time of joining:

1. Letter of offer/Appointment.
2. Attested copies of educational and technical qualifications (submitted at the time of applying for the post).
3. Attested copy of Caste Certificate (if appointed under Reservation Category) - It would be better if the caste is mentioned at the time of the offer, so that it would facilitate the scrutiny process when calling for the Caste certificate.
4. Experience certificate, if required.
5. Bond of Surety (if applicable).
6. Attestation Form (for verification of antecedents by Police).
7. Declaration of non-employment on the date of accepting the appointment in the new post.
8. Release Order/NOC from the previous employer (especially if employed with Central/State Govt. or PSU).
9. Attested Photographs (in the required number).
10. If being appointed in the capacity of an executive - a declaration of marital status, movable/immovable property.
11. Nominations for Gratuity, Provident Fund, etc.

I hope this checklist will be comprehensive. Suggestions are welcome.

Best wishes.

It is very important to keep in mind that serious checking should be made regarding the spelling of names, father's/husband's name, and date of birth—whether they are exactly as per the school final certificate. Issues may arise later, so extra care should be taken in these matters.

In addition to what our colleagues have shared, I wish to state that we come across candidates who furnish a course completion certificate in respect of a Diploma or Degree. A course completion certificate does not necessarily mean that the candidate has completed their Diploma or Degree. Hence, insist on an original Convocation Certificate and verify it.

Regards,
M.V. Kannan