Employment verifications might not be the most glamorous part of HR, but they are essential. Here’s a handy guide to best practices for employment verifications.
- Obtain Written Consent. Always get written consent from the employee before providing verification information. No consent? No dice!
- Keep It Simple. Stick to the basics: employment dates and job title. Avoid providing salary information since state and local governments are increasingly adopting laws that prohibit employers from requesting salary history information from job applicants. Share only necessary details to avoid privacy breaches.
- Accuracy is Key. Verify all information provided is accurate and up to date. Double-check everything to avoid discrepancies and errors.
- Be Prompt and Professional. Respond to verification requests promptly and professionally. Use official company letterhead or forms for written verifications to maintain a polished and professional appearance.
- Document Everything. Document all verification requests and responses. Develop a standard procedure for handling these requests and make sure to train your HR staff on the correct process and legal requirements. If it’s not documented, did it even happen?
- Verify the Verifier. Confirm the legitimacy of the requestor before providing any information. Be cautious of potential scams or unauthorized inquiries. Not everything is as it seems at first glance, so be vigilant.
By incorporating these best practices, you can ensure your employment verifications are handled smoothly and securely. Happy verifying!