What employment verification confirms - The employer’s name and legal identity. - Joining and leaving dates. - Designation or role held. - Where relevant: reason for leaving, eligibility for rehire, and compensation.
The main verification methods 1. Direct HR confirmation. The verifier contacts the former employer’s HR team, usually by email or a secure portal, and asks them to confirm the details. 2. EPF service history. Candidates with a Universal Account Number (UAN) can share their EPF passbook. Contributions show employer names and months, which is useful for cross-checking dates when HR is slow to respond. 3. Documents. Offer letters, relieving letters, payslips and Form 16 corroborate the claim. 4. Manager or colleague references. A structured conversation covers role, responsibilities and conduct, and works as a backup when HR confirmation is unavailable.
Common discrepancies - Inflated tenure — months quietly added to cover a gap. - Inflated designation — “Manager” where the record says “Executive”. - Undisclosed short stints — a job omitted because it lasted a few weeks. - Overlapping employment — two full-time roles at the same time. - Fabricated employers — a company that does not exist or never employed the candidate.
When the employer has closed down Companies close, merge and rename. In these cases verifiers rely on alternative evidence: EPF contributions under that employer’s establishment, Form 16, salary credits in bank statements, and references from colleagues. Report such cases as “verified through alternative evidence” rather than failing the candidate.
Handling discrepancies fairly > A discrepancy is information, not a verdict. Ask before you assume.
- Share the specific discrepancy with the candidate.
- Give them a reasonable time to respond with documents.
- Re-verify with the source if the candidate provides new evidence.
- Decide according to a written policy applied consistently to all candidates.
How MyHireScore treats employment In a MyHireScore, each past employer is verified separately and shown with its own status and date stamp. The Employment check feeds one of the four dots on the candidate’s ring. See how the four checks work.
Frequently asked questions
Does the EPF passbook show my salary?
The passbook shows contribution amounts and employer names by month, not a full salary history, and contributions depend on wage limits and the employer’s practice. It is useful for employer names and dates, not as a salary record.
Can employment be verified without the employer’s cooperation?
Often yes, using alternative evidence such as EPF records, payslips and Form 16, though the confidence level is lower than a direct HR confirmation.
How many past employers are usually verified?
It depends on the employer’s policy. Common choices are the last three employers, the last five to seven years, or the full history for senior roles.