Employment Verification Checklist: 10 Things Every HR Team Must Verify

Before making a hire, HR teams must verify employment history thoroughly—but without a clear checklist, critical elements get missed. Incomplete verification creates risk: you might hire someone who inflated their experience, or miss red flags that could have prevented a bad hire. This checklist covers the 10 critical elements every employment verification should include, why each matters, and how to ensure you're not missing anything when the verification report comes back.

1. Employment Dates

Confirm exact start and end dates for each position. Resumes often round dates or obscure gaps. Discrepancies in employment dates can indicate honest mistakes or intentional misrepresentation. Even small gaps—a few months between jobs—may warrant a conversation with the candidate. Document the verified dates and any differences from what the candidate claimed.

2. Job Titles

Verify the actual titles held versus what's on the resume. Title inflation is common: "Senior Analyst" might have been "Analyst," "Team Lead" might have been "Senior Associate." For roles where level matters (e.g., senior vs. junior), accurate titles are critical. Previous employers can confirm the official title used in the organization.

3. Job Responsibilities

Confirm the scope and level of work. Did they actually lead projects or support them? Were they an individual contributor or did they manage people? Responsibilities often matter more than titles—verify what they did, not just what they were called.

4. Reason for Leaving

Was it voluntary resignation, termination, or end of contract? This is one of the most sensitive but important verification points. Voluntary resignation with positive notice is different from termination for cause. Some employers will only confirm dates and title; others will provide reason for leaving. Document what you learn.

5. Eligibility for Rehire

Would the previous employer hire them again? This single question often reveals more than any other. "No" or "not eligible for rehire" is a significant red flag. Even when employers decline to elaborate, the answer itself is valuable.

6. Performance

Overall performance rating or feedback, if the employer will share it. Not all employers disclose performance; some have policies against it. When available, performance feedback helps validate that the candidate delivered results.

7. Compensation

Salary verification, only with written candidate consent and where legally permitted. Some states restrict salary history questions. Verify only if relevant to your process and compliant with local law.

8. Reporting Structure

Who did they report to? This helps validate hierarchy and scope. For senior roles, understanding reporting structure confirms level of responsibility.

9. Gaps in Employment

Unexplained periods between jobs. Gaps aren't always a problem—career breaks, education, family—but they should be explained. Verification helps identify gaps that the candidate didn't disclose.

10. Educational Credentials

Degrees and certifications claimed. Employment verification often overlaps with education verification. Verify what's relevant to the role—degrees, certifications, licenses.

Automating the Checklist

Manually verifying all 10 elements across multiple employers takes weeks. AI-powered platforms like True Probe automate this checklist, delivering comprehensive verification reports with all key data points in 1-3 days with 99.9% accuracy. The same thoroughness, 90% faster.