How to Verify a Candidate's Documents and References

Decide what you need

Match checks to the role. A cashier may need strong references. A driver needs a valid licence. A professional role may need certificates. Collect only what is necessary.

Tell candidates in advance

Explain which documents and checks are required and when. Get their permission before contacting referees or institutions.

Common checks

• Identity: a valid ID.
• Education: certificates or confirmation from the institution.
• Professional licences: where required.
• Work history: confirmation from previous employers.
• References: short conversations with people who have worked with the candidate.
• Guarantor forms: if used, explain the process clearly.

Ask good reference questions

• How long did you work with this person and in what role?
• What were their strengths?
• How was their attendance and honesty?
• Would you hire them again?

Keep it respectful and lawful

Collect only necessary personal information. Store it securely and limit access. Do not share data without a valid reason.

Be careful with online checks

Use only public, job‑relevant information. Avoid judging personal topics unrelated to the role.

Give candidates a fair chance

If something does not match, ask for an explanation. Paperwork mistakes happen.

Do it before the final offer

Complete important checks before or soon after the offer, and make the offer subject to satisfactory verification when appropriate.

Never ask for payment

Candidates should not pay for verification forms or checks done for your benefit.

Keep records

Note what you checked and when.

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