Free form template · Word

Address Verification Form

An address verification form is filled by a field verifier or HR to confirm that an employee actually lives at the address declared, recording the residence type, period of stay and who confirmed it. It is part of background verification for many roles.

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[Company Logo][Company Name]

ADDRESS VERIFICATION FORM

Case / Ref. No.:: [Reference Number]
Employee Name:: [Employee Name]
Employee ID:: [Employee ID]
Address Type:: Current / Permanent

A. Address Declared by Employee

Full Address with Landmark and PIN Code
Stay Since (MM/YYYY)
Employee Mobile Number

B. Verification Details

Mode (Physical visit / Digital / Postal)
Date and Time of Verification
Verifier Name and Agency

C. Findings

Address found and correct (Yes / No)
Residence Type (Owned / Rented / PG / Hostel / Company accommodation)
Period of stay confirmed
Respondent Name
Respondent Relationship to Employee
Respondent Contact (optional)
Landmark / Photo reference taken (Yes / No)

D. Verifier Observations

[Factual observations only, e.g. house locked, confirmed by neighbour, name plate seen]

E. Outcome

Verified – positive
Verified – discrepancy (details above)
Unable to verify – reason recorded

Declaration by Verifier

I confirm that I personally carried out this verification on the date stated and that the findings recorded are accurate.

Verifier
[Name]
Date: [Date]

Reviewed by
[HR Name]
Date: [Date]

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What this template includes

Address declared by the employee
Visit or digital check details (date, time, mode)
Residence type and ownership
Period of stay confirmed
Respondent name and relationship
Verifier observations and outcome

When to use it

During background verification of new joiners
For roles handling cash, assets or sensitive data
When a client contract requires address checks for deployed staff
When mail or documents to the employee are returned undelivered

How to customise this template

1Add a geotagged photo field for digital checks
2Split current and permanent address checks if both are verified
3Add your BGV vendor's case ID
4Define who reviews negative outcomes

HR tips

Get the employee's BGV consent before any visit
Avoid discussing the employee's job or salary with neighbours
Record facts only; avoid opinions about the family
Recheck if the respondent was not a family member

Collect only what is needed, use it for employment and benefit purposes, and store it securely. Review the form against applicable laws and your data-protection practices.

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Frequently asked questions

How is employee address verification done?+

A verifier visits the address or uses a digital method such as a geotagged check, confirms the stay with a respondent and records the result.

What if the employee has moved?+

Record it, ask the employee for the new address and proof, and verify the new address.

Is consent needed for address verification?+

Yes, obtain the employee's written consent as part of the background verification process.

All 50 joining & new employee documents →

Form · Word
Employee Identity Verification Form
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[Company Logo][Company Name]
QUALIFICATION VERIFICATION REQUEST
Ref. No.:
[Reference Number]
Date:
[Date]
To,
The Registrar / Controller of Examinations
[University / Board / Institute Name]
[Address]
Subject: Request for Verification of Educational Qualification
Dear Sir / Madam,

The candidate named below has joined / has been offered employment with [Company Name] and has submitted the qualification details given below. We request you to verify their authenticity and return the response section duly signed and stamped. The candidate's written authorisation is enclosed.
Candidate and Qualification Details
Candidate Name [Candidate Name]
Father's Name
Date of Birth
Course / Degree
Specialisation
Roll Number / Registration Number
Year of Passing
Class / Division / CGPA
College (if affiliated)
Form · Word
Qualification Verification Form
Download .docx
[Company Logo][Company Name]
BACKGROUND VERIFICATION CONSENT AND AUTHORISATION
Candidate Name:
[Candidate Name]
Position Offered:
[Designation]
Date:
[Date]
[Company Name] conducts background verification for candidates as part of its hiring process. The verification may be done by the company or by its authorised agency, [Agency Name].
1. Checks Authorised (tick as applicable)
- Identity verification
- Current and permanent address verification
- Education verification
- Previous employment verification
- Professional reference checks
- Criminal record / court record check
- Database and media checks
- Other role-specific check: [Specify]
2. Current Employer
- You may contact my current employer now
- Contact my current employer only after [Date] / after I have resigned
Form · Word
Background Verification Consent Form
Download .docx

Document Type
Document Number (masked where applicable)
Name as on Document
Date of Birth as on Document
Valid Till

Document Type
Document Number
Name as on Document

Candidate Name	[Candidate Name]
Father's Name
Date of Birth
Course / Degree
Specialisation
Roll Number / Registration Number
Year of Passing
Class / Division / CGPA
College (if affiliated)

[Company Logo][Company Name]

ORIGINAL DOCUMENT VERIFICATION FORM

Employee Name:: [Employee Name]
Employee ID:: [Employee ID]
Date of Verification:: [Date]
Verifier:: [HR Name]

Verification Record

Sr.	Document	Document No. / Issuing Authority	Original Seen (Y/N)	Copy Matches (Y/N)	Original Returned (Y/N)	Remarks / Discrepancy
1	PAN card	[Number]	[Y/N]	[Y/N]	[Y/N]	[Remarks]
2	Aadhaar (masked)	XXXX XXXX [Last 4 Digits]	[Y/N]	[Y/N]	[Y/N]	[Remarks]
3	Class 10 certificate	[Board / Roll No.]	[Y/N]	[Y/N]	[Y/N]	[Remarks]
4	Degree certificate	[University / Reg. No.]	[Y/N]	[Y/N]	[Y/N]	[Remarks]
5	Relieving letter	[Employer]	[Y/N]	[Y/N]	[Y/N]	[Remarks]

Discrepancies and Action

Nature of discrepancy
Explanation given by employee
Supporting document requested
Escalated to and date

Verifier Declaration

Form · Word

Original Document Verification Form

Download .docx

[Company Logo][Company Name]
NEW EMPLOYEE JOINING FORM
Company:
[Company Name]
Employee ID:
[Employee ID]
Date of Joining:
[Date of Joining]
Please fill all sections in capital letters and attach self-attested copies of the documents listed in Section 7. Paste a recent passport-size photograph in the box provided.
1. Personal Details
Full Name (as per PAN)
Father's / Spouse's Name
Date of Birth (DD/MM/YYYY)
Gender
Marital Status
Blood Group
Nationality
Mobile Number
Personal Email ID
Aadhaar (last 4 digits / masked copy)
2. Address
Current Address with PIN Code
Permanent Address with PIN Code
Years at Current Address
Form · Word
New Employee Joining Form
Download .docx
[Company Logo][Company Name]
NEW EMPLOYEE INFORMATION FORM
Company:
[Company Name]
Expected Date of Joining:
[Date of Joining]
Section 1: Basic Information
Full Name
Preferred Name (for email and ID card)
Mobile Number
Personal Email ID
City of Residence
Section 2: Role Information (to be pre-filled by HR)
Designation [Designation]
Department [Department]
Reporting Manager [Reporting Manager]
Work Location [Work Location]
Work Pattern (Office / Hybrid / Remote / Shift)
Section 3: IT and Access Requirements
Form · Word
New Employee Information Form
Download .docx
[Company Logo][Company Name]
EMPLOYEE PERSONAL DETAILS FORM
Employee Name:
[Employee Name]
Employee ID:
[Employee ID]
Purpose:
New record / Update of existing record
A. Identity
First Name
Middle Name
Last Name / Surname
Name as per PAN
Date of Birth (DD/MM/YYYY)
Place of Birth
Gender
Nationality
Religion (optional)
B. Family
Marital Status
Date of Marriage (if applicable)
Spouse's Name
Father's Name
Mother's Name
Number of Children
C. Contact and Address
Form · Word
Employee Personal Details Form
Download .docx

Full Name (as per PAN)
Father's / Spouse's Name
Date of Birth (DD/MM/YYYY)
Gender
Marital Status
Blood Group
Nationality
Mobile Number
Personal Email ID
Aadhaar (last 4 digits / masked copy)

Current Address with PIN Code
Permanent Address with PIN Code
Years at Current Address

Designation	[Designation]
Department	[Department]
Reporting Manager	[Reporting Manager]
Work Location	[Work Location]
Work Pattern (Office / Hybrid / Remote / Shift)

First Name
Middle Name
Last Name / Surname
Name as per PAN
Date of Birth (DD/MM/YYYY)
Place of Birth
Gender
Nationality
Religion (optional)

Marital Status
Date of Marriage (if applicable)
Spouse's Name
Father's Name
Mother's Name
Number of Children

[Company Logo][Company Name]

EMPLOYEE BIODATA

Company:: [Company Name]
Post Applied / Appointed:: [Designation]
Photograph:: [Paste passport-size photograph]

1. Personal Particulars

Full Name
Father's / Husband's Name
Date of Birth and Age
Native Place and District
Present Address
Permanent Address
Mobile Number
Marital Status
Height and Weight
Identification Marks (1) and (2)
Aadhaar (last 4 digits / masked copy)

2. Educational Qualification

Examination	School / Board / University	Year of Passing	Percentage / Grade
[10th / SSC]	[Board]	[YYYY]	[%]
[12th / HSC / ITI]	[Board]	[YYYY]	[%]
[Graduation / Diploma]	[University]	[YYYY]	[%]

3. Work Experience

Form · Word

Employee Biodata Form

Download .docx

Full Name
Preferred Name (for email and ID card)
Mobile Number
Personal Email ID
City of Residence

Address Verification Form

Preview of the form

A. Address Declared by Employee

B. Verification Details

C. Findings

D. Verifier Observations

E. Outcome

Declaration by Verifier

What this template includes

When to use it

How to customise this template

HR tips

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Frequently asked questions

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