Free form template · Word

Background Verification Form

A background verification (BGV) form collects the details needed to verify a new hire's identity, address, education, employment history and, where relevant, criminal record. The candidate fills and signs it, including explicit consent, and HR or a BGV agency uses it to run the checks.

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[Company Logo][Company Name]

BACKGROUND VERIFICATION FORM

Company:: [Company Name]
Candidate / Employee ID:: [Employee ID]
Position:: [Designation]
Date:: [Date]

1. Personal and Identity Details

Full Name (as per ID)
Father's Name
Date of Birth
Mobile / Email
PAN
Aadhaar (last 4 digits / masked copy)
Passport No. (if any)

2. Address Details

Type	Full Address with PIN	Staying Since	Contact Person at Address
Current	[Address]	[MM/YYYY]	[Name, Phone]
Permanent	[Address]	[MM/YYYY]	[Name, Phone]

3. Education Details

Qualification	Institute / University	Roll / Enrolment No.	Year of Passing
[Highest]	[University]	[Number]	[YYYY]
[Next]	[University]	[Number]	[YYYY]

4. Employment History

Employer	Employee ID	Designation	From – To	HR Contact (Name / Email)
[Employer]	[ID]	[Designation]	[MM/YYYY – MM/YYYY]	[Contact]
[Employer]	[ID]	[Designation]	[MM/YYYY – MM/YYYY]	[Contact]
[Employer]	[ID]	[Designation]	[MM/YYYY – MM/YYYY]	[Contact]

5. Checks to be Conducted (HR use)

Identity
Address
Education
Previous employment
Reference
Criminal record / court records (role-based)
Database / credit check (role-based)

6. Candidate Consent and Declaration

I, [Candidate Name], authorise [Company Name] and its appointed verification agency to verify the information provided in this form and in my application, including by contacting my past employers, educational institutions, references and relevant authorities. I understand that this information will be used only for employment verification and handled confidentially. I declare that the information given is true, and I understand that false or misleading information may lead to withdrawal of the offer or termination of employment.

Candidate Signature
[Candidate Name]
Place: [City]
Date: [Date]

Received by HR
[HR Name]
Date: [Date]

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What this template includes

Personal and identity details with masked Aadhaar
Current and permanent address with stay duration
Education details with roll number and year
Employment history with HR contact details
Checks to be run, selected by HR
Candidate consent and authorisation to verify
Declaration of accuracy

When to use it

After offer acceptance and before or soon after joining
When engaging a third-party BGV agency
Roles handling cash, data, customers, children or patients
Periodic re-verification for sensitive positions

How to customise this template

1Tick only the checks needed for the role; not every role needs a criminal check
2Add your BGV agency's case reference field
3Add a 'do not contact current employer until' date
4Translate the consent into Hindi or the regional language if needed

HR tips

Collect only what is needed for the checks you run, and protect the data
Tell the candidate which checks will be done and how long they usually take
Give the candidate a chance to explain any discrepancy before acting
Use the result as per a written BGV policy so decisions are consistent

This template is a starting point. Review consent wording, data handling and use of results against applicable laws, including data-protection rules, and with a legal adviser where needed.

For HR & hiring managers

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Frequently asked questions

What is checked in employee background verification?+

Common checks include identity, address, education, previous employment, references and, for some roles, criminal records and credit history.

Is candidate consent required for background verification?+

Yes. Take written consent that explains what will be checked and that information may be shared with a verification agency.

What happens if BGV shows a discrepancy?+

HR should share the finding with the candidate, allow an explanation and then decide as per the BGV policy and offer terms.

All 50 recruitment & hiring →

[Company Logo][Company Name]

EDUCATION VERIFICATION REQUEST

Ref. No.:: [Reference Number]
Date:: [Date]

To,
The Registrar / Controller of Examinations
[University / Board Name]
[Address]

Subject: Request for verification of educational qualification – [Candidate Name]

Dear Sir / Madam,
[Candidate Name] has applied for employment with [Company Name] and has submitted the qualification details below. With the candidate's written consent (copy enclosed), we request you to verify the particulars and return this form under your seal.

Qualification Details

Particulars	As Declared	Verified by Institution (Correct / Incorrect)	Remarks
Name of Student	[Candidate Name]
Father's Name	[Name]
Course / Degree	[Degree]
Specialisation	[Specialisation]
College / Study Centre	[College]
Enrolment / Roll No.	[Number]
Year of Passing	[YYYY]
Class / Grade / CGPA	[Grade]
Mode of Study	[Regular / Distance / Online]

Form · Word

Education Verification Form

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[Company Logo][Company Name]
MANPOWER REQUISITION FORM
MRF No.:
[Reference Number]
Date of Request:
[Date]
Company:
[Company Name]
A. Requesting Department
Department
Cost Centre
Requested By (Name & Designation)
Reporting Manager for the Position
Work Location
B. Position Details
Designation
Grade / Band
Number of Positions
Employment Type: Permanent / Fixed-Term / Contract / Apprentice
Shift / Working Hours
Target Date of Joining
C. Reason for Requirement
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[Company Logo][Company Name]
RECRUITMENT REQUISITION FORM
Requisition No.:
[Reference Number]
Linked MRF No.:
[MRF Number]
Date:
[Date]
1. Role Summary
Designation
Department
Number of Openings
Work Location
Reporting Manager
Approved CTC Range (₹ per annum)
Notice Period Acceptable (max days)
2. Skills Brief
Must-Have Skills Good-to-Have Skills Deal-Breakers
[Skill] [Skill] [Condition]
[Skill] [Skill] [Condition]
[Skill] [Skill] [Condition]
3. Sourcing Plan
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[Company Logo][Company Name]
JOB OPENING FORM
Opening ID:
[Reference Number]
Linked Requisition No.:
[Requisition Number]
Date:
[Date]
Section 1 – Opening Details
Public Job Title
Internal Designation
Department
Number of Openings
Work Location / Remote / Hybrid
Employment Type
Experience Required
Qualification Required
Section 2 – Salary and Benefits Display
- Show salary range: ₹[Amount] – ₹[Amount] per annum
- Show 'Best in industry / Negotiable'
- Do not display salary
- Mention benefits: PF, health insurance, [Other]
Section 3 – Posting Schedule
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[Company Logo][Company Name]
CANDIDATE APPLICATION FORM
Company:
[Company Name]
Position Applied For:
[Designation]
Date:
[Date]
1. Personal Details
Full Name (as per ID)
Mobile Number
Email ID
Current City
Permanent City / State
Date of Birth
Willing to Relocate (Yes/No)
2. Application Source
- Job portal
- Employee referral – Referred by: [Employee Name]
- Company website
- Consultant / agency
- Walk-in
- Campus
- Social media
3. Education
Form · Word
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Department
Cost Centre
Requested By (Name & Designation)
Reporting Manager for the Position
Work Location

Designation
Grade / Band
Number of Positions
Employment Type: Permanent / Fixed-Term / Contract / Apprentice
Shift / Working Hours
Target Date of Joining

Proposed Designation
Department / Function
Proposed Grade / Level
Reports To (Designation)
Direct Reports (if any)
Work Location
Number of Positions

Designation
Department
Number of Openings
Work Location
Reporting Manager
Approved CTC Range (₹ per annum)
Notice Period Acceptable (max days)

Must-Have Skills	Good-to-Have Skills	Deal-Breakers
[Skill]	[Skill]	[Condition]
[Skill]	[Skill]	[Condition]
[Skill]	[Skill]	[Condition]

Public Job Title
Internal Designation
Department
Number of Openings
Work Location / Remote / Hybrid
Employment Type
Experience Required
Qualification Required

Designation
Department
Grade
Number of Positions
Work Location
Type: New / Replacement

Approved Headcount	Current Headcount	Open Positions	Headcount After This Hire
[Number]	[Number]	[Number]	[Number]

[Company Logo][Company Name]

EMPLOYMENT APPLICATION FORM

Company:: [Company Name]
Position:: [Designation]
Application Date:: [Date]

Section A – Personal Information

Full Name
Father's / Spouse's Name
Date of Birth
Gender
Mobile and Email
Current Address
Permanent Address
PAN
UAN (if any)
Aadhaar (last 4 digits only)

Section B – Educational Qualifications

Course	Institute / Board	From – To	% / CGPA	Mode (Regular / Distance)
[Course]	[Institute]	[YYYY – YYYY]	[Score]	[Mode]
[Course]	[Institute]	[YYYY – YYYY]	[Score]	[Mode]
[Course]	[Institute]	[YYYY – YYYY]	[Score]	[Mode]

Section C – Employment History (latest first)

Form · Word

Employment Application Form

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Full Name (as per ID)
Mobile Number
Email ID
Current City
Permanent City / State
Date of Birth
Willing to Relocate (Yes/No)

Background Verification Form

Preview of the form

1. Personal and Identity Details

2. Address Details

3. Education Details

4. Employment History

5. Checks to be Conducted (HR use)

6. Candidate Consent and Declaration

What this template includes

When to use it

How to customise this template

HR tips

Hire top talent from BetterJobs

Frequently asked questions

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