Free form template · Word

Original Document Verification Form

An original document verification form records that HR has physically seen each original document, compared it with the copy submitted and returned it to the employee. It creates an audit trail showing that copies in the personnel file were verified against originals.

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[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

I have personally examined the original documents listed above, compared them with the copies submitted and stamped each copy "Original Seen and Verified". All originals have been returned except as noted.

Verifier
[HR Name]
Date: [Date]

Employee Acknowledgement

I confirm that I have received back all my original documents listed above.

Signature of Employee
[Employee Name]
Date: [Date]
Place: [Work Location]

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What this template includes

Document-wise table with number and issuing authority
Original seen, copy matched and returned columns
Discrepancy notes column
Verifier name for each row
Employee acknowledgement of return of originals

When to use it

On joining day when originals are presented
When the employee submits a pending original later
During audits that ask whether copies were verified
When rechecking documents after a BGV discrepancy

How to customise this template

1Pre-fill rows with your standard joining documents
2Add a column for "original retained with consent" if your policy allows
3Use one form per employee and file with copies
4Add a stamp "Original Seen and Verified" on each copy

HR tips

Return every original the same day
Write discrepancies factually, such as spelling or date mismatch
Sign and date each copy you verify
Escalate suspected forgeries to the HR head

For HR & hiring managers

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Frequently asked questions

Why verify original documents?+

To confirm that the copies submitted are genuine and unaltered before they are relied on for employment records.

Should originals be returned?+

Yes, originals should normally be returned immediately after verification, and the employee should acknowledge receipt.

What if there is a mismatch?+

Record it, ask the employee for an explanation or supporting document, and escalate if needed before finalising onboarding.

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]
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
Form · Word
Address 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
[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

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)

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

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

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

Original Document Verification Form

Preview of the form

Verification Record

Discrepancies and Action

Verifier Declaration

Employee Acknowledgement

What this template includes

When to use it

How to customise this template

HR tips

Frequently asked questions

A. Primary Photo ID

B. Secondary ID

C. Verification Checks

Employee Identity Verification Form

Subject: Request for Verification of Educational Qualification

Candidate and Qualification Details

Qualification Verification Form

A. Address Declared by Employee

B. Verification Details

C. Findings

Address Verification Form

1. Checks Authorised (tick as applicable)

2. Current Employer

Background Verification Consent Form

1. Personal Details

2. Address

New Employee Joining Form

Section 1: Basic Information

Section 2: Role Information (to be pre-filled by HR)

Section 3: IT and Access Requirements

New Employee Information Form

A. Identity

B. Family

C. Contact and Address

Employee Personal Details Form

1. Personal Particulars

2. Educational Qualification

3. Work Experience

Employee Biodata Form

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

Original Document Verification Form

Preview of the form

Verification Record

Discrepancies and Action

Verifier Declaration

Employee Acknowledgement

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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