Free form template · Word

Qualification Verification Form

A qualification verification form is sent by the employer to a university, board or institute to confirm that a candidate's degree or certificate is genuine. It includes the candidate's consent and a response section for the institution to complete, sign and stamp.

Editable Word (.docx)
Made for India
8 fill-in fields highlighted
Free, no sign-up

Download Word (.docx) — free

Preview of the form

[Highlighted] = fill in

[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)

Candidate Authorisation

I authorise [University / Board / Institute Name] to release to [Company Name] information on my qualification stated above.

[Candidate Name]
Signature
Date: [Date]

Thank you for your assistance.

Yours faithfully,

For [Company Name]
[HR Name]
[Designation]
Email / Phone

Response by Institution

Details verified and found genuine
Details do not match our records
Records not traceable

Remarks
Name and designation of verifying officer

Signature and Seal of Institution
Date: [Date]

HR Tracking

Dispatched on
Follow-up dates
Response received on
Outcome recorded in BGV file

Download Word (.docx) — free

What this template includes

Request letter to the institution's registrar or examination section
Candidate details with roll and registration number
Candidate's signed authorisation
Institution response section (genuine / not genuine / records not found)
Seal and signature of the verifying officer
HR tracking of dispatch and follow-up

When to use it

When verifying education in-house instead of through a BGV agency
When a certificate looks inconsistent or unclear
For roles where a degree or licence is a legal or client requirement
When an agency report on education is inconclusive

How to customise this template

1Address it to the correct office (registrar, controller of examinations)
2Add any verification fee details the institution requires
3Attach a copy of the certificate for reference
4Use your letterhead and reference numbering

HR tips

Always enclose the candidate's signed consent
Follow up by email or phone if there is no reply
Record "unable to verify" separately from "not genuine"
Give the employee a chance to explain discrepancies

Handle verification results fairly and confidentially, and seek legal advice before acting on a negative result.

For HR & hiring managers

Experienced and fresher candidates across India — blue, grey and white collar. Post a job in 5 minutes and start receiving applications.

Post a job free See plans

Post in 5 minutesDescribe the role in one line — we write the job description.
Verified applicantsEvery applicant has a verified mobile number.
Resume databaseSearch experienced candidates by skill, city and experience.

Frequently asked questions

How do companies verify degrees?+

Either through a background verification agency or by writing to the university or board with the candidate's consent and a copy of the certificate.

Is candidate consent required for education verification?+

It is good practice and often required by institutions to have the candidate's written authorisation.

What if the university does not respond?+

Follow up, try alternate verification such as an official online portal where available, and record the status as pending rather than negative.

All 50 joining & new employee documents →

Form · Word
Employee Identity 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

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

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

[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

Qualification Verification Form

Preview of the form

Subject: Request for Verification of Educational Qualification

Candidate and Qualification Details

Candidate Authorisation

Response by Institution

HR Tracking

What this template includes

When to use it

How to customise this template

HR tips

Hire top talent from BetterJobs

Frequently asked questions

Related HR templates