1 October 2026 · 1 min read
Why verify candidates before onboarding, and how to do it without chasing email attachments
A practical process for collecting and checking candidate documents before an employee record is created.
Hiring someone on trust and verifying later is risky. A false degree, an inflated experience letter or a mismatched identity is far harder to deal with once the person is on payroll.
A cleaner process
- Create the candidate first, not the employee.
- Send a secure link that expires, so no account or password is needed.
- Collect documents with the details that matter, such as university and year, or employer and dates.
- Review each item and send back only what is wrong.
- Create the employee record once everything clears, carrying the evidence with it.
Documents commonly checked
Identity proof, address proof, education certificates, experience letters, previous salary slips, bank account proof and a photograph.
Consent and privacy
Candidates should see what data is being collected and why, and give clear consent before uploading. Store documents privately, never at public links, and delete replaced files.
Doing it inside your HRMS
When verification lives in the same system as onboarding, nothing is re-typed and nothing is lost between teams. Integritas HRMS builds on more than ten years of background verification experience at Integritas. Book a demo to see it.