The hiring process is meticulous. There’s plenty to consider before bringing a new employee into the fold. That’s why background checks are crucial. They verify an applicant’s credentials, employment history, and overall suitability for the role. But what happens when the information on a CV doesn’t quite match the background check results?
Discrepancies can range from minor inconsistencies, like slight date mismatches, to more serious concerns, like falsified qualifications. Not all discrepancies indicate dishonesty. But, they do raise important questions that employers must address carefully and fairly. We look at how to handle background check discrepancies professionally. Our best practices for resolving these issues will help you make informed hiring decisions with confidence.
Contextualising Discrepancies Background Checks
Let’s quickly set the scene. Part of knowing how to handle background check discrepancies is understanding where they come from and how to identify them. Discrepancies can take various forms, including:
- Employment history inconsistencies
- Educational qualification discrepancies
- Address history inconsistencies
- Professional licence or certification discrepancies
- Credit history discrepancies (for roles involving financial responsibility)
How Common Are Discrepancies in Background Checks?
While exact statistics vary, it’s not uncommon for background checks to return some level of discrepancy. Many employers may find minor inconsistencies in dates or job titles. More serious discrepancies are less frequent but potentially more impactful. These include false qualifications or undisclosed criminal convictions.
What Are the Potential Causes of Discrepancies?
Sometimes, it’s a simple clerical error or a misunderstanding about what to include. Other times, outdated records, false information, or even identity mix-ups can be the cause. Companies also report things differently, which can create confusion. Not every discrepancy is a reason to panic, but it’s important to handle them carefully to make fair and informed hiring decisions.
How Can Employers Identify Discrepancies?
Employers can spot discrepancies by comparing the background check report with the candidate’s details. Inconsistencies in dates, job titles, or qualifications may signal an issue. Note employment or education history gaps or financial concerns. Cross-checking information from multiple sources to confirm accuracy.
What Steps Should Employers Take When They Find Discrepancies?
While situations may differ, there are stock steps employers can take when they come across discrepancies:
- Review the discrepancy carefully
- Determine the nature and severity of the discrepancy
- Consider the relevance of the discrepancy to the role in question
- Inform the candidate about the discrepancy
- Provide the candidate with a copy of the background check report
- Allow the candidate an opportunity to explain or provide additional information
- Conduct further investigation if necessary
- Make a fair and informed decision based on all available information
Let’s look at some of these steps in more detail.
Factors Employers Must Consider When Evaluating Discrepancies
Not all discrepancies are deal-breakers, so looking at the bigger picture is important. Consider how relevant the issue is to the role and whether it’s a minor mistake or something more serious. A candidate’s explanation and any supporting evidence can provide valuable context.
Employers should also weigh the potential risks to the business. A strong overall application might outweigh a small discrepancy. However, major red flags should be handled carefully to protect the organisation.
Communicating Discrepancies to Candidates
Discuss discrepancies with a candidate clearly and openly. Explain the issue in detail, provide a copy of the background check report, and outline how it could affect the hiring decision. A professional and non-accusatory approach helps create a fair and constructive conversation.
Candidates should also get a chance to respond. Employers should explain the steps candidates can take to clarify or resolve the issue and set a reasonable deadline for their response. This ensures a balanced process that respects the candidate and the organisation’s hiring standards.
Candidate Rights Regarding Background Checks
Note that candidates have several rights regarding background checks under UK law. Employers must adhere to these:
- The right to be informed that a background check will be conducted
- The right to provide consent for the background check
- The right to receive a copy of the background check report
- The right to dispute any inaccurate information
- The right to provide additional context or explanation for discrepancies
- The right to be treated fairly and without discrimination
Letting Candidates Address Discrepancies in Their Background Checks
Candidates should carefully review their background check report. Point out any errors or misunderstandings. Next, gather supporting documents and provide a written explanation to clarify the issue. Honesty and transparency go a long way in maintaining trust with a potential employer.
If the discrepancy is due to an error in the report, candidates can request corrections from the background check provider. For more serious concerns, seeking legal advice may be a good option. Taking a proactive approach shows professionalism and a willingness to resolve any issues.
Making Fair Hiring Decisions When Discrepancies Are Present
Employers should have clear and consistent policies in place to address discrepancies. However, each case is unique, so consider all relevant factors before deciding. Seeking advice from HR professionals or legal experts can help ensure the process is fair and compliant with the law.
It’s also crucial to document every step of the decision-making process. This supports the hiring decision but helps maintain regulatory compliance. By balancing the protection of the organisation with fairness to the candidate, employers can ensure a responsible and ethical approach to hiring.
What Are the Potential Consequences of Ignoring Background Check Discrepancies?
Ignoring background check discrepancies can have serious consequences. Hiring the wrong candidate can put the organisation at risk, lead to legal issues, and damage its reputation. It can also affect team morale, reduce employee trust, and increase turnover and recruitment costs. Addressing discrepancies properly helps maintain a strong and reliable workforce.
How Can Employers Improve Their Processes to Minimise Discrepancies?
Use reputable background check providers and clearly communicate expectations to candidates. Giving detailed instructions on how to complete application forms can help reduce errors. Consider conducting preliminary checks before full screenings to catch issues early on.
It’s also important to regularly review and update background check procedures to stay current. Finally, make sure hiring managers can properly interpret results.
How Can Advanced Vetting Help?
Advanced Vetting is a specialist in pre-employment screening. We’re dedicated to helping businesses hire candidates with integrity and trustworthiness. Our comprehensive services include identity verification and credit assessments. With global coverage, we also excel in screening candidates with international backgrounds. You can make confident hiring decisions no matter where candidates are from.
Navigating Discrepancies in Background Checks with Confidence
Handling discrepancies in background checks is an important part of the recruitment process. Employers can effectively address these challenges by following best practices, communicating openly with candidates, and making fair, informed decisions. The goal is not only identifying discrepancies. Employers must also understand their context and relevance to make the best hiring choices.
Contact us today for expert support in managing background checks and resolving vetting issues. Our team can help you implement a thorough and fair screening process.
Additional sources:
https://www.gov.uk/employers-checks-job-applicants
