How to Interpret Pre-Employment Checks Result

You interviewed a candidate, found the perfect match, checked out references, and are ready to make the decision and send out the joining letter. But wait! Did you check out the background check results lying in your inbox?

Interpreting the pre employment check result correctly is as important as conducting the checks. It isn’t just a formality, but an essential step to protect your organisation from any harmful risk while maintaining a balance between risk, fairness, and opportunity.

The way you interpret and evaluate the results can make or break your hiring process, whether you're conducting a UK pre-employment screening, a global background check, or simply using background checkers to support your hiring.

So how do you handle it with care, fairness, and compliance?

Let’s break it down.

Securing Background Check Results

Before we move to interpreting the results, it is important to know how you should handle the result safely. Pre employment check results may contain various sensitive and personal information about the candidate, and if not handled properly it may land you into legal trouble.

Here’s how you can stay compliant:

• Only collect necessary information: You should always request only the information required for the role. Requesting for unnecessary information may violate data protection laws.
• Store the information securely: When storing the data, always use encrypted systems and allow access to only limited personnel. Only download it onto a password-protected device.
• Avoid data breaches at all costs: Regularly audit your data storage practices, train your staff, and ensure that your background check process complies with UK GDPR and relevant data protection laws.

Red Flags in Background Check Report- What to Do Next?

Pre employment check reports cannot always be clean as expected. There might be several red flags, like an unexplained employment gap or a criminal record. But does that mean that you should pull down the offer and let your ideal candidate slip away? Well, not really.

Here’s a step-by-step approach you can take:

1. If there’s a red flag, question yourself:

Is the flag identified in the report a disqualifying criterion for the industry or the role?

a. If yes, do not proceed with the candidate.

b. If not, speak to the candidate for justification.

2. Speaking with the candidate

a. Give them a chance to explain.

b. Ask for clarification or documentation if needed.

c. If satisfied, move the case to a senior decision-maker if required.

3. Final decision

a. If the candidate is able to provide a proper justification for the red flags highlighted in the report, and you find it satisfactory, your concerns are resolved through it, you can hire the candidate.

b. If the candidate is not able to provide any justification, you can withdraw the offer.

Types of Red Flags and How to Handle Them

Discrepancies in Employment or Education History

This is the most common discrepancy in the employment background check report, and this happens more often than you think. There may be a mismatch between dates or a typo in university name etc. Some common discrepancies are:

• Typos or input errors
• Miscommunication between institutions
• Name changes or legal complications

What should you do:

• Ask the candidate for clarification, or to walk you through the timeline.
• Ask for supporting documents and review the explanation with a clean mindset.
• Decide based on whether the discrepancy affects job suitability.

Adverse Background Check Results

This can include criminal record, credit issues or sanctions. As these issues are more sensitive, it must be handled with care and professionalism.

Here’s how you can handle it:

• Set up a confidential meeting or call with the candidate to discuss findings in the report.
• Try to listen carefully and pen down the necessary points.
• Evaluate the discussion and observe, if for example, the offence found and highlighted in the background check result is a minor one from a long while ago, or if it is something recent.
• Now check for the industry specific rule. For example, a financial services company in the UK must adhere to strict UK pre employment screening regulations.

How to Talk to Candidates With Red Flags

Background checks are not just paperwork, it’s also about the people behind. And if something concerning pops up, remember about those people who have the expectations to get hired for their dream job and work for the organisation.

Here’s how to keep the process professional and compassionate:

• Be transparent: Let the candidate be aware about any red flag u have found in the report and everything you want to discuss with them.
• Stay empathetic: Avoid sounding accusatory. Start with curiosity, not judgment.
• Create a safe space: Let them share their side without feeling cornered.
• Allow appeals: If the candidate can provide additional information or documentation, give them a fair chance to prove themselves right for the job.

Making a Fair and Smart Hiring Decision

Hiring decisions should not be merely made on the reports of pre employment screening or global background checks. A full spectrum of data points should be taken into account, including interview performance, technical assessments, and cultural fit.

Here’s what you should observe when reviewing flagged results:

• Has the candidate shown any personal growth or rehabilitation over time?
• Do they take responsibility for past actions?
• Is there evidence of commitment to their professional development?
• Does the flag truly impact their ability to do the job?

Remember: Background checks are not meant to eliminate people, but to help you make an informed and fair decision.

Building a Transparent and Unbiased Pre Employment Screening Process

Your pre employment screening process should be transparent and bias free. To ensure this and build trust and ensure a fair hiring process remember these points:

• Your pre employment screening process should be consistent across roles and departments.
• It should be well-documented, with clear criteria for what is and isn’t disqualifying.
• It should be free from unconscious bias; consider blind reviews where possible.

Best Practices for Interpreting Background Check Results

• Standardise your employment background check process across all roles.
• Document decisions and the reasoning behind them.
• Use reputable background checkers and verify results.
• Train your HR and hiring teams on fair evaluation methods.
• Stay compliant with employment law and privacy regulations.

A Smarter Way to Hire Right with Background Checks

Conducting background checks adds an extra layer of security and safety to your hiring process, but interpreting those results require a blend of good judgment, empathy and process.

Always interpret the results keeping in mind about the candidate behind that report. Approach the process with professionalism and compassion, and your hires will thank you for it.

Need any help with pre-employment screening?

At Complygate, we make your hiring more secure with our simple, secure, and reliable background checks solution. Click here to talk with our expert team today!