Documents Check - Pdf Download

what are the various ways to do a check on the list of documents submitted by the new joinees?
25th July 2013 From India, Kolkata

Hi Tanushree:
There may be various ways to check the documents of the new joinees. But in our organization we practice the following way which i learnt in my initial period:
- You can have an excel sheet (hard copy & soft copy) ready with you which includes the necessary supporting docs.
- You can just tick mark in front of the docs mentioned in the list while collecting the docs from him/her.
- In this sheet you can even mentioned the remarks in front of the particular doc in case of delayed submission. (e.g. degree certificate - to be submitted in last week of july or pending till july).
- Additionally you can even mail the soft copy to the new joinee before his joining, so that he can get all the docs accordingly.
- And that sheet can be filed on the top of the joinees file along with all his docs. This would help you for the future reference also.
Hope this will help you.
Regards ,
25th July 2013 From India, Pune

(1) Intermediate Mark sheet (2) Graduate Mark sheet (3) Technical degree (4) Experience Certificate (5) Leaving certificate
25th July 2013 From India, Indore

Dear Tanushree,

The steps to be followed during the documents check are:

1.Initially, prepare the list of requisites to be submitted by the candidate ( educational certificates from 10th to graduation or post graduation ( if applicable)

Note:If the opening is for freshers then the above mentioned documents are to be checked.

If the opening is for experienced then

a) Appointment letter of Previous employer.

b) Experience letter ( from when the candidate is working in that particular organization)

c) Salary slips of last 3 months or bank statement

d) Photo id proof

2.Check whether the documents submitted are as per the checklist of requisites prepared by you.

3. Check the dates of certificates,holograms of certificates,date of joining on appointment letter match with salary slips and experience letter or not, address of company, etc are same in all the linked documents are also same as per the resume of candidate or not.

4. Salary slips should contain everything in detail like TDS, BASIC, HRA , NO OF WORKING DAYS, NO OF DAYS PRESENT etc. If found anything not proper then ask the candidate for salary bank statement which cannot be produced fake in many cases.

5. For background check ask the candidate for references from the previous company. Call them and get feedback about the candidate.

6. Basically, your goal is to check whether candidate is with genuine experience and certificates or not.

I could guide you as per my knowledge.I would welcome if seniors comment and give more suggestions.

Thank you,

Mrunalini Achanta,

Asst HR ,

Consynchro SoftTech Pvt ltd.
26th July 2013 From India, Hyderabad

Dear Tanushree,
you must be maintaining their individual personal file so best way is to put HR checklist (as per your company standards) in every file.This check list will always be on the top of all the documents in the file.You can tick and if required put the remarks.Attaching here one sample of HR check list which I am using currently.
Apart from this you can maintain the same on excel.
But putting checklist in files is easy and mandatory also.
Regards
Gunjan
26th July 2013 From India, Delhi

Attached Files (Download Requires Membership)

HR Checklist.pdf (69.2 KB, 530 views)

Hi Tanushree,

According to me the following procedure will help you verifying the new entrants at the time of joining.

1. Letter of offer/Appointment.

2. Attested copies of Educational and Technical qualification (submitted at the time of applying for the post).

3. Attested copy of Caste Certificate (if appointed under Reservation Category) - Better would be if the caste is mentioned at the time of offer, so that it would be better at the time of scrutiny to call for the Caste certificate.

4. Experience certificate, required, if any.

5. Bond of Surety (if applicable)

6. Attestation Form (for verification of antecedents by Police).

7. Declaration of non-employment on the date of accepting appointment in new post.

8. Release Order/NOC from previous employer (especially if employed with Central/State Govt. or PSU).

9. Attested Photographs (in required no.)

10. If he is being appointed in the capacity of an executive - a declaration of marital status, moveable / immoveable property.

11. Nominations for Gratuity, Provident Fund etc.

Hope this would make a complete check list.

Suggestions Welcome.

Best wishes.
26th July 2013 From India, Jabalpur

It is very much important to keep in mind that the serious checking should made in respect of the SPELLING OF NAME,FATHER'S / HUSBAND NAME,DATE OF BIRTH - whether it related exactly as per certificate of school final. As the issues are possibly arising later, the care that too extra care should be taken in the above matters.
27th July 2013 From India, Madras

Dear Tanushree,
In addition to what our colleagues have share I wish to state that we come across candidates who furnish a course completion certificate in respect of Diploma or Degree. A course completion certificate necessarily does not mean that the candidate has completed his Diploma or Degree. Hence, insist on a Convocation Certificate original and verify it.
Regards
M.V.Kannan
27th July 2013 From India, Madras