What is a background check for employment?

Employee background checks are a standard part of the hiring process in the United Kingdom, aimed at protecting your business and ensuring that a new hire is qualified for the job. Background checks are typically conducted at the pre-screening phase of the recruitment process and aim to verify that the candidate is who they claim to be in their application.

These checks can vary in scope but typically include checking for prior records and contacting previous employers to confirm employment history. By validating the honesty of the candidate, background checks play an important role in ensuring the safety of your workforce and safeguarding your company’s reputation.

Related: How Indeed can support a digital recruitment process

Types of background checks for employers

UK employment background checks usually comprise several key elements, including a prior record check regulated by law. Below is an overview of the most essential components:

• Prior record checks: This type of check looks into the prior record of a candidate, which may be particularly relevant for positions in teaching or social work. Employers typically refer to current gov.uk guidance (for example, information about spent and unspent convictions) when considering what applies to their role. 
• Right-to-work checks: This process is essential for all new hires to ensure that the applicant has the right to work in the UK. Right-to-work checks are guided by Home Office documentation; employers usually refer to current gov.uk guidance for the latest requirements.
• DVLA checks: For driving roles, many employers verify driving entitlement (for example, via DVLA) to assess role suitability and safety. Confirm any role‑specific legal requirements using current gov.uk guidance. 
• Education and employment background checks: This check is designed to validate the qualifications and work history of a candidate. It includes contacting previous employment references.
• Social media screening: This is used by some businesses to gauge the candidate’s behaviours and values. By screening the applicant’s social media, the organisation can ensure a candidate’s alignment with corporate values and culture. Read more about social media recruiting to fully use this practice.
• Health checks: Health checks: Some roles may involve job‑related health assessments where appropriate and consistent with applicable guidance and data‑protection requirements.

Why background checks matter

Employees are a fundamental asset to any business, and it’s important that they contribute positively to your culture without posing risks. Background checks offer several vital benefits:

• Prevention of fraud: Background checks verify the details on a candidate’s CV, including their qualifications and employment history. This ensures that you hire individuals who are suitably qualified and experienced.
• Trust in employees: By confirming that candidates are truthful about their credentials and history, background checks help increase trust in your new staff, ensuring that you employ the right people for the job.
• Legal compliance and data security: Businesses must ensure compliance with employment laws, particularly concerning the right to work. Moreover, organisations bear responsibility for protecting the personal data of their customers and employees. Screening candidates helps implement safeguards against data theft, ensuring that sensitive information remains secure.

Related: Data protection and HR GDPR for employers

How to conduct a background check for employment

Conducting a background check involves several steps, depending on the role for which the applicant is being considered. For certain roles, employers may need to request a DBS check. Organisations usually refer to gov.uk guidance to understand which level, if any, applies.

Below are some essential steps for conducting a background check:

1. Define the scope of the check

Prior to starting, clearly define the purpose and scope of the background check. For example, identify if there are any mandatory qualifications for the role.

2. Obtain candidate consent

Inform candidates about any background checks and ensure you have an appropriate lawful basis and authorisation under applicable data‑protection rules (for example, transparency, purpose limitation, and a valid lawful basis).

3. Collect data from reliable sources

Use only reliable sources for collecting data, such as official records, professional databases and verified contacts, to ensure accuracy.

4. Validate the identity

Cross-reference different forms of identification to verify the candidate’s identity. This step is important as it validates the accuracy of personal data.

5. Check the applicant’s prior record

Some employers look at available gov.uk information or other official sources when considering role-appropriate checks.

6. Confirm employment history and qualifications

Part of the data collected relates to the applicant’s employment history and qualifications. Many employers choose to contact educational institutions or previous employers to confirm information. 

7. Ensure your compliance

Organisations typically align their processes with their internal policies and current official guidance. Regularly update your procedures to reflect changes in these laws and remain compliant with your HR processes.

8. Maintain confidentiality

Only authorised personnel should have access to a candidate’s background information. Employers usually maintain internal processes to manage information appropriately.

9. Communicate your findings clearly

After completing all the steps, communicate the results with transparency and address any potential concerns. Candidates have the right to access the information collected about them.

These steps can be lengthy and may be outsourced to a specialised provider like a sterling background check or reputable pre-employment screening service. 

FAQ on background checks

If you still have questions about background checks, check the frequently asked questions answered below:

Are businesses required to conduct background checks on their new hire?

Requirements vary by role and sector. Employers typically determine appropriate checks (for example, right‑to‑work checks, and DBS for certain regulated roles) based on job duties and current official guidance

When it comes to contractors, is it legal to run pre-employment screening checks?

Yes, it is legal and common practice to run screening checks on contractors, although these checks may not be as extensive as those conducted for full-time employees.

When should the background check take place?

Background checks can be conducted before sending an official employment contract or during the onboarding of the employee.

Is an Applicant Tracking System (ATS) worthwhile and how does it help?

An ATS is an automated platform that facilitates the recruitment process. Integrating background checks into this automated process increases both efficiency and accuracy.

Background checks are an important part of the recruitment process, ensuring that your prospective employees are truthful and well suited for their roles. By verifying candidate backgrounds, these checks not only reduce risks to your employees, customers and anyone under your care but also protect your business’s reputation. Implementing thorough background checks helps you assess each candidate’s suitability and integrity, protecting your organisation’s interests and maintaining a safe work environment.

Related: Hire quality candidates faster with ATS integrations