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Last updated on 2024年8月7日

How do you communicate with candidates and references throughout the background check process?

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Background checks and references are crucial steps in the hiring process, but they can also be challenging to communicate effectively with candidates and their contacts. How do you ensure that you respect their privacy, comply with legal and ethical standards, and maintain a positive relationship throughout the process? Here are some tips to help you communicate with candidates and references throughout the background check process.

本文章的要点总结

Clarify the why:

Explaining the reasons behind background checks can foster trust. Share the risks you're mitigating and how this step fits into a fair hiring process. It's not about judging character; it's about ensuring safety and suitability for the role.
Guard personal data:

Keep candidates' information strictly confidential. Protect sensitive data by sharing it only with those who need to know for the hiring process. This respect for privacy builds trust and upholds your company’s integrity.

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1 Explain the purpose and scope

Before you initiate a background check or contact a reference, you should inform the candidate about the purpose and scope of the verification. Explain why you need to conduct a background check, what types of information you will collect and verify, and how long it will take. You should also obtain the candidate's written consent and authorization to perform the background check and contact their references. This will help you avoid any misunderstandings, legal issues, or privacy breaches.

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Travis Reiter

Owner | Affordable background checks for small biz | Co-Chair Austin Under 40 Awards
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In general, humans are much more likely to be cooperative when you explain why you are making a request. While your company likely considers the background check to not be optional, you'll build more trust if you share the reasons for the background check. This is also helpful to keep your HR team in tune with the purpose as well. I often tell our customers that background checks are not a moral litmus test to determine if someone is a "good person" or a "bad person". Background checks are an important risk mitigation tool, and if you can't articulate what risks you are screening for then you should revisit your background check policy until you are clear and confident on their purpose in your hiring process.

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Stephani Cristine

Recruiting Specialist | Bilingual Business Assistant | Effective Communicator | Mentor | Recruitment Consultant @sc.empreender
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Clearly outline the purpose of the background check and what it will entail. Inform both candidates and references about the information being verified and how it will be used in the hiring decision.

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2 Be transparent and consistent

During the background check process, you should be transparent and consistent with your communication with candidates and references. You should provide clear instructions, deadlines, and expectations to both parties. You should also update them on the status and progress of the verification, and notify them of any delays or issues that arise. You should also use the same methods and channels of communication, such as email, phone, or online platforms, to avoid confusion or inconsistency.

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Shanika Ells

Founder/Business Owner
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One thing I have found to be beneficial in achieving this, is to also take the time to understand the onboarding process and the products that are being use to conduct an efficient onboarding. For example, I could estimate a timeframe of how long it may take to get results back without knowing, but it may be harder to provide satisfaction with an inaccurate timeframe. It is important to understand the expectations the company sets first, and then to relay those expectations to candidates no matter how far they come in the interview/onboarding process.

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Stephani Cristine

Recruiting Specialist | Bilingual Business Assistant | Effective Communicator | Mentor | Recruitment Consultant @sc.empreender
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Maintain transparency about the process and provide consistent updates. Ensure that candidates and references are kept informed of any developments or changes in the background check process.

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3 Respect confidentiality and sensitivity

When you communicate with candidates and references, you should respect their confidentiality and sensitivity. You should only ask for information that is relevant, necessary, and lawful for the position and the organization. You should also protect the information that you collect and store, and only share it with authorized personnel. You should also be mindful of the potential impact of the background check on the candidate's current employment, reputation, or personal life, and avoid disclosing any details that could jeopardize their interests.

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Stephani Cristine

Recruiting Specialist | Bilingual Business Assistant | Effective Communicator | Mentor | Recruitment Consultant @sc.empreender
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Handle all information with the utmost confidentiality. Ensure that personal and sensitive data is protected and shared only with authorized individuals involved in the hiring process.

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4 Provide feedback and follow-up

After you complete the background check process, you should provide feedback and follow-up to the candidates and references. You should thank them for their cooperation and participation, and inform them of the outcome and next steps. If you decide to hire the candidate, you should send them a formal offer letter and a copy of their background check report. If you decide not to hire the candidate, you should send them a rejection letter and a copy of their background check report, along with the reasons for your decision and their rights to dispute any inaccurate or incomplete information.

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Eya Barriga

Divisional Manager at LinkedVA
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Keeping candidates informed is key! After the initial explanation, provide feedback and follow-up. This shows respect for their time and keeps them in the loop. \Let them know when you expect the background check to be completed and assure them they'll be the first to know of any results or next steps. This transparency builds trust and fosters a positive candidate experience.

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5 Handle disputes and complaints

Sometimes, you may encounter disputes or complaints from candidates or references during or after the background check process. You should handle them professionally and respectfully, and try to resolve them as soon as possible. You should listen to their concerns, acknowledge their feelings, and explain your actions and rationale. You should also follow the applicable laws and policies, and provide them with the appropriate resources and remedies.

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6 Evaluate and improve

Finally, you should evaluate and improve your communication with candidates and references throughout the background check process. You should solicit feedback from both parties, and analyze their satisfaction, engagement, and experience. You should also identify any gaps, challenges, or areas for improvement, and implement changes or enhancements to your communication strategies, tools, or practices.

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7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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Juhee Goswami

Talent Delivery Manager @ Randstad
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During the background check process in recruitment, I communicate with candidates and references in a clear and respectful manner: 1. Explain the background check process, assure privacy, and request consent to proceed. 2. Clearly outline the information needed and provide instructions for submission. 3. Introduce myself, explain the purpose of the call, ask relevant questions about the candidate, and maintain professionalism. 4. Keep candidates informed about the progress of the background check, reassure them of the diligence in handling their application, and address any concerns they may have. By adhering to these communication practices, recruiters can ensure transparency, trust, and efficiency in the background check process.

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How do you communicate with candidates and references throughout the background check process?

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3

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1 Explain the purpose and scope

2 Be transparent and consistent

3 Respect confidentiality and sensitivity

4 Provide feedback and follow-up

5 Handle disputes and complaints

6 Evaluate and improve

7 Here’s what else to consider

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