Preparing for a background check? Here's what you need to know

We often read pages of reviews first before investing in something expensive. Background checks for employment work in the same way. Employers conduct background checks to ensure the job seeker meets the company's requirements. These checks usually take place after the interview. It verifies your credibility and ensures you're a good fit for the workplace.

Whether you're looking for a job or completed an interview, this article aims to help you understand and prepare for an employment background check. Here's what the article will cover:

• What is a background check?
• Types of background checks
• Can a background check affect employment?
• Legal requirements for background checks
• What employers can ask about your background
• How long does a background check take?
• How to prepare for a background check
• If you're turned down for a job or promotion after a background check
• Third-party screening companies
• Conclusion
• FAQs

What is a background check? 

Employers conduct background checks during the hiring process to learn more about you. It helps them know about your education, work experiences, and workplace behaviour. The pre-employment background check verifies the following:

• identity
• residential address
• educational background
• employment history
• criminal record

You may have to provide other personal information, depending on the job. For example, for positions that involve money, employers may conduct a credit history check to assess your financial stability. For specialised roles, employers may verify your professional licence and certifications. This information helps the employer to: 

• confirm the accuracy of your documents
• recognise any conflicts or discrepancies that may arise
• make fair and informed hiring decisions

Types of background checks

Pre-employment background checks can differ depending on job responsibilities. It could involve one or several of the following:

Identity verification 

Employers perform identity verification to validate that you're who you say you are. They use the personal information you provide to verify your identity. This can include your name, date of birth, and National Registration Identity Card (NRIC). If you're a foreign national seeking employment, employers may require you to furnish your passport and work permit or employment pass number. Employers conduct these checks to align with the Personal Data Protection Commission (PDPC) guidelines. 

Education verification 

Education verification checks the authenticity of your qualifications. It also verifies the accreditation status of your institution. This helps to comply with guidelines set by the Ministry of Manpower (MOM). Employers use MOM-accredited background screening providers to verify your education details. This verification is a one-time process unless you have new qualifications to include. The process is similar for foreign nationals applying for an employment pass. 

Employment verification 

This type of background check for employers verifies your past employment. The hiring manager contacts previous HR departments to learn about your performance and track record. They might also reach out to past employers listed in your resumé. They may enquire about the following:

• name and location of the employer
• dates of employment
• the last position held
• reason for leaving
• last salary
• eligibility for rehire

Criminal records

Criminal record checks assess the risks of employing you based on your criminal history. This is because people with serious criminal charges or convictions may pose a threat to the workforce. You can apply for a Certificate of Clearance (COC) issued by the Singapore Police Force. If you're a foreign national, you require an appeal for eligibility and follow some additional steps. 

Financial records verification

Employers may do an extra credit history check if you're applying for jobs that handle customers' or organisations' financial data. This assures them of your financial responsibility. It also shows your integrity and trustworthiness when handling sensitive data. It may also include a bankruptcy check. Credit Bureau Singapore and Experian provide this information to the employers. 

Social media screening

During the pre-employment phase, some employers may conduct a background check online through social media verification. They do this to get more insights into a person's character, professionalism, and nature of interaction with others. Try to maintain a professional online persona and be wary of what you share online. 

Can a background check affect employment?

Yes, a background check can affect your job prospects since it reveals more personal details to an employer. They can also use this information to assess your suitability for the role. Employers may reject applications from job seekers upon failing their set standards. Common rejections include the following:

Inconsistencies and false information on a resumé

You risk failing background checks if employers find incorrect information on your resumé. This can include issues with your employment history, education, or qualifications. Inaccurate information related to these issues may come across as dishonesty. Should they notice this, employers may contact you about any inconsistencies and confirm whether they're clerical mistakes. 

Unsatisfactory employment history

Potential employers may conduct an employment history check. Inconsistent employment dates, job titles, and reasons for leaving show a poor work history. One of the leading reasons can be a gap in your employment history, typically for more than three months. They might ask for further information to explain these gaps. Switching jobs frequently may indicate a lack of commitment and stability. 

Poor reviews from professional references or previous employers can also be a reason for rejection. One poor reference may not sway an employer, but several unsatisfactory remarks can affect your prospects.

Pending criminal cases or past criminal records

Your job prospects may vary based on the type and severity of the offence. Be honest when you're talking to the employer about criminal records, if any. You can focus on your rehabilitation efforts and your suitability for the role. The authority usually disregards minor offences after five years. This allows people to declare they have no past criminal charges. This is subject to various conditions. 

Compromising social media activity

Employers may want to go through your social media activity in some scenarios. Situations such as the ones below may affect your job prospects:

• demeaning remarks against people online
• negative remarks or comments about the past employer 
• sharing sensitive information related to past employers 
• involvement in illegal activities such as drugs 

Other reasons that a background check can affect employment include: 

• poor credit report
• poor financial records
• failed drug screening
• poor driving records

The extent to which the records might affect a job application depends on the role. For example, a poor credit history may not help you get the job if the role involves handling finances. A poor driving record may affect jobs involving driving or transportation. 

Legal requirements for background checks

PDPA is the legal authority that decides on the standards and procedures related to background checks. Employers must adhere to the guidelines issued by PDPA. Failing to comply can lead to legal consequences for the employer. The guidelines are as follows:

• Consent: Employers must get the applicant's consent for the background check unless it's publicly available. 
• Type of data: Employers must specify the data they're collecting. This includes educational qualifications and employment records.  
• Collection method: This details the data collection method, be it digital records or reaching out to past employers. 
• Data collector: This provides identification of the employer or the third-party agency and whether they comply with the guidelines issued when conducting the background check.  
• Purpose of data collection: This indicates a clear detail of how the employer intends to use the data collected. 
• Data storage: This outlines how long the employer requires access to the data and the measures they're taking to secure it.

What employers can ask about your background?

A background check for employers doesn't mean they can access all your sensitive personal information. They can ask for documents that show the following:

• your full name and recent photo 
• your date of birth
• your address
• your educational degrees and related information
• your government-issued identity documents, such as NRIC or work permits if you're a foreign employee
• your previous employer's name and contact information
• your certificates showing work experience
• your letters of recommendation

The Tripartite Guidelines on Fair Employment Practices (TAFEP) prohibits employers from discriminating against you because of the following:

• race or ethnicity
• marital status
• religion
• political affiliations
• health records
• sexual preferences

How long does a background check take?

Background checks can take anywhere between one day and a few weeks. This varies depending on: 

• waiting for responses from various agencies or authorities 
• manual checks for specific records
• difficulty reaching out to the previous employer or referees 
• discrepancies in the provided information, causing delays 

Employers may contact you if they need you to explain any inconsistencies. Once you pass the background check, they may contact you about your application. They might also recommend the next steps of the hiring process. This process ensures that their hiring decisions are fair and sound.

How to prepare for a background check

Here are some tips to help you prepare for a background report:

• Review your digital footprint. Remove posts or engagements you prefer an employer not to see. Consider updating your account or replacing your photo with a professional one.
• Be honest throughout the job application process. Don't hide details that may arise during the background check. Instead, discuss them with the employer and explain them.
• Double-check your documents. Review your documents and make sure they contain accurate information.
• Review possible questions. Background checks are usually similar for most job seekers. Review the important questions hirers ask during a pre-employment background check.
• Contact and prepare referees. Inform the people providing your references about your application. They can then prepare to vouch for your character and work ethic.

If you're turned down for a job or promotion after a background check

Ask the employer why your background check failed if they haven't provided the reason. Then, you can check for errors such as:

• mistaken identity
• incorrect criminal records
• outdated personal information 

If you believe this is due to discriminatory or unfair hiring practices by the employer, you can file a complaint with TAFEP. 

Third-party screening companies

Third-party screening services help employers hire suitable people for vacant roles. They can conduct different types of background checks for the employer. Employers use a third-party background check company when: 

• employers are hiring employees for many roles
• the employer does not have the resources to conduct background checks themselves

MOM has specific guidelines that third-party screening companies must adhere to. This is to ensure the quality and authenticity of their services. 

Conclusion

A background check is a necessary pre-employment process that helps verify your information. It checks your identity, qualifications, and fit for a job. We hope this article equips you with the necessary steps to prepare you for a background check. Review your public social media accounts. Ensure your documents are up-to-date. Also, inform your professional referees about your application. Stay honest and be cooperative throughout the job application process. These can help you prepare for your background check and get you closer to getting hired.

FAQs

1. How long does a background check take?
   ⁠An employee background check can take one day to a few weeks, depending on the job role and position. 
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2. ⁠Are background checks a requirement for all employees?
   ⁠An employer or a third-party agency can conduct a background check without restrictions while conforming to the PDPA guidelines. The nature and extent of this verification varies based on the industry and employment type. 
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3. Why do employers choose to use third-party screening companies for background checks?
   ⁠Employers use third-party screening companies to help them hire and conduct background checks. This is especially true if the employer is looking to hire employees for multiple roles.
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4. What should employers consider when selecting a third-party screening company?
   ⁠Employers should look for a company that complies with MOM guidelines for background checks. The third-party company should also be efficient and thorough in gathering accurate information. As of December 2023, it's also mandatory for them to have provided at least three years of similar services within Singapore and globally. 
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5. What is the most common background check for employment?
   ⁠The most common background check process includes verifying education and qualifications. Then, they proceed to verify employment and check criminal records. 
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6. Do employers communicate background check results to job seekers?
   ⁠As an employer, it's important to allow the job seeker to explain their background check results. This is especially true if there are inconsistencies. Employers should discuss any inconsistencies before making a hiring decision.