How do you verify a candidate's education and employment?

To verify a candidate's education and employment, get written permission, then confirm the degree with the school and the job title and dates with each former employer, comparing results with the resume. If a screening company does it, the FCRA applies, including notice, permission and adverse action steps. Treat discrepancies as questions first.

US federal rules as of 31 October 2026.

At a glance

• The FTC names work history and education among the background information employers may look for.
• Verify what matters to the job. A required license or degree deserves proof; a decade-old job may not.
• A mismatch is not proof of lying. Titles, company names and dates change.
• Apply the same checks to every finalist for the same role.

Step by step

1. Decide scope. For each role, write which credentials are required: a degree, a license, recent employers.
2. Get permission. If a screening company will do the work, give a stand-alone written notice and get written permission. If you do it yourself, still tell the candidate what you will check and get their agreement.
3. Collect details. Ask for the full name used at the school, dates attended, degree and the employer contact.
4. Verify with the source. Ask the school registrar for degree confirmation and the employer's HR for title and dates of employment. Many employers confirm only dates and title.
5. Compare. Note differences in a short log: what the resume said, what the source said.
6. Ask the candidate. Give them a chance to explain. Many gaps come from mergers, name changes or errors in records.
7. Decide consistently. Use a written rule for what counts as a material discrepancy.
8. Follow adverse action steps if the result affects your decision and came from a screening company: pre-adverse notice with a copy of the report and the summary of rights, then a final notice. See FCRA pre-adverse action.

What about licenses and certifications?

For a regulated role, check the issuing board or agency directly. Your state licensing board's site is the primary source.

What about references?

Reference calls give context that dates cannot. See reference check questions. They are separate from employment verification.

Mistakes to avoid

• Verifying only some candidates for the same role, which the EEOC says can be a problem if standards differ.
• Using social media details about protected traits in the decision. The EEOC prohibits discrimination based on race, color, religion, sex, national origin, age, disability and genetic information.
• Rejecting without telling the candidate about a screening company's report when the law requires it.

FAQ

Can a former employer refuse to verify? Yes. Some confirm only dates and title, and some have a policy of not responding.

Do I need a degree check for every job? No. Check where the credential is a real requirement.

What if the school closed? Ask the candidate for a transcript or diploma copy, and ask the school or your state education agency who holds the records now.

Sources

• FTC, Background Checks: What Employers Need to Know - https://www.ftc.gov/business-guidance/resources/background-checks-what-employers-need-know (accessed 31 October 2026)
• EEOC, Background Checks: What Employers Need to Know - https://www.eeoc.gov/laws/guidance/background-checks-what-employers-need-know (accessed 31 October 2026)
• EEOC, Prohibited Employment Policies/Practices - https://www.eeoc.gov/prohibited-employment-policies-practices (accessed 31 October 2026)

This is general information, not legal, tax or immigration advice. Rules change and your situation may differ. Consult a licensed attorney or qualified adviser.