Recruiters: an unchecked candidate could cost you the client. 7 things to verify before you submit

When you send a candidate to a client, your name goes on that CV as much as theirs. If the client later finds the job title was inflated, the licence had lapsed or the referee was a friend, they may not blame the candidate. They may blame the agency, and the next role goes to someone else. A short, repeatable set of candidate checks before submission protects the placement, the fee and the relationship. This article gives you seven checks to run on every shortlisted candidate, a simple way to tell the client what you verified, and sample wording you can adapt.

Why agencies need their own verification step

An employer hiring directly checks a candidate once, near the offer. An agency sits in the middle: you are judged on the quality of every shortlist, not just the person who is hired. A client who interviews three of your candidates and finds problems with one may start to doubt all three.

There is also a timing issue. Many clients ask for candidates within days, and it is tempting to submit first and check later. But a problem found after the client has fallen for a candidate is far more costly than one found before you pressed send. The checks below are designed to be quick enough to run before submission, with the deeper checks (formal references, any police or medical checks the role needs) left to the stage the client agrees.

If you also hire directly for your own business, this companion piece on candidate verification for employers at each stage follows the same ideas from the employer's side.

The 7 checks to run before you submit a candidate

1. Identity: is this the person you interviewed?

Before anything else, confirm that the name on the CV, the person on your video call and the documents they provide belong together. Ask for photo ID at the registration stage and store it securely, with access limited to the people who need it. This sounds basic, but it stops the rare case where one person interviews and another turns up.

2. Employment history: titles and dates

Look at the two or three most recent roles, because those are what the client will care about. Ask for something that supports each one: a service letter, a contract, a payslip with the amounts covered, or a referee who can confirm the title and dates. Check that the company exists and trades in the field the CV describes; this guide on checking a company on a CV is real lists quick ways to do it.

3. Qualifications and licences the job requires

Only check what the client's role really needs, but check those properly. Where the issuing body runs a public register or an online verification link, use it and note the date you checked. A licence that has expired, or is limited to one state or country, is the kind of detail a client should hear from you before the interview, not after.

4. References that you sourced yourself

A referee's phone number supplied by the candidate is a starting point, not proof. Where you can, reach the referee through the company's main switchboard or a work email on the company's own domain, and ask questions that test the work rather than the person's character. Watch for the warning signs covered in signs a phone referee is not who they claim.

5. Right to work for the client's country

Record what the candidate says about their right to work, and see the documents that support it. How this is confirmed depends on the country: Australian employers can use the Visa Entitlement Verification Online (VEVO) service, and in the UK there is a government service to check a job applicant's right to work. Agree with each client who runs the formal check and when; never present a candidate as able to work if you have only taken their word for it.

6. Consent and interest in this exact role

Confirm in writing that the candidate agrees to be put forward to this client for this role, and that they have not already applied there directly or through another agency. Duplicate submissions cause ownership disputes that can sour a client relationship faster than any CV problem. Keep a dated note of the consent with the candidate's record, and handle their personal information in line with your country's privacy rules; in Australia, the Australian Privacy Principles are the starting point.

7. Gaps and inconsistencies, explained

Compare the CV with the candidate's online presence, the documents they gave you and what they said at interview. A gap of a year, a title that changed between versions of the CV or a date that does not match a service letter is not proof of dishonesty. It is a question. Ask it, write down the answer and decide whether the client needs to know.

How to run the checks in a busy week

Checks only work if they happen every time. A simple routine helps:

1. At registration, collect ID, right-to-work documents and permission to contact referees, before you start searching for roles.
2. When a candidate is shortlisted, confirm the two most recent roles and the required licences.
3. Before submission, get written consent for the specific client and check for duplicate applications.
4. With the CV, send a short submission note that separates checked facts from stated ones.
5. After the client interview, complete formal references and any further checks the client asks for.
6. After placement, keep the record for as long as your privacy policy says, then delete it securely.

Splitting the work this way means the slower checks never hold up a fast submission, and nothing is missed when the client says yes.

Telling the client what you checked

The most useful habit an agency can build is a short note that tells the client exactly how far each claim was checked. It protects you if something comes up later, and it shows the client the care behind the shortlist.

Example submission note (fictional): Priya N., maintenance electrician. Identity seen. Current role 2022 to present: supported by contract, confirmed by site supervisor reached through the company switchboard. Electrical licence: verified on the register today. Right to work: stated, client to complete the formal check at offer. Gap of eight months in 2021 explained as family care overseas. Consents to submission for this role only.

Clients rarely read long reports. Five or six lines like these, in the same order every time, are enough.

Where a verified candidate profile fits

Some candidates already hold evidence that saves you time, and a growing number keep it in one place. On Talent Tabloid, candidates request verification of each role on their own profile, and a role is confirmed by the person they nominate or through document review. Talent Tabloid does not run reference checks for an agency on its own applicants, so treat a badge as a head start on your checks, not a replacement for them.

If a candidate gives you their Talent Tabloid username, you can look them up on the public People Search page and see their verified badges, work history and video intro before you call. Talent Tabloid has no ATS integration, so the usual approach is to ask applicants for their profile link and review it on the site alongside your own records. You can read more about this on the page for recruitment agencies, and if you work with overseas candidates, this post on questions to ask before you trust a pre-screened label is worth a read. When you are ready, create an employer account.

Common mistakes agencies make

• Checking only the person who gets the offer. By then the client has already met candidates you never checked.
• Calling the number on the CV and stopping there. Source the referee's contact yourself where you can.
• Writing "fully screened" on every CV. Say what was checked; vague labels cause disputes later.
• Keeping copies of ID in shared inboxes. Store documents in one secure place with limited access.
• Treating every gap as a red flag. Ask first; illness, caring and travel are common, honest reasons.

Frequently asked questions

Should an agency verify candidates before or after the client interview?

Run the quick checks (identity, recent roles, required licences, consent) before submission, and leave formal references and any role-specific checks until the client has shown interest. Agree the split with each client.

Can I share a candidate's documents with my client?

Only with the candidate's consent and only what the client needs. Often a submission note that says what you checked is enough, without sending copies of ID or payslips.

What if a referee will only confirm dates?

Record that the dates were confirmed and ask the candidate for another referee or a document that supports the duties, such as a service letter.

Is a verification badge on a candidate's profile enough for my client?

It is useful evidence, but check what it covers and how it was confirmed, then add your own checks for anything the role depends on.