Vetting process

What is the vetting process?

A vetting process is the series of checks employers carry out before hiring someone to verify the information they've provided and assess whether they're suitable for the role. Depending on the job, this may include confirming identity, right to work, employment history, qualifications, reference checks, and other pre-employment vetting requirements.

Why do employers use the vetting process?

Nearly one in five (18%) people in the UK admitted to lying on a CV or job application, or knew someone who had, in the previous 12 months, according to Cifas' Fraud Behaviours Survey.

That's why employment vetting has become a routine part of the hiring process. Before making an offer, employers use it to verify key information and reduce unnecessary hiring risks.

A recruitment vetting process can help to:

• Confirm a candidate's identity, qualifications, and employment history

• Carry out reference checks and employee background checks where needed

• Verify the candidate's legal right to work in the UK

• Meet industry or regulatory compliance requirements

• Reduce the risk of fraud, misrepresentation, and costly hiring mistakes

What does a typical vetting process include?

The exact checks depend on the role and industry, but most employers follow a similar pre-employment vetting process. Some positions, particularly in finance, healthcare, or education, may require additional background screening.

A typical employee vetting process includes:

• Identity verification

• Right to work checks

• Employment history verification

• Qualification and professional licence checks

• Reference checks from previous employers

• Criminal record checks (where legally required)

• Credit checks for certain financial roles

• Any role-specific compliance or security checks

When should businesses carry out candidate vetting?

The best time to carry out candidate vetting is after you've selected your preferred candidate but before they start work. Most employers make the job offer conditional on successfully completing the required checks.

This stage typically includes:

• Identity verification

• Right to work checks

• Reference checks

• Employment and qualification verification

• Any role-specific background screening

Example of a vetting process in practice

Scenario: A marketing agency is hiring a Finance Assistant.

The vetting process looks like this:

1. The candidate accepts a conditional job offer.

2. The employer verifies their identity and right to work.

3. Previous employment and qualifications are checked.

4. Two references are requested from former employers.

5. A credit check is carried out because the role involves handling company finances.

6. All checks are successfully completed, so the candidate receives a confirmed start date.

Vetting process vs screening

Although they're closely linked, screening and vetting happen at different points in recruitment. Screening helps employers identify the strongest applicants, while the vetting process begins once a preferred candidate has been selected and focuses on verifying the information they've provided.

Common mistakes businesses make during vetting

Even with a structured hiring process, vetting mistakes can lead to poor hiring decisions or compliance issues. Common pitfalls include:

• Skipping reference or right to work checks to speed up recruitment

• Applying different vetting standards for similar roles

• Failing to obtain the candidate's consent where required

• Carrying out unnecessary or irrelevant background checks

• Not keeping clear records of completed checks

How long does a vetting process typically take?

The timeframe depends on the role, the checks required, and how quickly information can be verified. Typical timescales can look like this:

• A few days: Identity, right to work, and reference checks

• One to two weeks: Employment history and qualification verification

• Several weeks: Criminal record, financial or security checks, particularly where third-party organisations are involved

What does the vetting process look like for remote teams?

The core checks are much the same, but remote hiring often requires extra care when verifying identity, qualifications, employment history and legal compliance across different countries.  

Employers also need to consider local employment laws, contracts, payroll, tax obligations, and onboarding.

If you're hiring remote talent through Black Piano, the entire process is handled for you. From sourcing top talent and carrying out employment vetting to managing compliance, contracts, payroll and onboarding, every step is taken care of. That means you can hire skilled professionals with confidence, without the administrative burden or complexity of international hiring. Learn more about our services.