What do employers check during a background check?
Most employer background checks verify employment history (dates and titles at previous jobs), criminal record (typically 7 years in most US states), education credentials, and sometimes credit history for financial roles. Professional license verification and drug screening are included for relevant roles. Discrepancies between your resume and verified records are the most common reason background checks cause offer rescissions.
Background checks and reference calls are the final stages of the hiring process before an offer becomes official. Candidates often treat these as administrative formalities, but they regularly produce surprises that delay or derail offers. Understanding what is checked, how to prepare, and how to manage reference relationships proactively prevents avoidable problems at the most critical stage of the hiring process.
What Background Checks Include
Employment Verification
The employer contacts your previous employers (or a third-party verification service) to confirm:
- Your employment dates
- Your job title at each position
- Sometimes your reason for leaving (policies vary)
Critical point: If your resume states you were a "Senior Engineer" at a company but your employer of record shows "Engineer II," this discrepancy will be flagged. Use the exact job titles that appear in official records, not informal working titles.
Education Verification
Degrees and certifications you claim are verified with the institution. If you claim a degree you did not complete, this is easily detected and universally disqualifying.
Criminal Background Check
Most employers run criminal checks covering seven to ten years in jurisdictions where permitted. Specific convictions that are disqualifying depend on the role and company policy. Minor violations and very old records may not affect outcomes.
If you have a record, disclosure requirements and impact vary by jurisdiction and company. Research the applicable laws and consult a career counselor or attorney if needed.
Credit Check (Role-Dependent)
Credit checks are common for roles involving financial responsibility, access to financial data, or handling significant assets. They are not standard for most technology roles unless you are accessing financial systems or have significant fiduciary responsibility.
Professional License Verification
If your role requires a professional license (legal, medical, engineering, financial), the license will be verified with the issuing body.
How to Prepare for a Background Check
Audit Your Resume
Before the offer stage, verify that every date, title, and educational credential on your resume is exactly accurate and will be confirmed by the source. Even unintentional inaccuracies create problems.
| Common Discrepancy | Impact | Prevention |
|---|---|---|
| Employment dates off by months | Yellow flag, often explained | Use month/year, verify against pay stubs |
| Job title differs from official record | Red flag requiring explanation | Use official titles or note both |
| Degree not completed but implied | Disqualifying | State accurately (attended vs. graduated) |
| Gap in employment history | Requires explanation | Be prepared to explain accurately |
Prepare to Explain Gaps
Employment gaps are not automatically disqualifying but they do require an explanation. Common legitimate explanations include:
- Caregiving responsibilities
- Health issues (you are not required to disclose specifics)
- Personal development or education
- Layoff during economic downturn
- Job search (especially in competitive markets)
Be straightforward and brief. "I took eight months off to care for a family member" is sufficient.
The Reference Process
Selecting Your References
Most employers request three professional references. Ideal references are:
- A former direct manager who can speak to your performance
- A former peer or collaborator who worked closely with you
- A former report, mentor, or cross-functional partner
Avoid references who are:
- Only personal contacts (family, friends)
- From roles more than ten years ago
- People you had a difficult professional relationship with
- Anyone who might be asked to verify claims you have not verified yourself
Preparing Your References
Contact your references before you provide their information to an employer. This is both professional courtesy and strategic preparation.
Tell them:
- What role you are applying for
- What the company does
- What you would like them to emphasize (specific competencies or accomplishments relevant to the role)
- To expect a call or email
Ask them:
- Whether they are comfortable serving as a reference
- Whether their contact information is current
A surprised reference who is asked questions they are unprepared for gives a weaker recommendation than a prepared one.
"I have had reference calls where the reference clearly did not know the candidate was applying for a role at this company, did not know what I was going to ask about, and struggled to recall specific examples. That weakens the recommendation significantly, even when the person clearly thinks well of the candidate. Preparation matters." — Hiring Manager, discussing reference calls
What References Are Asked
Most reference calls focus on:
- How long and in what capacity you worked together
- Your key strengths and areas of contribution
- Your working style and interpersonal effectiveness
- How you handled challenge or adversity
- Whether they would hire you again
Frequently Asked Questions
Can a former employer say negative things about you during a reference check? Yes, within limits. Many employers have policies limiting reference responses to dates of employment and job title to avoid defamation liability. However, references you provide can legally share honest assessments. References contacted through back-channel checks (direct calls to people not on your list) operate outside your control entirely.
What if a background check reveals something accurate but potentially problematic? Be proactive. If you know a background check will reveal something that requires explanation — a short tenure, a termination, an old conviction — address it with the recruiter before the check runs. Letting the surprise emerge during the check is worse than proactive transparency.
Are you required to provide references before receiving an offer? No. It is professional and acceptable to ask to receive the formal offer letter before you provide references. This protects your references from being contacted at companies where you ultimately do not receive or accept an offer.
References
- Equal Employment Opportunity Commission. (2012). Enforcement Guidance on the Consideration of Arrest and Conviction Records in Employment Decisions Under Title VII. EEOC.
- Society for Human Resource Management. (2022). Background Checking: The Use of Criminal Records in Hiring Decisions. SHRM.
- Schmitt, N., & Kim, B. H. (2007). Selection decision making. In S. Rogelberg (Ed.), Encyclopedia of Industrial and Organizational Psychology. Sage.
- Federal Trade Commission. (2023). Using Consumer Reports: What Employers Need to Know. FTC.
- National Conference of State Legislatures. (2023). State Laws on Employer Use of Criminal History. NCSL.