Background Verification and Drug Test Policy

Lay the process, communication and management of background verification and drug test policy while hiring employees.

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Background Verification and Drug Test Policy-undefined

The company is committed to creating an honest, safe and healthy work environment for its employees at all its locations. In order to ensure genuine candidates are being hired, background verification is conducted to validate the accuracy of their credentials while drug tests are conducted to ensure their health and well-being are at acceptable levels.

This policy template is available for download in Word format.

With this Background Verification and Drug Test Policy template, you can:

  • Communicate explicitly to potential candidates about the need for these tests
  • Monitor the various tests being conducted, their results and action to be taken
  • Provide procedures for HR teams to follow for smooth & efficient management of the process

In just a few minutes, you will be able to create a background verification and drug test policy. This policy covers rules to be followed with respect to:

  • Compliance that needs to be performed irrespective of skills and expertise of candidates
  • Communication with the candidates on successful/unsuccessful results of the tests
  • Procedure to maintain confidentiality of such tests irrespective of the results

Background Verification and Drug Test Policy


< Company name’s > business is customer-driven, which necessitates the protection of its interests. As a part of the hiring procedure, background checks are conducted as a uniform process for every new joiner to ensure:

  • We are compliant with all applicable laws
  • We promote a safe workplace as mandated by law
  • Employees do not claim for discrimination at a later date

Scope and Applicability

< Company > ensures that employment screening policies are designed to protect the property and people, including:

  • Current employees
  • New joiners (post-offer)
  • Vendors
  • Contractors
  • Interns
  • Volunteers
  • Temporary employees

Background check need not necessarily be conducted at the point of hiring but at any point in time by the HR Department

Policy / Procedures

< Company > aims for a transparent hiring process that respects candidates’ rights, but at the same time protects its business and credibility. Hiring staff are advised to follow the following procedure for background screening:

  • Background verification of a candidate will typically cover education, address, statutory documents, previous employment (if any) and criminal and legal cases, depending on the need of the Company’s function(s).
  • A general medical test is conducted to ensure candidates have no major health issues.
  • Additionally, hiring managers and HR will decide whether a drug test is required for a particular function or position and the type of checks necessary.
  • HR to mention in the job postings that a background check (including a drug test, where necessary) is required before employment.
  • Post the shortlisting of candidates, HR to approach them for a written permission for background checks and explain the process.
  • Candidates who provide written permission for a background check only will be considered for the job opportunities.
  • Once the background check results are received, HR will discuss the next steps with the hiring managers on the onboarding process.
  • In cases where the BGV reports turn out to be negative, HR will review the same with the hiring manager to decide whether to go ahead with the hiring, depending on the contents of the report.
  • Assuming that the report renders a candidate as unhirable and does not meet the requirements of the Company, HR has to inform the candidate appropriately and formally.
  • HR to flag the candidate as unhirable in the future too by colour-coding the data <Company’s> confidentiality and data protection policies will be applied such that a person’s background information is kept strictly confidential. Hiring managers may review and approve completed Background Verification reports in certain cases.

Review and Revision

The Company reserves the right to rescind and/or amend this policy at any time.

Non-compliance and consequences

Any violation of this policy will result in strict disciplinary action, including termination of employment.

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This template is meant to provide general guidelines and should be used as a reference. This is not a legal document. greytHR will not assume any legal liability that may arise from the use of this template.
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