Remote hiring has transformed how companies build teams. According to PwC’s Global Workforce Hopes and Fears Survey 2023, nearly 60% of employers now hire talent outside their home country. The opportunity is enormous, but so is the responsibility, because when teams are built remotely, trust becomes the new foundation for success.
Without in-person interactions, verifying a candidate’s background is more than a formality. A report by the Society for Human Resource Management (SHRM) found that 36% of employers have discovered false information on résumés or job applications. This risk increases when hiring across borders, where it is harder to confirm details in person.
Background checks solve this problem by adding transparency and security to the hiring process. They help you verify information, ensure compliance, and build a reliable foundation of trust from the very start.
In this guide, we will walk through nine essential steps to conduct background checks for remote employees. Each step is designed to help you hire with confidence, accuracy, and fairness, no matter where your candidates are located.
How to Conduct Background Checks for Remote Employees: 9 Essential Steps
Enforce a Standard Employee Background Check Policy
Before you begin verifying candidates, establish a clear and consistent background check policy. This sets the foundation for a fair and transparent process.
Your policy should outline what types of checks will be conducted, who is responsible for them, and how the collected data will be handled. It should also specify the scope of verification, such as identity, education, employment history, or criminal records.
For remote teams that operate across borders, make sure the policy complies with local laws in each country where you hire. Regulations like the GDPR in Europe or the FCRA in the United States define strict rules on how candidate data must be collected and stored.
Once the policy is in place, share it with all hiring managers and recruiters. A standardized approach ensures every candidate is evaluated fairly and that the process remains consistent, regardless of location.
Collect Candidate Information and Documents
Once your background check policy is in place, the next step is to gather the right information from your candidates. For remote employees, this stage requires a balance between thoroughness and security.
Begin by requesting essential documents such as government-issued identification, proof of address, educational certificates, and past employment details. Make sure your request is clear about which documents are required and how they will be used. Transparency builds trust and encourages prompt responses.
Always use secure, encrypted platforms for document uploads. Tools like Google Workspace, DocuSign, or verified HR portals help protect sensitive data during transmission. Avoid asking candidates to share personal details through email or unsecured channels.
Finally, double-check that your information requests align with local privacy laws. Different countries have different rules about what can be collected and verified, so adapting your process ensures compliance and protects both your organization and the candidate.
Send a Digital Consent Form
Before conducting any background check, it is essential to obtain the candidate’s written consent. This is not just a courtesy but a legal requirement in most regions. It protects both your organization and the applicant by ensuring the process is transparent and fully authorized.
Create a clear and concise digital consent form that outlines what information will be verified, how the data will be used, and who will have access to it. Avoid vague language and make sure the candidate understands each step before signing.
Use secure electronic signature tools such as DocuSign or HelloSign to make the process simple and verifiable. Digital consent forms are especially important for remote hiring, where physical documents are impractical.
Always store signed consent forms safely, as they may be required for compliance audits or legal verification. A transparent consent process sets a professional tone and builds confidence in your hiring practices.
Verify ID Documents Submitted
Once you have collected the necessary identification documents, the next step is to confirm their authenticity. In remote hiring, where in-person verification is not possible, this step is crucial for preventing identity fraud and ensuring candidate credibility.
Start by reviewing the submitted ID carefully. Check for details such as photo quality, signature consistency, and document expiration dates. Compare the information on the ID with the details provided in the candidate’s application.
To make this process more accurate, use digital identity verification tools like Onfido, Veriff, or ID.me. These platforms use image recognition and AI technology to validate IDs securely and detect any signs of tampering.
If your organization operates across multiple countries, verify that the IDs submitted are recognized and valid within the issuing region. Keeping a record of verified documents helps maintain compliance and strengthens the integrity of your hiring process.
Conduct Records Verification
After verifying identity, the next step is to validate the candidate’s professional and educational background. This stage confirms that the information provided during the hiring process is accurate and consistent.
Begin by verifying employment history. Contact previous employers to confirm job titles, duration of employment, and key responsibilities. Many organizations use background screening services that specialize in employment verification, which can be especially helpful when hiring across countries.
Next, check educational qualifications. Request transcripts or contact institutions directly to confirm degrees, certifications, or courses listed on the résumé. This step helps ensure that your new hire has the skills and credentials required for the role.
If the position requires specific certifications or licenses, validate them with the issuing authorities. For international hires, rely on trusted third-party verification providers that follow regional data protection and compliance standards.
Thorough records verification helps you hire with confidence, protecting your organization from false claims and reputational risks.
Conduct Reference Checks
Reference checks give valuable context about how a candidate performs in real work settings. While resumes and interviews reveal skills, references help you understand attitude, reliability, and communication style — qualities that matter even more in remote teams.
Reach out to at least two professional references who have directly worked with the candidate. This could include former managers, team leads, or colleagues. When contacting them, ask open-ended questions that go beyond confirming job titles. For example, inquire about how the candidate handled deadlines, feedback, and collaboration in distributed environments.
When working across time zones, email is often more practical than phone calls. Use verified company email addresses to prevent fraudulent references. Some companies also use automated reference-checking tools like RefNow or SkillSurvey for structured and unbiased results.
Thoughtful reference checks validate not only a candidate’s experience but also their ability to thrive in a remote work culture.
Track Career and Address History Gaps
Once you have verified a candidate’s work and education records, take a closer look at any gaps in their career or address history. These gaps do not always signal a problem, but they should be reviewed carefully to understand the full story.
Start by mapping out the candidate’s professional timeline. If there are unexplained breaks between roles, ask for clarification. Many candidates take time off for freelancing, personal development, or family reasons, so approach this step with curiosity rather than suspicion.
Verifying address history is equally important, especially when your organization handles sensitive data. Confirm that the addresses provided match official records or identification documents. This adds another layer of accuracy to your verification process.
By tracking both career and address gaps, you ensure consistency across all records and build a more complete picture of the candidate’s background and reliability.
Check Data and Files for GDPR and Local Law Compliance
When conducting background checks for remote employees, legal compliance is just as important as accuracy. Every piece of information you collect, store, or verify must follow the data protection and privacy laws that apply to both your company and the candidate’s location.
Start by reviewing the General Data Protection Regulation (GDPR) if you hire candidates in the European Union. It requires organizations to handle personal data responsibly, obtain clear consent, and store information securely. For U.S.-based hires, ensure compliance with the Fair Credit Reporting Act (FCRA), and for other regions, follow local labor and privacy regulations.
Limit access to sensitive information and store verified files in secure, encrypted systems. Avoid keeping unnecessary data longer than needed.
Regular compliance audits help identify risks and maintain transparency. Protecting candidate data is not just a legal duty; it strengthens your company’s reputation as a responsible and ethical employer.
Schedule Recurring Background Checks
Background verification should not be a one-time process. For long-term remote employees or contractors, periodic checks help maintain trust and compliance over time. Roles and access levels often change, and so can personal or professional circumstances.
Set a schedule for re-verification, ideally every 12 to 24 months, depending on the nature of the role. For positions that involve financial data, client communication, or system access, more frequent checks may be appropriate.
Use automated background screening tools to make recurring checks faster and more consistent. These systems can send reminders, manage consent renewals, and track updates securely.
Regular background reviews show your commitment to maintaining workplace integrity and data safety. They also help identify any new risks early, ensuring your team remains reliable and compliant as it grows.
Conclusion
Conducting background checks for remote employees is about more than compliance. It is about building confidence in every hiring decision you make. A structured process helps you verify information accurately, protect your company from risk, and create a transparent relationship with every new hire.
By following these nine steps, you can ensure that remote background checks are fair, secure, and consistent, no matter where your candidates are located. From creating a clear policy to scheduling recurring checks, each step strengthens the foundation of trust that every remote team depends on.
Remote work has made talent global, but trust still needs to be earned locally, one verified detail at a time. A thoughtful, compliant background check process turns that trust into something measurable and lasting.
Frequently Asked Questions
1. How do you verify remote employees during hiring?
Verification for remote employees is done digitally through identity checks, employment and education verification, and reference validation. Using secure platforms such as Onfido or Veriff allows employers to confirm a candidate’s identity and credentials without an in-person meeting.
2. Are background checks different for remote employees?
The core steps are similar, but the process relies more on digital verification tools and secure document sharing. Remote background checks also place greater emphasis on data privacy and international compliance laws, since candidates may live in different countries.
3. What documents are required for remote employee background checks?
Common documents include government-issued ID, proof of address, academic certificates, and employment history. Some employers may also request additional documents depending on the role, such as licenses, tax forms, or compliance certificates.
4. How long do remote background checks usually take?
The duration depends on the complexity of verification and the regions involved. Most remote background checks are completed within 3 to 10 business days, though international verifications may take longer due to data access restrictions.
5. Are employers legally required to get consent before running a background check?
Yes. Employers must obtain written consent before conducting any form of background screening. This requirement is mandatory under data protection laws like the GDPR and FCRA, which protect candidates’ personal information and privacy rights.