Pre-Employment Background Check: A Practical Guide for Philippine Employers

What is a pre-employment background check?

A pre-employment background check is a set of verifications run on a finalist, or a shortlisted candidate, before an offer becomes unconditional. Typical goals are to confirm identity, validate the work history on the résumé, and surface risks that matter for the role.

The same idea goes by several names: background check for employment, background verification for employment, or pre-employment screening. They describe one process, so you only need one clear policy that covers them all.

Which checks should you run?

Match the checks to the role rather than running everything on everyone. A cash-handling or client-facing role warrants more than an entry-level back-office role. Smile Checks offers 16+ check types and ready-made Basic, Plus and Advanced bundles, or you can pick checks à la carte.

• Identity verification — confirms the candidate is who they say they are.
• Employment and income verification — validates employers, job titles and dates of employment.
• Reference checks — structured questionnaires sent to professional, HR or character references.
• Credential checks — confirms education and professional credentials where the role requires them.
• Risk and compliance checks — for roles with fiduciary, safety or regulatory exposure.

The pre-employment background check process, step by step

1. 1

   Decide the policy before you need it

   Write down which checks apply to which roles and at what hiring stage, so every candidate is treated consistently.

2. 2

   Get the candidate's informed consent

   Tell the candidate which checks will run and why. In Smile Checks the candidate sees exactly which checks were requested before sharing any information.

3. 3

   Send the request

   Enter the candidate's details, choose a bundle or individual checks and send. The candidate receives a secure link by email and SMS and completes everything in the browser, with no app download.

4. 4

   Track progress

   A dashboard shows each check's status, and automated reminders chase candidates and references so your team does not have to.

5. 5

   Review the report and decide

   Compare the report with the résumé and interview notes. Discuss any discrepancy with the candidate before making a decision.

Candidate consent and the Data Privacy Act

In the Philippines, background checks involve personal data, so the Data Privacy Act of 2012 (RA 10173) applies. In practice this means collecting only what the role needs, getting clear consent, protecting the data, and being transparent with the candidate.

Smile Checks is registered with the National Privacy Commission and is built around candidate-authorised data sharing. This is general information, not legal advice; have your counsel or data protection officer confirm your own policy.

Common mistakes to avoid

• Running checks only after the candidate has already resigned from their current job.
• Using one blanket package for every role regardless of risk.
• Treating a discrepancy as proof of dishonesty without giving the candidate a chance to explain it.
• Collecting more personal data than the role requires.
• Relying on manual phone calls and email chasing that slow the offer down.

How Smile Checks fits in

Smile Checks is a digital background check platform from Smile Technology Pte Ltd. HR teams can launch checks in three steps, import candidates in bulk by CSV, and connect their ATS through a REST API. You pay with credits that are shown before you commit. See the available checks, a sample report and pricing to judge fit for your hiring volume.

Frequently asked questions