In an era where workplace safety, compliance, and trust are vital, police verification for employees has become a key component of responsible hiring. Whether you’re onboarding domestic staff, blue-collar workers, or even corporate professionals in sensitive roles, requesting a police verification is a smart move, both legally and operationally. In this blog, how to write a police verification letter and why police verification matters, when it’s necessary. You can also check a sample for a professional letter format that you can customize for your employees.
Verifications
Table of Contents
Why Do Employers Need Police Verification for Employees?
While private companies commonly use background verification agencies, a police verification letter is still widely used, especially when hiring domestic help, drivers, delivery staff, or security personnel. Police verification helps organizations in the following ways:
- Ensure the authenticity of employee background.
- Mitigate risks related to criminal behavior or fraud.
- Maintain a safe workplace environment for all employees.
- Comply with regulatory or government mandates, especially in sectors like BFSI, logistics, security, and education.
Check Here: Moonlighting Verification
When is a Police Verification Letter Required?
Some common use cases include:
- Hiring housekeepers, drivers, or household staff.
- Employing delivery agents, warehouse staff, or gig workers.
- Onboarding candidates for roles involving cash handling, confidential data, or public interaction.
- Working with government clients where employee verification is mandatory.
Check Here: Criminal Record Check
Police Verification Letter Format (for Employers)
Below is a professional sample format that companies or individuals can submit to the local police station:
| [Your Company Letterhead] To, The Officer In-Charge [Name of Police Station] [Full Address] [City, State, PIN Code] Date: [DD/MM/YYYY] Subject: Request for Police Verification of Employee – [Employee Full Name] Respected Sir/Madam, We, [Company Name], located at [Company Address], are in the process of hiring the following individual as part of our organization. As part of our background verification protocol and commitment to workplace safety, we kindly request you to conduct a police verification for the said individual. Employee Details: Full Name: [Employee Name] Father’s Name: [Father’s Name] Date of Birth: [DD/MM/YYYY] Permanent Address: [Full Address] Current Address: [If different from permanent address] Contact Number: [Mobile Number] Aadhaar Number / ID Proof: [Optional – Mention Type and Last 4 Digits] We would appreciate it if your department could assist us in verifying whether any criminal case or legal record exists in the name of the above-mentioned person. We are enclosing a self-attested copy of the employee’s identity proof along with passport-size photographs for your reference. Thank you in advance for your cooperation. Warm regards, [Your Full Name] [Your Designation] [Company Name] [Phone Number] [Email Address] [Company Stamp and Signature] |
Best Practices for Employers Submitting a Police Verification Letter
Check some of the best practices for employers submitting a police verification below:
- Always take written consent from the employee before initiating any verification.
- Attach copies of ID proof (Aadhaar, Passport, Voter ID).
- Submit the letter to the local police station of the employee’s residence.
- Retain a stamped acknowledgment copy for your records.
- In high-risk roles, consider combining this with a professional background verification service.
How Gigin’s Verifyin Can Help?
If you’re a company scaling fast or hiring at volume, relying solely on police verification letters can be slow and inconsistent. Verifyin by Gigin provides AI-powered police verification services with full efficiency. From gig workers to corporate professionals, we help you hire with confidence, without the paperwork delays. Check the process below:
- AI-powered background checks, including criminal, court, and address verification.
- Seamless API integration with HRMS systems.
- Faster turnaround with PAN-India coverage.
- Legally compliant workflows with secure data handling.
While police verification letters remain a useful tool, modern organizations must think bigger. Blending manual checks with digital verification services like Verifyin not only saves time but significantly improves your risk management strategy.
Verifications
Why is police verification required for employees?
Police verification helps employers ensure that a candidate has no criminal history and is safe to be hired. It plays a crucial role in building a secure and trustworthy workplace.
Who conducts the police verification?
The verification is carried out by the local police station that has jurisdiction over the employee’s address. Employers must send a formal request, and the authorities handle the background check.
What documents are needed for employee police verification?
Typically, a request letter from the employer, the employee’s ID proof, passport-size photos, and proof of address are required to initiate the process.
How long does the police verification process take?
The duration can vary but usually takes between one to three weeks depending on the location and responsiveness of the local police department.
Can the police verification be done online?
Some states in India offer online portals for police verification, but physical verification might still be necessary. Alternatively, platforms like Verifyin by Gigin.ai simplify and speed up the process.
Ensure trust and compliance in every hire with Verifyin by Gigin.ai, your one-stop solution for fast, accurate, and AI-driven background verification. Click here to know more.
