Employment Verification Services
Source-direct employment verification, conducted by people who don't quit after three attempts. Trusted by employers since 1979.
Employment verification is only useful when the verification actually happens. DDS conducts employment verification by going directly to the source — the past employer or, where the employer has designated one, an authorized third-party records administrator. When a source is hard to reach, our verification team doesn’t close out the case after three failed attempts the way most providers do. We investigate further until we have a real answer.
Source-Direct Employment Verification
Trusted Since 1979
What Is Employment Verification?
Employment verification is the process of confirming the dates, position, and other details of a candidate’s past employment by contacting the source that holds those records — typically the past employer’s HR or verifications department, or an authorized third-party employment records administrator.
For employers, verification matters because resume misrepresentation is more common than most people realize. Inflated job titles, exaggerated tenure, employers that never existed, and gaps disguised as continuous employment all show up regularly in pre-employment screening. A reliable verification process catches these discrepancies before they become hiring decisions.
The challenge isn’t running the verification — it’s getting an actual answer. Past employers don’t always respond to verification requests promptly, especially when the candidate worked there years ago, when the employer has been acquired or dissolved, or when the original HR contact has moved on. Most background screening companies close out unresponsive cases after three failed contact attempts. DDS does not.
How DDS Conducts Employment Verification
DDS always obtains verification information directly from the source. In practice, that means one of two channels:
Direct contact with the past employer. A trained DDS researcher contacts the employer’s HR or designated verifications contact by phone, email, or fax — whichever the employer has designated as the proper method for verification requests. Confirmed information typically includes dates of employment, position held, eligibility for rehire, and reason for separation.
Authorized third-party employment records administrator. Many large employers — particularly enterprises with high HR-record volume — have outsourced their employment records to a third-party data storage company hired specifically to hold and disseminate employment verification information. When the past employer has designated such a third party as the system of record, DDS contacts that third party as the authorized source. These third-party administrators typically charge an access fee to release verification information; DDS passes that fee through to the client as an itemized surcharge with the client’s permission before incurring it.
In both cases, the verification comes from the source the employer has officially designated as the authoritative record-holder — not from an aggregated database that may be out of date.
The "No Excuses" Employment Verification Protocol
The standard industry protocol for verification process is: contact the employer three times, and if no response, close the case and report “unable to verify.” This protocol exists to keep turnaround within three days, not because three attempts is sufficient to actually verify employment.
DDS does not participate in that protocol.
Instead, our verification process continues until we have a real answer. If an employer cannot be reached through standard methods within a reasonable timeframe, our researchers investigate further:
– We confirm the employer’s current operating location, including contacting the building management company where applicable
– We check the relevant State Department of State to confirm whether the employer’s company is still legally in business
– Where the employer has been acquired, merged, or dissolved, we identify the successor entity or records custodian
– Where records have been transferred to a third-party administrator, we obtain the client’s permission to pay the access fee and retrieve the records through the proper channel
The result: our reports tell the client why a source could or could not be reached — never a generic “unable to verify.” If the employer is out of business, we say so. If the records were transferred, we identify the new custodian. If a fee is required to access the records, we ask. The client gets information, not an excuse.
We believe clients are paying for information, not excuses.
Standard Employment Verification Data
A standard DDS typically confirms:
– Dates of employment (start and end)
– Position held
– Reason for separation
– Eligibility for rehire (where the employer discloses this)
The depth of data confirmed depends on what the past employer is willing to disclose. Many employers — especially in the U.S. — have internal policies limiting verifications to dates, position, and rehire eligibility only. DDS captures whatever the employer’s verification policy permits and documents which fields were and were not provided.
DOT-Regulated Employment Verifications. For employers regulated by the U.S. Department of Transportation, employment verification under 49 CFR Part 40 requires additional substance-of-abuse questions covering the candidate’s prior drug and alcohol testing history. DDS conducts these DOT-specific employment verifications in compliance with FMCSA, FAA, FRA, FTA, PHMSA, and USCG requirements.
International Employment Verification
DDS conducts international verification through two channels: directly by our in-house team contacting the employer, or through an authorized DDS agent based in the country where the employer operates.
The large majority of international verifications are conducted via direct contact with the employer. In-country agents are deployed when local language requirements, regulatory access rules, or institutional protocols make on-the-ground presence more effective than remote contact.
The source-direct standard applies internationally just as it does domestically: every international verification report identifies how the verification was conducted, who was contacted, and what was confirmed. International regulations vary widely and change frequently — DDS explains the current access policy for each country before beginning the verification.
Self-Employment and Contractor Verification
When a candidate claims a period of self-employment, there is no employer to contact for verification — which means standard employment verification methods don’t apply. DDS handles self-employment verification through alternative documentation:
– 1099 forms received by the candidate during the self-employment period — each 1099 documents work performed for an individual company that paid the contractor
– Tax returns for the corresponding years, which provide independent confirmation of self-employment income
The candidate provides this documentation to support the self-employment claim. DDS reviews the documentation for consistency with the claimed dates, scope, and nature of self-employment.
1099 contractor verification vs. W2 employment verification. These are two different verifications and serve different purposes:
– A 1099 documents work performed by an independent contractor for individual companies. Each company issues a 1099 to the contractor showing total earnings for the year. 1099 verification is used to confirm contractor work history when no employer-employee relationship existed.
– A W2 documents employment by an employer. The employer issues a W2 to the employee showing wages and tax withholdings for the year. W2 employment verification follows the standard source-direct process — contacting the issuing employer.
DDS handles both scenarios and documents the verification methodology in every report.
Need employment verification done properly?
A 20-minute consultation is the fastest way to discuss your employment verification needs. We’ll walk you through how DDS conducts source-direct employment verification, how the persistence protocol works, and what your reports will actually tell you. No obligation, no charge.
Why Employers Choose DDS for Employment Verification
1. Source-direct, not database-resold. Every DDS is conducted by contacting the source — the past employer or an authorized third-party records administrator — not by querying an aggregated database that may be out of date.
2. The “no excuses” protocol. When a source is hard to reach, our team investigates further: confirming the employer is still in business, identifying successor entities, locating record custodians. Clients get answers, not generic “unable to verify” notes.
3. DOT-compliant employment verification. For trucking and other DOT-regulated industries, DDS conducts verifications including the substance-of-abuse questions required under 49 CFR Part 40.
4. International employment verification in 100+ countries. Through direct contact and in-country agents, DDS conducts verifications globally with the same source-direct standard.
5. Self-employment and contractor verification protocols. DDS handles employment verification for gig workers, independent contractors, and self-employed candidates through 1099 and tax-return review when no traditional employer exists.
6. Operating since 1979. DDS was performing verification before automated platforms existed. The protocols we use today were built when verification required actual work.
7. 94% client retention. Employment verification clients stay with DDS for the same reason all clients stay: real verifications, real answers, real people who answer the phone.
Frequently Asked Questions
How does DDS conduct employment verification?
DDS always obtains verification information from the source. In practice, that means either direct contact with the past employer’s HR or verifications department, or contact with an authorized third-party records administrator the employer has designated as the system of record. The methodology is documented in every report.
What if a past employer doesn't respond?
Most providers close out unresponsive cases after three failed contact attempts. DDS does not. Our employment verification team investigates further — confirming the employer is still operating, checking with state corporate registration records, contacting building management where applicable, and identifying any successor entity or third-party records custodian. The client gets an explanation of why a source could or couldn’t be reached, never a generic “unable to verify.”
What data does an employment verification confirm?
A standard DDS employment verification typically confirms dates of employment, position held, reason for separation, and eligibility for rehire where the employer discloses it. DOT-regulated employment verifications also include substance-of-abuse questions required under 49 CFR Part 40. The depth of data confirmed depends on the past employer’s internal verification policy.
Does DDS verify international employment?
Yes. International employment verification is conducted either through direct contact by DDS’s in-house team or through an authorized DDS agent in the country where the employer operates. The large majority of international employment verifications are conducted via direct contact with the employer. DDS explains the current access policy for each country before beginning.
How does DDS verify self-employment?
When a candidate claims self-employment, DDS requests supporting documentation including 1099 forms received from companies that paid the contractor during the self-employment period, and tax returns for the corresponding years. The candidate provides this documentation to support the claim, and DDS reviews it for consistency with the claimed dates and scope of self-employment.
What's the difference between 1099 and W2 employment verification?
A 1099 documents work performed by an independent contractor for individual companies — each company issues a 1099 showing earnings paid to that contractor. A W2 documents traditional employment, issued by an employer to an employee showing wages and tax withholdings. DDS handles both: 1099 verification reviews the contractor’s 1099s and tax returns, while W2 employment verification follows the standard source-direct process of contacting the issuing employer.
Do third-party employment records administrators charge a fee?
Yes. Many large employers have outsourced their employment records to third-party data storage companies hired to hold and disseminate verification information. These administrators typically charge an access fee to release records. DDS passes any such fee through to the client as a clearly labeled itemized surcharge — and obtains the client’s permission before incurring the fee.
What identity verification does DDS perform?
Turnaround depends on how quickly the source responds. Across all DDS services, 85% of orders complete within 24 hours. Employment verifications dependent on past employer response times may take longer when those employers are slow to respond. DDS’s persistence protocol ensures cases aren’t closed prematurely just to hit a standard turnaround window.
How long does an employment verification take?
DDS describes the pros, cons, and possible liabilities based on the specific city and state jurisdictions a client operates in, and recommends best-practice approaches by industry. The final policy decision is the client’s. We don’t impose a position — we provide the information and adjust the testing panel and protocol to match the client’s approved policy. For DOT-regulated employees, federal law continues to require marijuana testing regardless of state legalization.
Does DDS use The Work Number or other databases?
DDS uses any source the past employer has designated as the authorized records holder. Some employers — typically large enterprises — have outsourced employment records to third-party data storage companies that act as the authorized source. When that’s the case, DDS contacts the third-party administrator as the source. When the employer holds records directly, DDS contacts the employer directly. The principle is the same: source-direct employment verification.
Is DDS employment verification FCRA-compliant?
Yes. DDS was a founding member of the Professional Background Screening Association and operates under PBSA accreditation. Every employment verification follows FCRA candidate authorization, disclosure, and dispute requirements, and consumer disputes are handled internally by the DDS team.
Ready to Verify Properly?
A free consultation is the fastest way to discuss your employment verification needs. We’ll walk you through the protocol, the timing, and what your reports will tell you. No obligation, no charge.