How Organizations Can Mitigate the Rate of ‘Unable to Verify’ (UTV) Cases in Background Screening?

Understanding the Impact of UTVs

The global background screening market is expected to grow from USD 6.6 billion in 2023 to USD 19.6 billion by 2033 (CAGR: 11.2%). Organizations are increasingly conducting smart background checks to prevent wrong hires because negligent hiring and failing to verify a candidate's credentials pose huge risks. Amongst these problems, reducing Unable to verify (UTV) cases is crucial. In this blog, learn how to mitigate the rate of UTVs with various solutions. Tackling high UTV or Unable to verify rates is possibly one of the biggest challenges faced by organizations in the background screening process, as it renders the entire process useless when a specific check cannot be completed. This would invariably mean that the organization should be either willing to lean on the side of caution and let go of a new-hire, or decide to treat this as a residual risk. Now, are there counter-measures that organizations could take to decrease their UTV rates? The answer is a resounding YES! Read on.

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What is UTV (Unable to Verify) 

UTV refers to situations where a background check cannot be completed due to missing documentation, incorrect contact information, or discrepancies in data. High UTV rates can negatively impact an employer's reputation and result in onboarding delays, while lower UTV rates indicate effective processes, candidate trust, and high-quality screening.

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Explore powerful strategies to lower UTV rates effectively 

Strengthen Candidate Communication and Data Collection

The direct link between clear instructions and cleaner data is undeniable; streamlining the verification process will lead towards a successful screening journey that builds positive candidate relationships and yields dependable results, initiated through effective and culturally aware communication. This thoughtful approach ensures candidates feel understood and are equipped to provide accurate information, leading to higher-quality data, fewer discrepancies, and a more positive overall experience for everyone involved.

Overcoming language barriers

Customize regional requests to avoid generic data collection methods. Develop forms and checks that align with the cultural norms of each candidate's country. Multilingual, user-friendly forms enhance communication by removing language barriers. Use expertly translated forms that cater to candidates' native languages and adhere to regional standards, ensuring a genuinely accessible experience.

Transparency & honesty

Maintaining transparency about false information is essential. Welch (1999) stated that "one in every four curriculum vitae (CV) has a false representation of information.” Open and honest communication about the consequences of misinformation can help reduce its occurrence.24/7 regional support to offer multilingual assistance across time zones to guide candidates and resolve document queries proactively.

Choose the Right Screening Partner

Your verification provider is pivotal in avoiding cases being flagged as unable to verify. Look beyond just pricing and evaluate performance, technology, and compliance strength.

Prepare yourself to ask the Right Questions for the desired solutions:

• What are your average UTV rates?
• What’s the turnaround time for standard checks?
• What technology and automation tools do you use for background screening?
• How do you ensure global compliance?
• What type of checks do they provide?
  
  

Check Their Track Record:

• Look for client testimonials, advisory firm recommendations, and certifications.
• Review their approach to long-tail countries and difficult checks.
• Don’t just take “low UTV rates” at face value; ask for proof.
  
  

Tip: Work with your provider to implement alternative verification methods in challenging regions, such as embassies, public databases, or local networks.

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Minimize Document Insufficiencies in Advance

Data or document gaps are a leading cause of cases being flagged as unable to verify, and many are preventable. Provide detailed guidance to candidates on required documents and submission methods, considering regional variations to avoid data insufficiency. Assist individuals in navigating the processes necessary to obtain the required documents.      

Documents and their alternatives

Alternate Document Provisions for submitting acceptable alternative documents based on the candidate's local culture and laws, aimed at reducing document insufficiencies. This is achieved by communicating in local languages, making it easier for candidates to respond and comply with expectations by removing language confusion.

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‍Keep Candidates Engaged Throughout the Process

“You can’t manufacture time,” Josh Bersin puts it, and in background screening, every second counts. When communication lags between the company, the vendor, and the candidate, even small delays can push cases past your screening TAT(Turn Around Time), and that’s how UTVs pile up.

On-time Updates

Providing timely updates to inform candidates of developments and forthcoming steps fosters confidence and ensures that the documentation process proceeds smoothly.

Consistency in communication

Timely and consistent communication is crucial for ensuring the successful completion of the background check process; it is imperative to remain engaged and proactive once the background check is initiated. To facilitate effective oversight, monitoring progress by utilizing real-time dashboards that track progress and identify delays, drop-offs, and completion rates is advisable.

Analysis

Leveraging analytics to conduct a thorough analysis of patterns in UTV rates and service delays enables organizations to implement necessary data-driven changes, thereby enhancing operational efficiency. By adhering to these principles, organizations can improve communication and streamline the background check process.

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‍What’s permissible in one country may be restricted in another

Staying legally compliant reduces delays, improves quality, and builds trust. Staying ahead helps you avoid surprises. Regulations such as the FCRA, GDPR, and local laws define and verify internal auditability and how data should be processed.

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Choosing the Right Screening Partner Matters

Partnering with a provider that prioritizes rigorous and reliable background screening can significantly reduce your risk exposure, protecting both your company’s reputation and financial well-being. A dependable screening partner doesn’t just verify credentials; they help you build trust from day one, ensuring every hire supports a secure, compliant, and stable business environment.

Talk to us to understand how we have been able to bring down UTV rates for our customers.

Connect with us at amy.james@screenxchange.com.