Document Requirements Guide for Smile Checks Candidates

Document Requirements Guide for Smile Checks Candidates

Before you begin filling out your background check form, it’s important to have all the required documents ready. This will make the process faster and reduce the risk of delays in your verification.

Below is a guide to the most common documents requested, depending on the checks your employer has asked Smile Checks to conduct.

1 – Valid Government-Issued ID

You may be asked to provide one or more of the following:

  1. Passport
  2. Driver’s License
  3. Unified Multi-purpose ID
  4. Professional License ID
  5. Social Security ID
  6. National Health Insurance ID
  7. Voter’s ID
  8. Postal ID
  9. National ID
Tips:
  1. Make sure the ID is not expired.
  2. The photo, name, and details should be clear and readable.
  3. Upload in PDF, JPG, or PNG format.

2 – Proof of Address

For address verification checks, only a Barangay Certificate of Residence is accepted.

Tips:
  1. Ensure the certificate is recently issued (within the last 6 months unless your HR specifies otherwise).
  2. All details should be clearly visible in the uploaded file.

3 – Educational Documents

For education verification checks, prepare:
  1. Diploma or graduation certificate
  2. Transcript of Records (TOR)
  3. Certificate of enrollment or attendance (for ongoing studies)

4 – Employment Documents

If your background check includes employment verification, you may be asked to provide:
  1. Certificate of Employment
  2. Employment contract
  3. Latest payslip
  4. Company ID (optional but helpful)
Fast and Secure Option:

Some employers may request that you securely connect your online social security account through Smile Checks to verify your employment history. This process is:
  1. Fast: Verification happens instantly.
  2. Secure: Your login details are never stored — only the verification results are used.
  3. Convenient: No need to manually gather and upload multiple documents.

5 – Clearance Check

For checks involving criminal records, you may be asked to:
  1. Provide your Clearance Document ID (found on your clearance document), OR
  2. Upload a clear photo or scan of your Clearance Document.
If your Clearance Document is not yet available:

Contact your HR representative before completing your background check form. This ensures they are aware and can provide instructions or timelines before your check is submitted.

6 – Government and Professional Records

For checks involving government agencies or professional licenses:
  1. National housing provident fund or national health insurance membership numbers (if requested)
  2. Professional license card or verification details
  3. Other regulatory licenses relevant to your profession

7 – Other Supporting Documents

Depending on the type of checks requested, you may also be asked for:
  1. Police Clearance
  2. Credit-related documents
  3. Any other certificates or permits required for your role

File Upload Guidelines

  1. Format: PDF, JPG, or PNG
  2. Clarity: All text and images must be sharp and legible
  3. Completeness: Scan or photograph the entire document (no cropped or partial pages)
  4. Size: Keep files under 5MB per upload, if possible

Important Reminders

  1. Not all documents listed here will be required — it depends on your employer’s selected checks.
  2. If you are unsure which documents are needed, review the instructions in your background check form or ask your HR representative.
  3. You have **10 days** from the date of your invitation to complete your background check. Gather your documents as early as possible to avoid missing the deadline.

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