1Rules for every upload
These apply to every document on this page, whoever is sending it. A file that breaks one of them is returned as unreadable, which is the most common reason a check runs late.
- PDF, JPG or PNG only. Each file under 10 MB.
- Photograph documents flat in daylight - all four corners in frame, no fingers over text.
- No cropping, no editing, no annotation on the document image.
- One document per file, named so a reviewer can tell what it is (for example police-extract-2026.pdf).
- Reference numbers, stamps, signatures and dates must all be readable without zooming past 200%.
- Redact nothing. A partly hidden document is returned as unreadable.
- Upload the same details you typed into the form - a mismatch between form and document delays the check.
2Identity verification
Confirms the worker is the person named on official records before any other check begins.
Details to enter
- Full name - Exactly as written on the national record - surname, first name, middle name.
- National Identification Number - 11 digits, no spaces. Bank numbers are not accepted for new requests.
- Date of birth - Day, month, year.
- Mobile number - The number the worker actually answers - the consent message goes there.
- Role being filled - For example driver, nanny, cashier, warehouse assistant.
- Driver’s licence number (only if it applies) - Required only when the role involves driving.
Documents to attach
- Driver’s licence image (optional) - Front of the card, all four corners visible. Only for driving roles.
How this is handled
- One agreement from the worker covers every check on the request; nothing runs before that agreement is given.
- Names are compared field by field against the official record - spelling matters more than order.
3Residential address
Confirms where the worker lives, so there is a traceable home address on file.
Details to enter
- Street and house number - As a visitor would find it, including flat or gate number.
- City or town - Nearest recognised town, not an estate marketing name.
- Local government area - Full LGA name.
- State - Full state name.
- Nearest landmark - A junction, school, church, mosque or market a stranger can find.
- Contact person at the address (only if it applies) - Name and number of whoever can open the gate. Optional but speeds up a visit.
How this is handled
- A digital confirmation and a physical visit are recorded separately and never described as the same thing.
- If nobody is available at the address, the visit is reported as not confirmed - it is not left blank.
4Guarantor verification
Records a named adult who accepts responsibility for the worker, with their own identity confirmed.
Details to enter
- Full name - As written on the guarantor’s own ID.
- Relationship to the worker - For example uncle, former employer, pastor, colleague.
- Mobile number - Receives the private link. No Hirably account is needed.
- Email address - A copy of the link and the completed record is sent here.
- National Identification Number - 11 digits, matching the ID uploaded.
- Occupation and employer - Job title and the organisation named on the work ID.
- Home address - Street, city, LGA, state and nearest landmark.
- Years known - How long the guarantor has known the worker.
Documents to attach
- National ID - Clear photograph or scan of the card carrying the number given.
- Work or professional ID - Staff card, practising licence or letter on organisation letterhead.
- Photograph of the guarantor - Taken live on the device, face fully visible, no sunglasses or cap.
- Signature - Signed on screen after reading the responsibility statement.
How this is handled
- The guarantor must read and accept the responsibility statement before signing - the signature alone is not enough.
- Documents are stored privately and only released inside the guarantor record the requesting employer downloads.
- A guarantor who declines is recorded as declined; nobody is asked to sign on their behalf.
5Previous employment
Confirms the worker held the job they claim, with dates, from someone who can speak to it.
Details to enter
- Previous employer or household name - The organisation or the family name.
- Referee name and position - Someone who supervised the worker directly.
- Referee phone number - A number the referee answers.
- Referee email address (only if it applies) - Where a written confirmation can be sent.
- Job title held - The role as the previous employer would describe it.
- Start and end dates - Month and year for each.
- Reason for leaving as stated by the worker - Recorded as the worker’s own account.
Documents to attach
- Employment or reference letter (optional) - Optional. Include only if the worker already holds one.
How this is handled
- What the referee says is recorded as their statement, not as a Hirably finding.
- If the referee does not respond, the check is reported as no response - never as a negative.
6Serious misconduct record
Files a police-reported serious crime against a worker so other employers can see it on a check.
Details to enter
- Worker full name - As held in your own staff file.
- Worker National Identification Number - 11 digits. The record is attached to this number.
- Worker phone number - The number you held for the worker while employed.
- Category - Grand theft, financial fraud, physical assault, or deliberate destruction of property.
- Date of incident - The date the act took place, not the date you reported it.
- Police case or extract reference - The reference the station issued. A record cannot be filed without it.
- Station and division - Where the report was made.
Documents to attach
- Police report or extract - Station stamp, signature, case reference and the worker’s name must all be legible.
- Internal query letter - The letter you issued to the worker at the time, showing they were given a chance to respond.
How this is handled
- Only police-reported serious crime belongs here. Lateness, poor performance and personal disputes do not.
- Both attestations must be ticked: that the threshold is met, and that the documents are genuine.
- The worker can contest the record. Contested records are hidden from other employers while compliance re-checks them, and each record can be appealed once.
7Worker response and contest pack
Lets a worker answer a record filed about them with their own evidence.
Details to enter
- National Identification Number - 11 digits - the same number the record is attached to.
- Phone number - The number an employer holds for you.
- Written statement - What happened in your own words, and what is wrong in the record.
- What you are asking for - Correction of a detail, or removal of the whole record.
Documents to attach
- Supporting paper (optional) - Court papers, a case withdrawal, a corrected police extract, a settlement letter or a resignation acceptance.
How this is handled
- One appeal is allowed per record once it has already been re-checked.
- While a record is contested it is shown as contested to any employer who checks, with the answer given beside it.
8Sign-off
Whoever completes the checklist signs and dates it, then keeps a copy in the worker's file alongside the Hirably report. The printable version has space for this.
Employers work through their side in the workspace. Workers answering a record filed about them start at my records. Guarantors do not need an account - they receive a private link.
Take the checklist with you
Download it, print it and work through it before you start. The printable copy carries the same fields as this page and has space to sign off.