ToR for Background Verification

Terms of References

Contract Duration: 2 years.

Organization Profile

Room to Read India was established in 2003 and presently has programs in twelve states – Bihar, Chhattisgarh, Delhi, Himachal Pradesh, Jharkhand, Karnataka, Madhya Pradesh, Maharashtra, Rajasthan, Telangana, Uttarakhand, and Uttar Pradesh. Room to Read is an organization transforming the lives of millions of children by focusing on literacy and gender equality in education.

Scope of Work

To conduct an intensive investigation and procure information about the candidates who are offered to join Room to Read India Trust.

The background verification includes following check:

• Employment Verification: Employment verification includes the verification of current and previous employment of the candidate.
• Verify previous employment details, including designation, tenure, Salary, reporting manager (where applicable), and reason for separation.
• Criminal Background Verification: Conduct criminal background verification through court check of Employees.
• Turn-Around Time: The complete Background check should be completed within 5-7 working days after submitting the candidate’s information to the Vendor.
• Maintain Service Level Agreements (SLAs) for accuracy, quality, responsiveness, and timely completion of verification requests.
• Contact past employers for references and performance feedback.
• Provide a detailed verification report highlighting the status of each check (Clear, Discrepancy, Unable to Verify, or Adverse).
• Escalate any major discrepancies or adverse findings immediately to the designated HR contact.

Area of Operations 

The operations will be conducted all over India especially at the functional area of Room to Read India Trust. Presently we are operating in various states of India, Chhattisgarh, Bihar, Delhi, Karnataka, Himachal Pradesh, Madhya Pradesh, Maharashtra, Rajasthan, Telangana, Uttarakhand, Jharkhand, Bihar and Uttar Pradesh.

Technical Evaluation Criteria

1. Pan-India Operations.          
2. At least 5 years’ experience conducting background checks experience in Development sector.
3. Comprehensive range of services including court checks and employment verification.

Financial Proposal Template

• The Financials must be submitted using below format only

How to Apply

Proposals are invited from the interested agency for the above assignment and the last date for receiving the proposal is 2^nd Aug 2026 at India.Bids@roomtoread.org  [do not copy anyone from RtR

Kindly submit two separate emails with the following subject lines: 

• EMAIL (1) TECHNICAL PROPOSAL – Background Verification (2026-28) 
• EMAIL (2) FINANCIAL PROPOSAL – Background Verification (2026-28) 

Submission terms:   

• All agencies are advised to thoroughly review the ToR before applying.
• Technical and Financial proposals are to be shared in two different emails separately and not in a single email (mandatory)
• Incomplete applications or deviations from the prescribed process will result in automatic rejection.            
• Proposals received after the prescribed deadline will not be considered. 
• Only shortlisted agencies will be contacted and may be requested for face-to-face/online interaction/presentation. 

For queries, please contact:

Vivek.shrawat@roomtoread.org

Room to Read is a child-safe organization; all personnel are expected to adhere to Room to Read’s Child Protection Policy and Child Protection Code of Conduct.