A field verification report is the record a field executive makes after physically visiting an address to check that the applicant lives, works or runs a business there. It says what address was found, who was met, and the outcome, with a photo and location as proof. The format below suits insurance, lending, KYC and tenant or employee address checks, and any process where a desk cannot confirm what a visit can.
The columns a field verification report needs
A reviewer reading the report has one question: can I rely on this? Each column below either identifies the case, records what the verifier saw, or backs it with evidence.
| Column | Why it matters | Example |
|---|---|---|
| Case / application no. | Links the visit to the file it belongs to. | LN-88214 |
| Verification date | When the visit happened, since circumstances change. | 30-09-2026 |
| Applicant name | As on the application, spelled the same way. | Sunita Bhosale |
| Verification type | Residence, business or employment. Each is checked differently. | Residence |
| Address given / found | Both, side by side. The difference is the finding. | Flat 12, Shivneri Apartments |
| Address matches? | Yes, partly or no. Makes exceptions easy to filter. | Yes |
| Person met and relation | Who confirmed the details. A neighbour's word counts differently from the applicant's. | Sunita Bhosale, self |
| Years at address | Stability of residence or business, as told to the verifier. | 6 |
| Verified by | The executive who went. Needed for accountability and follow-up. | Nitin Kamble |
| Photo | Shows the nameplate, door or shopfront as seen. | IMG-5510 |
| GPS location | Shows the visit was made at the address. | 18.5074, 73.8077 |
| Outcome | Positive, negative, refer or not traceable. The column the credit or underwriting team reads first. | Positive |
| Remarks | Why. Essential for anything that is not a clean positive. | Neighbour confirmed |
A filled-in example
Three verifications by one executive in a day, each with a different outcome. The remarks column is what turns each outcome from a verdict into something a reviewer can act on.
| Applicant | Type | Address matches? | Person met | Outcome | Remarks |
|---|---|---|---|---|---|
| Sunita Bhosale | Residence | Yes | Self | Positive | Nameplate matches, neighbour confirmed |
| Ravi Chavan | Business | Partly | Salesman | Refer | Signboard shows a different name, owner absent |
| Meena Gaikwad | Residence | No | - | Not traceable | No such house number in the lane |
Rules that keep a verification report reliable
- Record what you saw, not what you concluded. "Nameplate reads Bhosale, neighbour says lives here six years" is better than "seems genuine".
- Always note who you met. The person who confirmed the details is part of the evidence.
- Photograph the address itself. The nameplate, door number or shopfront, taken so the location is recognisable.
- Capture GPS at the door, not later. A location sent from home that evening proves nothing about the visit.
- Explain every non-positive outcome. "Negative" with no reason is unusable to the person deciding the case.
- Do not decide the case. The verifier reports facts and an outcome; approval or rejection belongs to whoever owns the decision.
What the four outcomes mean
Agree the meaning of each outcome in writing, so two executives do not use the same word for different situations. A simple set:
- Positive: the applicant or a reliable person confirmed the details, and what you saw matches the application.
- Negative: the address exists but the details do not hold: the applicant does not live or work there, or denies the application.
- Refer: something is unclear and the decision-maker should look: a different name on the signboard, the owner absent, conflicting statements.
- Not traceable: the executive could not find the address or anyone who knew the applicant after a fair search.
What to check for each type of visit
- Residence: nameplate or door number, who answered the door, how long they say they have lived there, whether a neighbour confirms.
- Business or office: signboard name, whether the place is open and operating, stock or staff visible, who the owner is and whether they were present.
- Employment: the workplace name, the person met, and whether they confirm the applicant works there. Record who said what.
Ask permission before photographing inside a home or business, and photograph the outside address markers rather than people.
Who fills it in, and when
The field executive files it at the address, straight after the visit, so the photo and location are genuinely from that spot. The credit, underwriting or operations team reads it later. Keep the roles apart: the executive reports what was found, and someone else uses it to decide the case.
Common mistakes
- Filing the report at the end of the day from notes, after many visits have blurred together.
- Copying the address given into the address found column without checking.
- Photos taken from a distance, or of the wrong building, that prove nothing.
- Outcome recorded with no remarks, so the reviewer has to phone the executive for the reason.
The real problem: verifying many addresses a day
A field executive may visit many addresses in a day, often on a two-wheeler, and every one needs a photo, a location and a written outcome. Typing fifteen fields at each doorstep is not going to happen, and typing them all in the evening is where the detail and the honesty leak out.
With vBol, the executive saves one WhatsApp number as a contact and, at each address, sends a photo, a location and a short voice note in their own language: Marathi, Hindi, Tamil, Kannada, Telugu and more:
vBol transcribes it, extracts the fields, and reads the record back on WhatsApp in the sender's language, with buttons to confirm or fix a field. Nothing is written until the executive confirms. The confirmed row lands in your Google Sheet, Excel workbook on OneDrive or SharePoint, or Ekatm ERP, with the photo and GPS location attached. Field verification is not one of the built-in record types (sales visit, order, service job, meter reading, expense, complaint and site report), so Vritti sets it up with you: applicant, address found, person met, outcome and the other columns above. Every evening at 7 PM managers get one WhatsApp message listing what was filed, by whom, and which executives sent nothing. It is free for 30 days (up to 5 confirmed reports per person per day), then ₹199 per user per month for teams of up to 100 users, with a custom plan for larger teams. For more on this kind of work, see field reporting for insurance and lending.
Prefer to stay on a spreadsheet? Download the free template on this page. It has the columns above, dropdowns for verification type, address match and outcome, and example rows you can overwrite. If your checks are of premises and conditions rather than of people, the site inspection report format fits better.
Frequently asked questions
What is a field verification report?
A field verification report is the record a field executive makes after physically visiting an address to check that the applicant lives, works or operates there. It states the address found, who was met, and an outcome such as positive or negative, backed by a photo and GPS location.
What should a field verification report include?
The case or application number, applicant, type of verification, the address given and the address actually found, the person met, who verified it and when, a photo and GPS location, the outcome and remarks. The remarks should say why, especially for anything other than a clean positive.
Why record both the address given and the address found?
Recording both lets a reviewer see exactly how the two differ instead of relying on the verifier's summary. A gap such as a different shop name or a missing house number is the whole point of the visit.
Why do field verification reports include a photo and GPS location?
The photo shows what the verifier saw, such as the nameplate or shopfront, and the GPS location shows that the visit was made at the address. Together they make the report far easier to trust and review.