DBS checks (previously CRB checks)

Overview

You may need to check someone’s criminal record if they apply:

• for certain jobs or voluntary work, eg working with children or in healthcare
• to foster or adopt a child

Who can ask for a DBS check

Only employers and licensing bodies can request a DBS check. Job applicants can’t do a criminal records check on themselves. Instead, they can request a basic disclosure from Disclosure Scotland (you don’t have to be from Scotland to do this).

DBS eligibility guidance lists most roles that are eligible for a check. You can contact DBS if you’re not sure.

How to get a DBS check

1. The employer gets an application form from DBS or an umbrella body (a registered body that gives access to DBS checks).

2. The employer gives the applicant the form to fill in and return to them along with documents proving their identity.

3. The employer sends the completed application form to DBS or their umbrella body.

4. DBS sends a certificate to the applicant. The employer has to ask the applicant to see the certificate.

If the applicant has subscribed to the DBS update service, the employer can check their certificate online.

How long a DBS check is valid

A DBS check has no official expiry date. Any information included will be accurate at the time the check was carried out. It is up to an employer to decide if and when a new check is needed.

Applicants and employers can use the DBS update service to keep a certificate up to date or carry out checks on a potential employee’s certificate.

Types of criminal records check

There are 3 types of check. The employer or organisation running the check should provide the applicant with more information about the level of check required.

DBS check applicants must be 16 or over.

The time it takes to process a DBS check depends on:

• the level of check
• if the details given for the check are correct
• what police forces need to be involved in the check

Generally, it can take around 8 weeks to get a DBS check.

Standard (£26)

This checks for spent and unspent convictions, cautions, reprimands and final warnings.

Enhanced (£44)

This includes the same as the standard check plus any additional information held by local police that’s reasonably considered relevant to the role being applied for.

Enhanced with list checks (£44)

This is like the enhanced check, but includes a check of the DBS barred lists.

Volunteers

Checks for eligible volunteers are free of charge. This includes anyone who spends time helping people and is:

• not being paid (apart from for travel and other approved out of pocket expenses)
• not only looking after a close relative

Documents the applicant must provide

The person going through a DBS check (the applicant) must give their employer original documents (not copies) to prove their identity.

The documents needed will depend on the route the application takes. The applicant must try to provide documents from Route 1 first.

Route 1

The applicant must be able to show:

• one document from Group 1, below
• 2 further documents from either Group 1, or Group 2a or 2b, below

At least one of the documents must show the applicant’s current address.

Route 2

If the applicant doesn’t have any of the documents in Group 1, then they must be able to show:

• one document from Group 2a
• 2 further documents from either Group 2a or 2b

At least one of the documents must show the applicant’s current address. The organisation conducting their ID check must then also use an appropriate external ID validation service to check the application.

Route 3

Route 3 can only be used if it’s impossible to process the application through Routes 1 or 2.

For Route 3, the applicant must be able to show:

• a birth certificate issued after the time of birth (UK and Channel Islands)
• one document from Group 2a
• 3 further documents from Group 2a or 2b

At least one of the documents must show the applicant’s current address. If the applicant can’t provide these documents they may need to be fingerprinted.

Continuation sheets

The applicant can download a DBS continuation sheet for additional information they can’t fit on the DBS application form.

Unusual addresses

The applicant must make sure they fill in the address part of the form correctly if they have an unusual address, eg if they live abroad, in student accommodation or a hostel.

Group 1: Primary identity documents

Document	Notes
Passport	Any current and valid passport
Biometric residence permit	UK
Current driving licence photocard - (full or provisional)	UK, Isle of Man, Channel Islands and EU
Birth certificate - issued at time of birth	UK and Channel Islands - including those issued by UK authorities overseas, eg embassies, High Commissions and HM Forces
Adoption certificate	UK and Channel Islands

Group 2a: Trusted government documents

Document	Notes
Current driving licence photocard - (full or provisional)	All countries outside the EU (excluding Isle of Man and Channel Islands)
Current driving licence (full or provisional) - paper version (if issued before 1998)	UK, Isle of Man, Channel Islands and EU
Birth certificate - issued after time of birth	UK and Channel Islands
Marriage/civil partnership certificate	UK and Channel Islands
HM Forces ID card	UK
Firearms licence	UK, Channel Islands and Isle of Man

All driving licences must be valid.

Group 2b: Financial and social history documents

Document	Notes	Issue date and validity
Mortgage statement	UK or EEA	Issued in last 12 months
Bank or building society statement	UK and Channel Islands or EEA	Issued in last 3 months
Bank or building society account opening confirmation letter	UK	Issued in last 3 months
Credit card statement	UK or EEA	Issued in last 3 months
Financial statement, eg pension or endowment	UK	Issued in last 12 months
P45 or P60 statement	UK and Channel Islands	Issued in last 12 months
Council Tax statement	UK and Channel Islands	Issued in last 12 months
Work permit or visa	UK	Valid up to expiry date
Letter of sponsorship from future employment provider	Non-UK or non-EEA only - valid only for applicants residing outside of the UK at time of application	Must still be valid
Utility bill	UK - not mobile telephone bill	Issued in last 3 months
Benefit statement, eg Child Benefit, Pension	UK	Issued in last 3 months
Central or local government, government agency, or local council document giving entitlement, eg from the Department for Work and Pensions, the Employment Service, HMRC	UK and Channel Islands	Issued in last 3 months
EU National ID card	-	Must still be valid
Cards carrying the PASS accreditation logo	UK and Channel Islands	Must still be valid
Letter from head teacher or college principal	UK - for 16 to 19 year olds in full time education - only used in exceptional circumstances if other documents cannot be provided	Must still be valid

Arranging checks as an employer

As an employer, you should only arrange a DBS check on a successful job applicant. You can withdraw a job offer if the results show anything that would make the applicant unsuitable.

Employers need to check the identity of a job applicant as part of a DBS check. Read the guidance on how to do ID checks and what to do about false documents.

Fewer than 100 checks a year - use an umbrella body

You can’t register directly with DBS. Instead, use an umbrella body.

More than 100 checks a year - register with DBS

1. Read the guidance on registering with DBS.

2. Contact DBS to register.

Registration costs £300, plus £5 for each additional ‘countersignatory’ (people in your organisation who are allowed to handle DBS applications).

You can then track multiple applications and order blank application forms online.

To change any of the registration details, send a letter on company letter headed paper to DBS. Include the registration number and each countersignatory’s signature.

Registered organisations must also follow the DBS code of practice.

DBS no longer automatically sends a copy of the certificate to a registered organisation. You need to ask the applicant to see the certificate.

More than 1,500 checks a year - use the bulk service

You can use the DBS e-bulk service, which may help reduce costs and waiting times for DBS checks.

Find out how to register for e-bulk services and get a list of approved e-brokers (offering their e-bulk platform for use by other registered bodies).

Checks on carers

Employers providing care services for adults (eg in a care home) can use a service called DBS Adult First.

This will confirm, usually within 2 days, if the applicant:

• can start work, as long as they’re supervised
• should wait for the results of an enhanced check

The service costs an extra £6.

Employers in Scotland or Northern Ireland

There are different rules for getting a criminal records check in Scotland and Northern Ireland.

Overseas applicants and UK applicants who lived abroad

You can ask applicants from overseas to get a criminal records check, or ‘Certificate of Good Character’, from their country of origin.

It may also be possible to get such a check through the relevant embassy in the UK but the applicant must give their permission.

Processes for getting criminal records checks abroad vary between countries.

Employing ex-offenders

You must have a policy on employing ex-offenders if you carry out criminal records checks. You must show the policy to any applicant who asks for it.

Download a sample policy on the recruitment of ex-offenders.

Tracking the application and getting a certificate

The person being given a DBS check (the applicant) can check on the progress of their application using the DBS tracking service.

Employers can track multiple applications and order blank application forms online.

The applicant, employer and organisation that applied for the search will see the results of the check.

DBS certificate

Once the check is completed, DBS will send a certificate listing the results to the applicant. The employer will have to ask the applicant to see the certificate.

Security features

Certificates have security features to prove they’re genuine, including:

• a ‘crown seal’ watermark repeated down the right side, visible both on the surface and when held up to the light
• a background design featuring the word ‘Disclosure’, which appears in a wave-like pattern across both sides of a certificate; the pattern’s colour alternates between blue and green on the reverse
• ink and paper that change colour when wet

Reusing a DBS check

A DBS certificate only contains information from a DBS check on a certain date and for a particular purpose.

Employers can accept a previously issued certificate but must:

• check the applicant’s identity matches the details on the certificate
• check the certificate is of the right level and type for the role applied for
• check to see if anything has changed since the certificate was issued

Lost certificates

DBS can’t provide replacements for lost or destroyed certificates.

DBS barred lists

Jobs that involve carrying out certain activities for children and adults may require an enhanced DBS check with a check of the barred lists.

This will check whether someone’s included in the 2 DBS ‘barred lists’ (previously called ISA barred lists) of individuals who are unsuitable for working with:

• children
• adults

People on the barred lists can’t do certain types of work.

There are specific rules for working with children - known as working in a regulated activity with children.

These are different from the rules for regulated activities for adults.

Refer someone to DBS

Contact the barring helpline for help referring someone to DBS.

Employers must refer someone to DBS if they:

• sacked them because they harmed someone
• sacked them or removed them from working in regulated activity because they might have harmed someone
• were planning to sack them for either of these reasons, but they resigned first

Appeals and disputes

Applicants (job candidates) and employers may both be able to appeal against a barring decision following a check. The decision could be changed if the appeal is successful.

Appeal against a mistake

You can appeal if you believe there’s been a mistake in either:

• the records provided, like wrong or irrelevant information on convictions
• personal information, like a name or employer’s details

Applicants can appeal their own DBS check. An employer or licensing authority can also appeal a DBS check if they’ve talked to the applicant first.

The police may ask for fingerprints to prove identity if there’s a mistake in the records.

How to appeal

Report the mistake within 3 months of issue of the DBS check certificate.

For mistakes in records

Fill in the certificate dispute form.

For mistakes in personal information

Fill in Section A of the certificate dispute form, or call the DBS customer services team.

Appeal against a DBS update service certificate change

Call customer services if you subscribe to the DBS update service and want to dispute the status of a certificate. They’ll send out the forms you need to appeal against a certificate status.

Send the form to:

Independent Monitor review

DBS will work with the police to make a decision about your appeal. If the police don’t agree there’s a mistake, the appeal will be referred to the Independent Monitor only if the objection is that information is:

• not relevant to the position applied for
• should not be included in the certificate

The enhanced certificate will be corrected if the Independent Monitor agrees with your appeal.

Appeal against a new barring decision

You can appeal to a tribunal to reverse a new barring list decision. The tribunal may remove someone from the barred list if it agrees, or refer you back to DBS for a further decision.

You can appeal if:

• you were automatically added following a relevant caution or conviction
• you believe DBS has made a legal mistake
• DBS barred you based on information that was wrong

It’s up to the tribunal whether they hear your appeal.

Contact the Upper Tribunal to appeal against a new barring decision in England or Wales.

Contact the Care Tribunal to appeal against a new barring decision in Northern Ireland.

Appeal against being on the barred list

You can ask DBS to review this if:

• you were automatically added following a relevant caution or conviction
• you believe DBS has made a legal mistake
• DBS barred you based on information that was wrong

You can also ask for a review if your circumstances change after the minimum barred period.

The minimum barred period is:

Age	Minimum barred period
Under 18	1 year
18 to 24	5 years
25 or over	10 years

Evidence for changed circumstances includes medical reports, successfully appealing against a conviction and specialist assessments.

It’s up to DBS whether they choose to review.

Contact DBS to ask for a review.

Appeal against the outcome of a DBS review

You can appeal to a tribunal if you asked DBS to review a barring list decision, and DBS either:

• refused to conduct a review
• decided to keep someone on the barred list after a review

The tribunal may remove a person from the barred list if it agrees with the appeal. It’s up to the tribunal whether they hear the appeal.

Contact the Upper Tribunal to appeal against a DBS barred list review in England or Wales.

Contact the Care Tribunal to appeal against a DBS barred list review in Northern Ireland.

General enquiries

Contact the Disclosure and Barring Service

DBS helpline


Contact the DBS helpline with any questions.


If you send an email include the full name, address, telephone number and any DBS reference numbers.


Transgender applications

Contact the DBS sensitive applications team if you’re a transgender applicant and you don’t want to reveal details of your previous identity to a potential employer.

DBS sensitive applications team
sensitive@dbs.gsi.gov.uk