Check someone's criminal record as an employer
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1. Checks you can make on someone's record
Employers can check the criminal record of someone applying for a role. This is known as getting a Disclosure and Barring Service (DBS) check.
You can request a more detailed check for certain roles, for example in healthcare or childcare.
There are different rules for getting criminal record checks in Scotland and getting criminal record checks in Northern Ireland.
Types of check
You can request:
- a basic check, which shows unspent convictions and conditional cautions
- a standard check, which shows spent and unspent convictions and cautions
- an enhanced check, which shows the same as a standard check plus any information held by local police that’s considered relevant to the role
- an enhanced check with barred lists, which shows the same as an enhanced check plus whether the applicant is on the list of people barred from doing the role
If you carry out criminal records checks, you must have a policy on employing ex-offenders and show it to any applicant who asks for it.
Checking your own criminal record
You can only request a basic check for yourself.
If you’re self-employed, an organisation you’re working with can get a standard, enhanced or enhanced with barred lists check for you, where the role is eligible.
Childminders can get a check through Ofsted.
When to repeat a check
A DBS check has no official expiry date. Any information included will be accurate at the time the check was carried out. It’s up to you to decide when a new check is needed.
If the applicant has signed up for the DBS update service you can check whether their certificate is up to date online.
Certificates for previous roles
You can accept a certificate that was requested for a previous role but you must:
- check the applicant’s identity matches the details on the certificate
- check the certificate is the right level and type for the role applied for
- check to see if anything has changed if the applicant is signed up for the update service
Checks on someone who lived abroad
DBS checks will not cover the time someone lived outside the UK.
Check the rules in the country they lived in.
Contact DBS
Contact DBS if you’re not sure whether you can request a check.
DBS customer services
customerservices@dbs.gov.uk
Telephone: 0300 0200 190
Welsh: 0300 0200 191
Minicom: 0300 0200 192
International: +44 151 676 9390
Monday to Friday, 9am to 5pm (except public holidays)
Find out about call charges
Get help through DBS webchat
DBS customer services
PO Box 3961
Royal Wootton Bassett
SN4 4HF
2. Get a basic DBS check for an employee
You can request a Disclosure and Barring Service (DBS) check on behalf of an employee.
There’s a different process to request your own basic DBS check.
How to do a check
You’ll need to choose a company from the list of ‘responsible organisations’ registered with DBS to process checks. They will carry out the check and tell you the outcome once it’s complete.
The applicant will receive their certificate by post. They can also set up a DBS online account to view the certificate online.
How much it costs
A basic check costs £18. The responsible organisation may also charge an administration fee.
If you do more than 1,000 basic checks each year, you can become a responsible organisation. Contact DBS to find out what’s involved.
DBS customer services
customerservices@dbs.gov.uk
Telephone: 0300 0200 190
Welsh: 0300 0200 191
Minicom: 0300 0200 192
International: +44 151 676 9390
Monday to Friday, 9am to 5pm (except public holidays)
Find out about call charges
Get help through DBS webchat
DBS customer services
PO Box 3961
Royal Wootton Bassett
SN4 4HF
How long it takes
A basic check takes up to 14 days.
If you’re registered with DBS you can use the tracking service to track multiple applications.
3. Get a standard or enhanced DBS check for an employee
How you request a standard or enhanced check depends on how many checks you do a year.
If you do:
- fewer than 100 checks a year you must use a company known as an ‘umbrella body’
- 100 or more checks a year you can choose to register with DBS or use an umbrella body
How to do a check
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Ask DBS or your umbrella body for an application form.
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Give the form to the applicant to fill in.
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The applicant will return the completed form to you along with documents proving their identity.
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Send the completed application form to DBS or your umbrella body.
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DBS will send a certificate to the applicant. You must ask the applicant to show it to you so you can check it’s a genuine certificate.
How much it costs
How much it costs depends on the type of check.
| Type of check | Cost |
|---|---|
| Standard | £18 |
| Enhanced | £38 |
| Enhanced with barred lists | £38 |
Checks are free for volunteers.
How long it takes
It usually takes around 14 days but it can take longer if:
- the details given for the check are incorrect
- several police forces need to be involved in the check
You cannot pay more to get a faster check.
If you’re registered with DBS you can use the tracking service to track multiple applications.
Checks on carers
If you provide care services for adults (for example in a care home), you 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.