Frequently Asked DBS Check Questions

Everything you need to know about DBS Certificates (CRB Check)

Everything You Need To Know

What is the cost of a DBS Check?

When applying for a DBS Check, (formerly known as a CRB Check) via an Umbrella Body, the overall cost is usually made up of two elements. The first is the statutory fee set by the Disclosure and Barring Service. This is a fixed amount per application, no matter how many checks you carry out each year. Currently, the fee is £21.50 for a Basic or Standard DBS Check, and £49.50 for an Enhanced Check, regardless of whether it includes searches of the Adults’ and/or Children’s Barred Lists.

The second element is the administrative charge from the Umbrella Body for processing your application. This can vary depending on the volume of checks submitted. For instance, EasyDBS’s admin fees start at just £4.00 per application.

What are the types of DBS certificate available?

There are three primary levels of DBS checks: Basic, Standard, and Enhanced. Employers should consider the specific duties and responsibilities associated with a role to decide which level of check is appropriate. This helps to foster a safe and reliable environment for both the organisation and the people it supports.

How long does a DBS Check take?

Most DBS checks are completed within 48 hours, though the exact timing depends on the type of check requested.

Basic checks are often processed extremely quickly, sometimes within just a few hours.

Standard checks typically take between 24 and 48 hours to complete, and it is rare for them to exceed five working days.

Enhanced checks involve local police forces, which can result in longer turnaround times. While some are returned on the same day, they usually take longer than Basic or Standard checks. That said, the majority of Enhanced checks are finalised within ten working days.

What does a DBS Check check for?

A DBS (Disclosure and Barring Service) check reveals information about a person’s criminal history, helping employers to make safer and more informed recruitment decisions. The amount of detail disclosed depends on the level of check applied for, whether Basic, Standard, Enhanced, or Enhanced including the Barred Lists.

Can I pay extra for a fast track DBS Check?

There is no fast-track option for DBS checks. All applications are processed by the Disclosure and Barring Service using the same standard procedure.

Once an application has been submitted, neither EasyDBS nor any other Umbrella Body has the ability to speed up the process. What can be done, however, is to make sure the process is as smooth and efficient as possible. EasyDBS achieves this by providing an intuitive platform that minimises applicant errors and makes the application process clear and easy to follow.

Which identification documents are required for a DBS Check Application

Applicants for DBS checks must show identification documents to an authorised ID checker within the organisation requesting the check. The exact combination of documents depends on what the applicant can provide, but all documents must be valid and up to date. These requirements are determined by the Disclosure and Barring Service to ensure accurate identity verification.

You can view the most up-to-date document requirements here:

https://www.gov.uk/government/publications/dbs-identity-checking-guidelines

What is fastest way to obtain a DBS certificate?

For Standard DBS Check, or Enhanced DBS Check: use a DBS Umbrella Company like EasyDBS, which provides a modern platform and online e-bulk DBS Checks: Register for Free Organisation Account Here

For Basic DBS: apply directly to Disclosure and Barring Service

How do I get a Standard or Enhanced DBS certificate for my Employees\Volunteers?

If your organisation needs to carry out DBS checks, the first step is to register with us. Use the button below to Get a free DBS Platform account

Once you’ve registered, you’ll usually receive client login details for our portal within one working day. From there, you can start adding the individuals who need DBS checks.

Each person added will get their own applicant login, which they use to access the portal and complete their section of the DBS application. When they’ve finished, you’ll be notified so you can log in to the client area, carry out the ID verification, and choose the correct level of DBS check. The completed application is then sent electronically to the Disclosure and Barring Service.

After the DBS has processed the application, the applicant will receive a physical certificate by post. You’ll also be able to view an electronic snapshot of the certificate within a day of it being printed.

The whole process is straightforward, with clear steps and easy-to-follow tracking information.

How do I get a Basic DBS Check?

While Standard and Enhanced DBS checks have strict eligibility criteria, anyone can apply for a Basic DBS check on their own.

Unlike the higher-level checks, a Basic DBS can be requested directly by individuals or organisations through the Disclosure and Barring Service without involving a third party or paying additional charges. The only fee is the official £21.50 DBS cost. If you are asked to pay more, it means an admin fee has been added, which you can easily avoid. To apply for a Basic DBS check yourself, start here: https://www.gov.uk/request-copy-criminal-record

Just make sure that a Basic check is suitable for your situation. If a Standard or Enhanced DBS check is needed, you will usually have to apply through an Umbrella Body such as EasyDBS or your organisation must be registered directly with the Disclosure and Barring Service.

What type of DBS Check do I need?

If a role involves direct and unsupervised contact with vulnerable individuals such as children, older adults or people with disabilities, or includes regulated activities, an Enhanced DBS certificate will usually be required. This may also include checking the relevant Barred Lists.

For roles that do not involve working with vulnerable groups but still carry significant trust or responsibility, such as positions in finance, law or security, a Standard DBS check is generally appropriate.

When a role does not involve working with vulnerable people or managing sensitive duties, a Basic DBS check is often sufficient.

Eligibility for Standard and Enhanced checks is defined by legislation, including the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 and the Police Act 1997. Not all roles qualify for these checks, so it is important for employers to use the official GOV.UK eligibility tool to determine the correct level. Requesting a higher-level check without proper grounds can be unlawful.

The Disclosure and Barring Service provides detailed guidance and an online tool to help confirm eligibility.

The DBS provide detailed eligibility guidance here.

They also provide an eligibility tool.

Can I get a Volunteer DBS Check for free?

The Disclosure and Barring Service does not charge a fee for Standard and Enhanced DBS checks when they are carried out for volunteers. If someone is working in an unpaid volunteer role that is eligible for a DBS check, you can submit the application as a volunteer check by making the correct declarations during the process.

Although the DBS fee is waived for volunteer checks, an administrative fee from EasyDBS still applies. This means the total cost is much lower, but the admin fee remains the same whether the application is for a volunteer or a paid employee.

It is important to understand that the definition of a volunteer is quite specific. Roles that form part of a work placement, internship or trial period are not considered volunteer positions by the Disclosure and Barring Service. However, the EasyDBS platform clearly explains the criteria and guides users through the declaration process to help ensure the role qualifies for a volunteer check.

How long is a DBS certificate valid for?

A DBS check does not have an official expiry date. It provides a snapshot of an individual’s criminal record as it stood on the date the certificate was issued.

The certificate contains information that was correct at the time of the check, but it does not update to include any convictions, cautions or other relevant details that may arise afterwards. Because of this, employers should always take the issue date into account when deciding if a new check is needed.

In many sectors, particularly those involving vulnerable people or sensitive responsibilities, it is common practice or even a regulatory requirement to renew DBS checks on a regular basis. Typically, checks are renewed every three years, although some roles may require them annually or every two years, depending on the work involved and organisational policy.

What is the difference between a CRB Check and a DBS Check?

A CRB check is simply the former name for what we now call a DBS check. CRB stood for Criminal Records Bureau, which was the organisation responsible for carrying out criminal record checks before the Disclosure and Barring Service was established. In 2012, the CRB merged with the Independent Safeguarding Authority to form the DBS.

Since that merger, CRB checks have been replaced by DBS checks. The purpose remains largely the same — to provide employers with information about an individual’s criminal record to support safer recruitment decisions. However, the DBS introduced some additional features, such as barred list checks and the Update Service. References to CRB checks in older materials essentially refer to what we now know as DBS checks.

In short, DBS is the updated name for CRB. What was once called a Standard CRB Check is now a Standard DBS, and an Enhanced CRB Check is now an Enhanced DBS.

Even though the name has changed, many people still use the term CRB check informally, and even some of the Disclosure and Barring Service’s own systems still include the older name. For instance, the external tracking website still contains “crbonline” in its address. Nevertheless, all criminal record checks are now handled through the DBS. Employers should be aware of this change, and while old CRB Check certificates may still exist, they are out of date and should be treated in the same way as older DBS certificates.

What is the DBS e-bulk platform?

The Disclosure and Barring Service introduced the E-Bulk system to make the application process quicker and more efficient.

This system enables two-way data transfer, so application results and tracking information are sent directly to EasyDBS and are usually available within two to three hours. EasyDBS adopted the E-Bulk system because it removes the need for paper forms and offers users a faster and more streamlined experience. When applications are submitted through EasyDBS, they reach the Disclosure and Barring Service within minutes, helping to speed up the entire process.

What is the Children's Barred List?

The Children’s Barred List is a confidential register held by the Disclosure and Barring Service that contains the names of individuals who are legally banned from working with children.

It is important to understand that someone can appear on this list even if they do not have a criminal record. Being barred from working with children is a legal restriction, and inclusion on the list does not require a criminal conviction.

An Enhanced DBS check may include a check against the Children’s Barred List if the role qualifies for it. For example, a position that involves working only with adults would not be eligible for a check of the Children’s Barred List.

There is no difference in cost between an Enhanced DBS check that includes a Barred List search and one that does not.

What is the Adults' Barred List?

The Adults’ Barred List is a confidential register managed by the Disclosure and Barring Service. It contains the names of individuals who are legally prohibited from carrying out Regulated Activity with vulnerable adults.

Regulated Activity with adults is clearly defined and includes tasks such as providing personal care or managing a person’s finances. A full guide explaining what counts as Regulated Activity can be found here.

A person may appear on the Adults’ Barred List even if they do not have a criminal record. Being barred is a legal restriction and does not require a criminal conviction.

An Enhanced DBS check can include a check of the Adults’ Barred List, but only if the role qualifies. If the position does not involve Regulated Activity — for example, a cleaner working in a care home — it would not be eligible for this type of barred list check.

There is no difference in price between an Enhanced DBS check that includes a Barred List search and one that does not.

What is an Adult First Check, and is it the same as an Adults' Barred List check?

An Adults’ Barred List check and an Adult First check are related but not the same.

An Adults’ Barred List check is an optional part of an Enhanced DBS check. It involves checking whether an applicant is listed on the Adults’ Barred List. Anyone on this list is legally prohibited from carrying out Regulated Activity with adults. Examples of Regulated Activity include healthcare tasks, personal care and managing finances.

Some roles qualify for an Enhanced DBS check, while others qualify for an Enhanced DBS check with an Adults’ Barred List check. For example, a receptionist in a care home is eligible for an Enhanced DBS check but not for an Adults’ Barred List check because they do not carry out Regulated Activity. On the other hand, a care assistant who provides personal care would require an Enhanced DBS check with an Adults’ Barred List check because their role involves Regulated Activity.

An Adult First check is a fast-track check of the Adults’ Barred List. It can only be requested alongside or as part of an Enhanced DBS check that includes an Adults’ Barred List check. The employer usually receives an email within 72 hours indicating whether the person is not on the list, or advising them to wait for the full certificate. Being asked to wait does not necessarily mean the person is on the list.

There is no difference in price between an Enhanced DBS check and an Enhanced DBS check with an Adults’ Barred List check. An Adult First check is optional and carries an additional fee.

At present, there is no rapid service available for checking the Children’s Barred List.

How do I track DBS Check applications?

Employers and applicants can both view full tracking information for a DBS application by logging into our platform. The system displays each stage of the process clearly. Once the application has been passed to the DBS, there is a dedicated button that takes you directly to the official Disclosure and Barring Service tracking system for further updates.

Can anyone get a DBS certifcate?

Anyone can apply for a Basic DBS check, but Standard and Enhanced DBS checks are only available for roles that meet specific eligibility criteria.

Eligibility for Standard or Enhanced checks is set out in legislation, mainly the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 and the Police Act 1997. Not every role qualifies, so employers should use the official GOV.UK eligibility tool to confirm which level of check is appropriate. Requesting a higher-level check without proper justification can be unlawful.

The GOV.UK website offers an eligibility checking tool, as well as detailed guidance to help employers understand the rules.

They provide an eligibility tool.

The DBS also provide detailed eligibility guidance here.

What is a Home-Based Position?

A Home-Based position refers to a role where the applicant for a DBS check carries out regulated activity in their own home.

For example, a music teacher who gives lessons to children at the teacher’s own residence would be considered to hold a Home-Based position.

By contrast, a home care worker providing personal care to a vulnerable adult in the adult’s home is not considered Home-Based for DBS purposes.

Home-Based roles are subject to additional checks by local police, so it is important to mark a role as Home-Based only if it genuinely meets the criteria.

There is no difference in cost between an Enhanced DBS check for a Home-Based role and one for a non-Home-Based role.

What is a DBS Umbrella body?

A DBS Umbrella Body is an organisation that is officially registered to access the DBS checking service and submit applications on behalf of other employers or organisations.

EasyDBS is a well-established DBS Umbrella Body.

Umbrella bodies act as intermediaries between employers and the Disclosure and Barring Service. This is particularly helpful because most companies and charities do not register directly with the DBS, as direct registration is usually only practical for organisations processing thousands of checks each year. Instead, these employers can use a DBS umbrella provider, which handles essential tasks such as providing the application platform, counter-signing applications, submitting them to the DBS, and offering ongoing support and guidance throughout the process.

What is the DBS Update Service?

The DBS Update Service is a subscription-based option from the Disclosure and Barring Service that enables both individuals and employers to keep DBS checks current and check their status online. This service allows a single DBS certificate to remain valid and up to date over time.

Once a Standard or Enhanced DBS certificate has been issued, the individual can subscribe to the Update Service for £16 per year. This must be done either within 30 days of the certificate being issued or during the application process by using the form reference number.

After enrolling, the certificate can be used for different roles, provided those roles require the same level of check and apply to the same workforce group, such as working with children or vulnerable adults. To keep the service active, the subscription must be renewed each year.

With the individual’s consent, employers can carry out a free online check to see if the certificate’s status has changed. The system will display one of two outcomes:

“This Certificate is up to date” means there is no new information to report.
“Certificate needs to be renewed” or “Contact DBS” indicates that there may be changes or new information, and a new DBS check may be necessary.

The online check is completed using the certificate number, along with the individual’s name and date of birth, with their permission.

You can find more information here

Can someone begin work before their DBS certificate is complete?

Whether an employee can start work before their DBS check is complete depends on the organisation’s own policies. Some employers may permit individuals to begin under supervision while the check is still in progress.

For roles that involve regulated activity with children or certain vulnerable adults, a Barred List check is required. Since it is illegal for anyone on these lists to carry out such work, it is very unlikely that employment can begin until confirmation has been received that the individual is not barred.

For regulated roles with adults, there is an option called an Adult First check, which provides a quick indication of whether someone is on the Adults’ Barred List. You can refer to the FAQs for more details about how this process works.

Can a DBS certificate be used for multiple jobs?

The Disclosure and Barring Service does not impose any rules on whether a DBS check can be transferred between employers. It is entirely up to each organisation to decide if they are willing to accept a DBS certificate issued elsewhere.

In reality, many organisations prefer not to accept certificates from other employers because they cannot be certain that the information provided during the original application was accurate or appropriate for the new role.

When is the right time to begin the DBS application process for a new employee?

Delays from the Disclosure and Barring Service in issuing a DBS certificate can be frustrating, particularly if it prevents a new employee from starting as planned or if the candidate decides to accept another job while waiting.

At the same time, DBS checks are non-refundable. If you apply too early and the candidate does not take the job, the cost of the check is lost.

Finding the right moment in the recruitment and onboarding process to submit a DBS application involves carefully balancing these two risks.

EasyDBS helps by only charging when the DBS application is actually submitted. There is no cost for applications that are prepared but not yet sent. You can begin the process early by registering the applicant, asking them to complete their section of the form, carrying out the ID check, and selecting the appropriate type of DBS check. You can then wait to submit the application when the timing is right, and payment is only taken at that point.

Do Employers or Employees pay for DBS Checks?

There are no official rules about who must pay for DBS checks in an employment context. It is up to each employer to decide whether they will cover the cost themselves or ask the employee to pay.

EasyDBS provides a feature that allows employers to pass the cost of the DBS check directly to the applicant. The applicant can then pay through their own login to the platform, avoiding the need for the employer to pay upfront and recover the money later.

What are 'filtered' cautions and convictions?

Filtering is the process used to determine which criminal records appear on Standard and Enhanced DBS certificates. Some older or minor offences are left off the certificate and are referred to as ‘protected’ offences.

However, there is a defined list of ‘specified offences’ that are always disclosed unless they relate to a youth caution. These usually include serious offences such as violent or sexual crimes, or those that affect the safeguarding of children or vulnerable adults.

Any conviction that resulted in a custodial sentence, including suspended sentences, will always appear on a Standard or Enhanced DBS certificate.

Most youth cautions, warnings and reprimands are no longer automatically shown on these checks. The exception is Youth Conditional Cautions, which may still be disclosed.

Do I need to view an original DBS certificate, or is a copy enough?

As an employer, you should check the original DBS certificate provided by the applicant. Photocopies, scanned images or digital versions are not considered valid because they can be easily altered. The original certificate includes built-in security features such as watermarks and specialist paper, which can only be verified in person.

For organisations using EasyDBS, an electronic snapshot of the DBS certificate is also available. A snapshot accessed directly through the platform can be trusted. If the snapshot shows that the check is clear, the organisation may decide that viewing the physical certificate is not necessary. However, if the snapshot indicates that the certificate is not clear, it is important to examine the original document in full.

What details should employers review on a DBS certificate?

When reviewing a DBS certificate, employers should carefully examine any information that has been disclosed. This includes cautions or convictions, taking into account the nature of the offence, how much time has passed since it occurred, and whether it is relevant to the role being offered.

On Enhanced DBS certificates, additional police intelligence may also appear. This can include information from local police about investigations or concerns that did not lead to a conviction but are considered relevant.

Where applicable, the certificate will also indicate if the individual is barred from working with children or vulnerable adults.

Employers should have a clear policy for evaluating DBS results and are encouraged to seek legal advice if they are unsure how to interpret or respond to any disclosures.

Do I need the Applicant’s consent for a DBS check?

Yes, an individual’s knowledge and consent are required before a DBS check can be carried out.

You cannot request a DBS check on someone without their awareness or involvement. The process requires personal details such as full name history, date of birth, address history and official identification, so the applicant must actively take part.

The DBS sends the certificate directly to the individual rather than the employer. This allows the person to see the results first and decide who to share it with. If an employer wishes to view the certificate, the individual must choose to provide it.

Does a DBS Certificate cover foreign criminal records?

No, a DBS check only includes criminal record information from UK sources and does not automatically cover offences committed in other countries. It checks records from England and Wales, along with relevant information from Scotland and Northern Ireland held on the UK-wide Police National Computer, but it does not access international criminal databases.

This means that if someone has lived or worked abroad, any offences committed outside the UK are unlikely to appear on their DBS certificate. This can leave a gap in the background information available to employers. In such situations, it is advisable to request an overseas criminal record check, often called a Certificate of Good Conduct, from the relevant country.

Most countries have a process for issuing police clearance or criminal record certificates to current and former residents. The UK government provides guidance on how to obtain these from different countries.

If a candidate has spent a significant amount of time overseas, employers should be mindful of this limitation and take appropriate steps to gather any additional background information that may be needed.

Is my old CRB Check still relevant?

Whilst CRB Checks never had an expiry date as such, the change over from CRB Check to DBS Check happened so long ago, that it is very likely any existing CRB Check certificate is of little use to employers now. Especially for new roles.

A CRB Check also never had any type of update service, so it couldn’t be maintained.

CRB Checks should be replaced with a new DBS certificate.

Can I DBS check all my staff even if not legally required?

You can request Basic DBS checks for any employees or staff as part of your organisation’s policy, because Basic DBS checks are available for all roles and purposes.

Many employers choose to carry out Basic DBS checks for positions that do not qualify for Standard or Enhanced checks but still carry a level of responsibility, such as roles involving finances or access to sensitive information. Although not legally required, a Basic check can provide insight into any recent unspent convictions.

However, Standard and Enhanced DBS checks cannot be requested for just any role. These higher-level checks are legally restricted and may only be used for positions that meet specific eligibility criteria, such as working with children, vulnerable adults or performing certain regulated activities.

It is not permitted to request a Standard or Enhanced DBS check for a role that does not meet these requirements. For positions outside these categories, a Basic DBS check is the only appropriate option for background screening.

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