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?
Cost Breakdown for DBS Checks
When applying for a DBS Check (previously known as a CRB Check) through an Umbrella Body, the total cost usually has two parts.
1. Statutory DBS Fee
This fee is set by the Disclosure and Barring Service (DBS) and is fixed per application, regardless of the number of checks you complete each year.
- Basic or Standard DBS Check: £21.50
- Enhanced DBS Check: £49.50 (may include searches of the Adults’ and/or Children’s Barred Lists)
2. Umbrella Body Administration Fee
Umbrella Bodies charge an admin fee to process your application. This can vary based on the volume of checks. At DBS.expert, admin fees start from £3.00 per application.
What are the types of DBS certificate available?
Levels of DBS Checks
There are three main levels of DBS checks: Basic, Standard, and Enhanced. Employers should assess the specific duties and responsibilities of a role to determine which level of check is appropriate. Doing so helps create a safe and trustworthy environment for both the organisation and those it supports.
How long does a DBS Check take?
DBS Check Processing Times
Most DBS checks are completed within 48 hours, though exact turnaround times vary depending on the type of check.
Basic DBS Check
Basic checks are usually processed very quickly — often within just a few hours.
Standard DBS Check
Standard checks typically take between 24 and 48 hours to complete, and rarely exceed five working days.
Enhanced DBS Check
Enhanced checks require input from local police forces, which can extend processing times. While some are completed on the same day, they generally take longer than Basic or Standard checks.
Most Enhanced checks are finalised within ten working days.
What does a DBS Check check for?
What a DBS Check Reveals
A DBS (Disclosure and Barring Service) check provides details about an individual’s criminal history, allowing employers to make safer and more informed recruitment decisions. The level of information disclosed depends on the type of check requested, whether Basic, Standard, Enhanced, or Enhanced with Barred Lists.
Can I pay extra for a fast track DBS Check?
Fast Track DBS Checks
There is no official fast-track option for DBS checks. All applications are processed by the Disclosure and Barring Service following the same standard procedure.
Once an application has been submitted, neither DBS.expert nor any other Umbrella Body can accelerate the process. However, the experience can be made smoother and more efficient. DBS.expert helps achieve this by providing an intuitive platform that reduces applicant errors and makes the application process clear and easy to follow.
Which identification documents are required for a DBS Check Application
DBS Identification Requirements
Applicants for DBS checks must present valid identification documents to an authorised ID checker
within the organisation requesting the check. The required combination of documents depends on what the applicant
can provide, but all documents must be current and valid. These rules are set by the
Disclosure and Barring Service to ensure accurate identity verification.
In many cases, applicants can complete a digital ID check, which offers a faster and more convenient
way to confirm identity. For most digital checks, only a biometric passport is required, allowing the
process to be completed securely online without the need to present documents in person.
You can view the latest document requirements on the official government website:
DBS Identity Checking Guidelines
How do I get a Standard or Enhanced DBS certificate for my Employees\Volunteers?
Custom Branded DBS Check Solutions
If your organisation needs to carry out numerous DBS checks on an ongoing basis, you may want to explore a custom-branded site solution.
Click here to register for a demo and see how it works.
Once you decide to proceed with a custom build, we will take a few days to create the site, and it will be ready for immediate use.
Each individual added will receive their own applicant login, which they can use to access the portal and complete their part of the DBS application. Once they’ve finished, you’ll be notified, allowing you to log in to the client area, perform the ID verification, and select the appropriate 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 will 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.
If you don’t need a custom site or don’t have many DBS checks to carry out, you can explore our non-custom service here: www.easydbs.co.uk
How do I get a Basic DBS Check?
How to Apply for a Basic DBS Check
Unlike the Standard and Enhanced DBS checks, which have specific eligibility requirements, anyone can apply for a Basic DBS check independently.
A Basic DBS check can be requested directly from the Disclosure and Barring Service without the need for a third party or additional fees, aside from the official £21.50 cost. If you’re asked to pay more, it means an administrative fee has been added, which you can avoid. To apply for a Basic DBS check, simply visit: https://www.gov.uk/request-copy-criminal-record
However, make sure that a Basic DBS check is the right option for your needs. If a Standard or Enhanced DBS check is required, you’ll typically need to apply through an Umbrella Body like DBS.expert, or your organisation must be registered directly with the Disclosure and Barring Service.
What type of DBS Check do I need?
Determining the Right Level of DBS Check
If a role involves direct, unsupervised contact with vulnerable individuals such as children, elderly adults, or people with disabilities, or includes regulated activities, an Enhanced DBS check will typically be required. This may also include checks against the relevant Barred Lists.
For roles that do not involve working with vulnerable groups but still carry significant responsibility or trust, such as in finance, law, or security, a Standard DBS check is usually appropriate.
In situations where a role does not involve working with vulnerable individuals or handling sensitive tasks, a Basic DBS check is generally sufficient.
Eligibility for Standard and Enhanced DBS checks is governed by legislation, including the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 and the Police Act 1997. Not all roles are eligible for these checks, so it is essential for employers to use the official GOV.UK eligibility tool to confirm the correct level. Requesting a higher-level check without justification can be unlawful.
The Disclosure and Barring Service provides detailed guidance and an online tool to assist in determining eligibility.
For more information, view the eligibility guidance here or use their eligibility tool.
Can I get a Volunteer DBS Check for free?
DBS Checks for Volunteers
The Disclosure and Barring Service (DBS) does not charge a fee for Standard and Enhanced DBS checks when they are requested for volunteers. If an individual is working in an unpaid volunteer role that qualifies for a DBS check, the application can be submitted as a volunteer check by making the appropriate declarations during the process.
Although the DBS fee is waived for volunteer checks, there is still an administrative fee from DBS.expert. This means the total cost is significantly lower, but the admin fee remains the same whether the application is for a volunteer or a paid employee.
It’s important to note that the DBS definition of a volunteer is very specific. Roles that are part of a work placement, internship, or trial period are not considered volunteer positions by the DBS. However, the DBS.expert platform clearly explains the criteria and guides users through the declaration process to ensure that the role qualifies for a volunteer check.
How long is a DBS certificate valid for?
DBS Check Expiry and Renewal
A DBS check does not have an official expiry date. It only reflects an individual’s criminal record at the time the certificate was issued.
The certificate provides information that was accurate at the time of the check, but it does not automatically update to include any new convictions, cautions, or other relevant details that may arise afterward. Therefore, employers should consider the issue date when deciding whether a new check is required.
In many industries, particularly those involving vulnerable individuals or sensitive duties, it is standard practice—or even a regulatory requirement—to renew DBS checks periodically. Typically, these checks are renewed every three years, although some roles may require them to be renewed annually or biennially, depending on the nature of the work and the organisation’s policy.
What is the difference between a CRB Check and a DBS Check?
CRB vs DBS: What’s the Difference?
A CRB check is the former name for what we now refer to as a DBS check. CRB stood for the Criminal Records Bureau, which was the organisation responsible for conducting criminal record checks before the establishment of the Disclosure and Barring Service (DBS). In 2012, the CRB merged with the Independent Safeguarding Authority to form the DBS.
Since the merger, CRB checks have been replaced by DBS checks, though the core purpose remains the same — to provide employers with criminal record information to aid safer recruitment decisions. The DBS also introduced additional features, such as checks against barred lists and the Update Service. Therefore, references to CRB checks in older materials essentially refer to what is now called a DBS check.
In summary, DBS is simply the updated name for CRB. What was once known as a Standard CRB Check is now a Standard DBS check, and an Enhanced CRB Check is now an Enhanced DBS check.
Even though the name has changed, many people still informally refer to the process as a CRB check, and some of the DBS systems still use the older term. For example, the external tracking website still includes “crbonline” in its address. Nonetheless, all criminal record checks are now processed through the DBS. Employers should be aware of this change, and while old CRB certificates may still exist, they should be treated as outdated and equivalent to older DBS certificates.
What is the DBS e-bulk platform?
The E-Bulk System for Faster DBS Applications
The Disclosure and Barring Service (DBS) introduced the E-Bulk system to make the DBS application process quicker and more efficient.
This system allows for two-way data transfer, meaning application results and tracking information are sent directly to DBS.expert and are typically available within two to three hours. By adopting the E-Bulk system, DBS.expert eliminates the need for paper forms, providing users with a faster and more streamlined experience. Once applications are submitted through DBS.expert, they reach the DBS within minutes, helping to expedite the entire process.
What is the Children's Barred List?
Children’s Barred List and DBS Checks
The Children’s Barred List is a confidential register maintained by the Disclosure and Barring Service (DBS), containing the names of individuals who are legally prohibited from working with children.
It’s important to note that someone can be listed on this register even if they have no 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 search of the Children’s Barred List if the role qualifies for it. For example, a role that involves working only with adults would not be eligible for a search of the Children’s Barred List.
There is no additional cost for an Enhanced DBS check that includes a Barred List search, compared to one without it.
What is the Adults' Barred List?
Adults’ Barred List and DBS Checks
The Adults’ Barred List is a confidential register managed by the Disclosure and Barring Service (DBS). It contains the names of individuals who are legally prohibited from engaging in Regulated Activity with vulnerable adults.
Regulated Activity with adults is clearly defined and includes tasks such as providing personal care or managing an individual’s finances. A comprehensive guide detailing what constitutes Regulated Activity can be found here.
A person may be placed on the Adults’ Barred List even without having a criminal record. Being barred is a legal restriction and does not require a criminal conviction.
An Enhanced DBS check can include a search of the Adults’ Barred List, but only if the role qualifies. For instance, a position that does not involve Regulated Activity, such as a cleaner working in a care home, would not be eligible for this type of Barred List check.
There is no additional cost for an Enhanced DBS check that includes a Barred List search compared to one without it.
What is 'Regulated Activity'?
Regulated Activity for Adults
Regulated Activity for adults refers to roles that involve personal care, healthcare, and financial management. These tasks are considered high-trust responsibilities and require an Enhanced DBS check with Barred List information.
A detailed explanation of what constitutes Regulated Activity can be found in the official Regulated Activity guidance (PDF) .
Examples of Regulated Activity
- Providing personal care, such as assisting with washing, dressing, feeding, or helping someone use the toilet.
- Delivering healthcare services, including nursing, dentistry, or physiotherapy.
- Offering social work services related to health or social care.
- Helping vulnerable adults with managing money, paying bills, or shopping on their behalf.
- Transporting vulnerable adults to or from appointments where they receive healthcare, personal care, or social work.
- Managing or supervising individuals who carry out any of these regulated activities.
What is 'Vulnerable Adult'?
What Is a Vulnerable Adult?
A vulnerable adult is defined as a person aged 18 or over who may be unable to protect themselves from abuse, harm, or neglect. This vulnerability may result from physical or mental disability, illness, age-related frailty, or a mental health condition. Such individuals often require support to carry out daily activities, make decisions, or ensure their personal safety.Who Is Considered Vulnerable?
The term is widely used across Health and Social Care to describe individuals who need safeguarding measures to protect them from potential abuse or exploitation. Vulnerable adults may include people living with dementia, learning disabilities, physical disabilities, long-term illnesses, or mental health challenges. They can also be vulnerable due to social circumstances, such as isolation or financial hardship.Safeguarding Vulnerable Adults
Safeguarding involves taking proactive steps to promote wellbeing, prevent abuse, and respond quickly and effectively if concerns arise. This is especially important in health and social care settings, where many individuals rely on others for care and support.The Care Act 2014
The Care Act 2014 provides the legal framework for protecting adults at risk in England. It defines an adult at risk as someone who:- Has needs for care and support.
- Is experiencing, or at risk of, abuse or neglect.
- Cannot protect themselves because of their care and support needs.
Further Guidance
For more detailed definitions and official guidance, see the following resources:- The Care Act 2014 (England)
- Adult Safeguarding: Roles and Competencies for Health Care Staff
- Safeguarding Adults: Health and Social Care (NHS)
Examples of Regulated Activity
- Providing personal care, such as assisting with washing, dressing, feeding, or helping someone use the toilet.
- Delivering healthcare services, including nursing, dentistry, or physiotherapy.
- Offering social work services related to health or social care.
- Helping vulnerable adults with managing money, paying bills, or shopping on their behalf.
- Transporting vulnerable adults to or from appointments where they receive healthcare, personal care, or social work.
- Managing or supervising individuals who carry out any of these regulated activities.
What is an Adult First Check, and is it the same as an Adults' Barred List check?
Adults’ Barred List Check vs Adult First Check
An Adults’ Barred List check and an Adult First check are related, but they are not the same.
An Adults’ Barred List check is an optional component of an Enhanced DBS check. It checks whether an applicant is listed on the Adults’ Barred List. Those on this list are legally prohibited from carrying out Regulated Activity with adults, such as providing healthcare, personal care, or managing finances.
Some roles qualify for an Enhanced DBS check, while others may qualify for an Enhanced DBS check with an Adults’ Barred List check. For example, a receptionist in a care home may qualify for an Enhanced DBS check, but not for an Adults’ Barred List check, as their role does not involve Regulated Activity. However, a care assistant providing personal care would require both an Enhanced DBS check and 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. This can only be requested alongside or as part of an Enhanced DBS check that includes an Adults’ Barred List check. The employer will typically receive an email within 72 hours, stating whether the person is not on the list, or advising to wait for the full certificate. Waiting for the full certificate does not necessarily mean the individual is on the list.
There is no price difference between an Enhanced DBS check and an Enhanced DBS check with an Adults’ Barred List check. However, an Adult First check is optional and incurs an additional fee.
Currently, there is no rapid service for checking the Children’s Barred List.
How do I track DBS Check applications?
DBS Application Tracking
Both employers and applicants can view complete tracking information for a DBS application by logging into our platform. The system clearly displays each stage of the process. Once the application has been submitted 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 certificate?
Eligibility for DBS Checks
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 outlined in legislation, primarily the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 and the Police Act 1997. Not all roles qualify, so employers should use the official GOV.UK eligibility tool to determine which level of check is appropriate. Requesting a higher-level check without proper justification may be unlawful.
The GOV.UK website provides an eligibility checking tool, along with detailed guidance to help employers understand the rules.
They provide an eligibility tool.
The DBS also offers comprehensive eligibility guidance here.
What is a Home-Based Position?
Home-Based DBS Checks
A Home-Based position refers to a role where the applicant carries out regulated activity in their own home.
For example, a music teacher who gives lessons to children at their own residence would be considered to hold a Home-Based position.
On the other hand, a home care worker providing personal care to a vulnerable adult in the adult’s home is not classified as Home-Based for DBS purposes.
Home-Based roles are subject to additional checks by local police. Therefore, it is important to mark a role as Home-Based only if it genuinely meets the criteria.
There is no price difference between an Enhanced DBS check for a Home-Based role and one for a non-Home-Based role.
What is a DBS Umbrella body?
What Is a DBS Umbrella Body?
A DBS Umbrella Body is an organisation 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 (DBS). This is particularly useful because most companies and charities do not register directly with the DBS, as direct registration is typically only practical for organisations processing thousands of checks annually. 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
The DBS Update Service is a subscription-based option from the Disclosure and Barring Service (DBS) that allows both individuals and employers to keep DBS checks current and check their status online. This service enables a single DBS certificate to remain valid and up to date over time.
After 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 within 30 days of the certificate being issued or during the application process by using the form reference number.
Once enrolled, the certificate can be used for different roles, as long as the 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 annually.
With the individual’s consent, employers can perform a free online check to verify whether the certificate’s status has changed. The system will provide one of three outcomes:
- “This certificate is still clear” — No new information to report.
- “This certificate has no new information” — It might not be clear, but no new information to report since printing
- “Certificate has new information” — Indicates that there may be changes or new information, and a new DBS check may be required.
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 about the DBS Update Service here.
Can someone begin work before their DBS certificate is complete?
Starting Work Before a DBS Check Is Complete
Whether an employee can begin work before their DBS check is complete depends on the organisation’s policies. Some employers may allow individuals to start under supervision while the check is in progress.
For roles involving regulated activity with children or certain vulnerable adults, a Barred List check is mandatory. Since it is illegal for anyone on these lists to carry out such work, it is highly unlikely that employment can begin until confirmation is 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. For more details on how this process works, refer to the FAQs.
Can a DBS certificate be used for multiple jobs?
Transferring DBS Checks Between Employers
The Disclosure and Barring Service (DBS) does not set any rules regarding whether a DBS check can be transferred between employers. It is entirely up to each organisation to decide whether they will accept a DBS certificate issued by another employer.
In practice, many organisations prefer not to accept certificates from other employers, as 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?
Managing DBS Application Delays
Delays from the Disclosure and Barring Service (DBS) in issuing a DBS certificate can be frustrating, especially if it prevents a new employee from starting as planned or if the candidate decides to accept another job while waiting.
It’s also important to note that 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.
Balancing these risks requires careful timing when submitting a DBS application during the recruitment and onboarding process.
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 start the process early by registering the applicant, having them 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?
Who Pays 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 offers 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, eliminating the need for the employer to pay upfront and recover the money later.
What are 'filtered' cautions and convictions?
DBS Filtering Process
Filtering is the process used to determine which criminal records appear on Standard and Enhanced DBS certificates. Some older or minor offences are omitted from 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?
Checking the DBS Certificate
As an employer, you should always check the original DBS certificate provided by the applicant. Photocopies, scanned images, or digital versions are not considered valid as they can easily be altered. The original certificate contains built-in security features such as watermarks and specialist paper, which can only be verified in person.
For organisations using DBS.expert, 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?
Reviewing a DBS Certificate
When reviewing a DBS certificate, employers should carefully assess any disclosed information. This includes cautions or convictions, considering the nature of the offence, how much time has passed since it occurred, and whether it is relevant to the role being offered.
Enhanced DBS certificates may also include additional police intelligence. This can involve information from local police regarding investigations or concerns that did not result in a conviction but are still deemed relevant.
If applicable, the certificate will also indicate whether 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 uncertain about how to interpret or respond to any disclosures.
Do I need the Applicant’s consent for a DBS check?
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 participate.
The DBS sends the certificate directly to the individual, not the employer. This allows the person to view the results first and decide who to share it with. If an employer wishes to see the certificate, the individual must choose to provide it.
Does a DBS Certificate cover foreign criminal records?
Do DBS Checks Include Overseas Information?
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 data 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 cases, it is advisable to request an overseas criminal record check, often referred to as 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 aware of this limitation and take additional steps to gather any necessary background information.
Is my old CRB Check still relevant?
Are CRB Checks Still Valid?
While CRB checks never had an official expiry date, the transition from CRB to DBS checks took place so long ago that any existing CRB certificate is now largely outdated and unsuitable for employers—particularly for new roles.
Unlike modern DBS checks, CRB checks did not include an update service, meaning they could not be maintained or renewed over time.
For this reason, any remaining CRB certificates should be replaced with a new DBS certificate.
Can I DBS check all my staff even if not legally required?
Can Employers Request DBS Checks for Any Role?
Employers can request Basic DBS checks for any employee or role, as these are available for all purposes and industries.
Many organisations choose to carry out Basic DBS checks for positions that do not qualify for Standard or Enhanced checks but still involve trust or responsibility — for example, roles that handle money or access sensitive data. Although not mandatory, a Basic check helps reveal any recent unspent convictions.
However, Standard and Enhanced DBS checks are legally restricted. These higher-level checks can only be requested for positions that meet specific eligibility criteria, such as working with children, vulnerable adults, or undertaking regulated activities.
It is unlawful to request a Standard or Enhanced DBS check for roles that do not meet the necessary conditions. In such cases, a Basic DBS check remains the correct and lawful option.
Jump to answers to our most popular DBS queries:
- How much is a DBS?
- How long does a DBS take?
- What type do I need?
- What does it check for?
- What identity documents are required?
- How to get a Basic DBS check?
- Can an individual get a Standard/Enhanced check?
- Are volunteer DBS checks free?
- How long is a DBS valid for?
- How to track a DBS?
- Who pays for a DBS?
- Is a DBS portable?
- Is there a fast-track option?
- What is the DBS Update Service?
- What is a DBS Umbrella Body?
- What is the e-bulk platform?
- What is a CRB check?
- What is the Children’s Barred List?
- What is the Adults’ Barred List?
- What is Regulated Activity?
- What is a Vulnerable Adult?
- What is an Adult First Check?
- What is a Home-based position?