When hiring for roles that involve working with children, vulnerable adults, or sensitive information, ensuring candidates have the right background checks is essential. A Disclosure and Barring Service (DBS) certificate provides employers with details of an applicant’s criminal record status. However, simply viewing a paper certificate isn’t enough—verification is key. Here’s a guide on how employers can verify a DBS certificate in the UK.
Why Verifying a DBS Certificate Matters
Fraudulent or altered DBS certificates can put organisations at risk. By verifying, employers can:
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Confirm the certificate is genuine.
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Ensure the details match the individual.
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Protect vulnerable groups and uphold safeguarding standards.
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Stay compliant with employment regulations.
Relying solely on a printed certificate without verification may leave gaps in safeguarding and legal compliance.
Step 1: Check the Physical Certificate
Employers should first review the physical certificate provided by the candidate. Important details to check include:
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The applicant’s full name and date of birth.
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The type of check completed (Basic, Standard, or Enhanced).
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The date of issue, as DBS certificates do not have an official expiry date but represent information at the time of printing.
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Any listed convictions, cautions, or barring information.
While this step is useful, it cannot confirm whether the certificate is genuine or still valid.
Step 2: Use the DBS Update Service
The DBS Update Service is the most reliable way for employers to verify a certificate. If the candidate has subscribed (within 30 days of their certificate being issued), employers can check the status online.
Employers will need:
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The individual’s consent.
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The DBS certificate number.
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The applicant’s surname and date of birth.
Once entered, the system will confirm whether the certificate is still up to date or if new information has been added since it was issued. This is especially useful for ongoing roles where criminal record status may change.
Step 3: Compare Information with Official Records
Employers should also ensure that the details on the DBS certificate align with the information provided during recruitment—such as the person’s name, ID documents, and right-to-work checks. Any discrepancies should be investigated immediately.
Step 4: Seek Guidance from the DBS or Umbrella Bodies
If there are doubts about a certificate’s authenticity, employers can contact the Disclosure and Barring Service or the umbrella body that processed the application. These organisations can provide clarification and ensure employers remain compliant.
Best Practice for Employers
To strengthen safeguarding procedures, employers should:
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Always request original certificates, not photocopies.
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Encourage employees to subscribe to the Update Service.
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Recheck DBS status at regular intervals, especially in high-risk roles.
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Keep records of verification checks for compliance purposes.
Final Thoughts
Knowing how employers can verify a DBS certificate is vital for maintaining safe recruitment practices. By combining visual checks, the DBS Update Service, and official verification channels, organisations can protect vulnerable groups and demonstrate a strong commitment to safeguarding.
For hassle-free DBS applications and guidance, visit ClearCheck.co.uk.
