Save Time With Our DBS Application Form!
Save time when applying for your DBS check, by registering with Aaron’s Department.
Complete a simple online DBS application form for each applicant, and have any mistakes identified before they’re sent off, minimising the possibility of delays further down the process.
What Information Do You Need to Fill Out a DBS Application?
To apply, you will need the following information for the applicant:
Alternatively, you can create an account for the applicant, and let them fill out the application themselves!
Transgender DBS Application Process
The Disclosure and Barring Service offers a confidential checking process for transgender applicants in accordance with the Gender Recognition Act 2004.
This process is for transgender applicants who do not wish to reveal details of their previous identity to the person who asked them to complete an application form for a DBS certificate.
For more information about the transgender process, email: sensitive@dbs.gov.uk
DBS Documents Your Applicant Needs To Have
The documents an individual needs for a DBS check will depend on which country they are from, and what documentation they have to hand.
Some of the most common documents when applying for a Disclosure and Barring Service check include:
– Passport.
– UK Driving Licence.
– Birth Certificate.
We have also written a briefer description of the documents needed for a DBS check on our blog.
1. They are a UK National, or a Non-UK National doing Voluntary Work.
The documents the applicant will need to provide depend on the route the application takes. Route 1 would be the ideal route, but if this is not possible, it will go to Route 2 or 3.
Route 1
(UK National, or Non-UK National doing voluntary work)
They must be able to show from the table below:
At least one of the documents must show the current address.
(If the applicant is unable to show these documents and is a non-UK National applying for voluntary work, they may need to be fingerprinted.)
Route 2
(UK National Only)
If they don’t have any of the documents in Group 1, then they must be able to show,
At least one of the documents must show the current address. The organisation conducting the ID check must then also use an appropriate external ID validation service to check the application.
Route 3
(UK Nationals Only)
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:
At least one of the documents must show the current address, and if they can’t provide these documents, you may need to be fingerprinted.
Documents
Group 1: Primary Identity Documents
Document
Notes
Passport
Any current and valid passport
Biometric residence permit
UK
Current photocard driving licence (full or provisional)
UK, Isle of Man, and Channel Islands. From 8 June 2015, the paper counterpart to the photocard driving licence will not be valid and will no longer be issued by DVLA
Birth certificate, issued within 12 months of birth
UK, Isle of Man, and Channel Islands – including those issued by UK authorities overseas, for example embassies, High Commissions and HM Forces
Adoption certificate
UK and Channel Islands
Group 2a: Trusted Government Documents
Document
Notes
Current photocard driving licence, full or provisional.
All countries outside the UK (excluding the Isle of Man and Channel Islands)
Current driving licence (full or provisional) – paper version (if issued before 1998)
UK, Isle of Man, and Channel Islands
Birth certificate, issued after time of birth
UK, Isle of Man and Channel Islands
Marriage or civil partnership certificate
UK and Channel Islands
Immigration document, visa or work permit
Issued by a country outside the UK. Valid only for roles whereby the applicant is living and working outside of the UK. Visa/permit must relate to the non-UK country in which the role is based
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
Issued in last 12 months
Bank or building society statement
UK and Channel Islands
Issued in last 3 months
Bank or building society statement
Countries outside the UK
Issued in last 3 months – branch must be in the country where the applicant lives and works
Bank or building society account opening confirmation letter
UK
Issued in last 3 months
Credit card statement
UK
Issued in last 3 months
Financial statement, for example 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
Letter of sponsorship from future employment provider
Non-UK 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, for example Child Benefit, Pension
UK
Issued in last 3 months
Central or local government, government agency, or local council document giving entitlement, for example from the Department for Work and Pensions, the Employment Service, HMRC
UK and Channel Islands
Issued in last 3 months
EEA National ID card
–
Must still be valid
Cards carrying the PASS accreditation logo
UK, Isle of Man 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
2. They are a Non-UK Applicant
An applicant who wants to carry out paid work and isn’t a UK national must be able to show:
If an applicant is unable to provide this, then they can’t submit a DBS check because the right to work in the UK can’t be established, but they can’t use any other route.
Non-UK national applicants for voluntary work must use Route 1.
Non-UK nationals who are eligible for a DBS check and receiving payment for work must use the paid work route.
However, Route 1 can be used by adult household members:
Documents for Paid Working Non-UK Nationals
The documents must be originals, not copies. At least one of the documents must show the applicant’s current address.
A current passport or passport card showing that the holder is a national of Ireland.
A current document issued by the Home Office to a family member of an EEA or Swiss citizen, and which indicates that the holder is permitted to stay in the United Kingdom indefinitely.
A current Biometric Immigration Document (Biometric Residence Permit) issued by the Home Office to the holder indicating that the person named is allowed to stay indefinitely in the UK, or has no time limit on their stay in the UK.
Online evidence of immigration status. Either via the View and Prove service or using the BRP or BRC online service. Issued by the Home Office to the employer or prospective employer, which indicates that the named person may stay in the UK and is permitted to do the work in question. Must be valid. Note: this includes the EUSS digital status confirmation.
A current passport endorsed to show that the holder is exempt from immigration control, is allowed to stay indefinitely in the UK, has the right of abode in the UK, or has no time limit on their stay in the UK.
A current Immigration Status Document issued by the Home Office to the holder with an endorsement indicating that the named person is allowed to stay indefinitely in the UK or has no time limit on their stay in the UK, together with an official document giving the person’s permanent National Insurance number and their name issued by a government agency or a previous employer.
A current passport endorsed to show that the holder is allowed to stay in the UK and is currently allowed to do the type of work in question.
A current Biometric Immigration Document (Biometric Residence Permit) issued by the Home Office to the holder which indicates that the named person can currently stay in the UK and is allowed to do the work in question.
A current document issued by the Home Office to a family member of an EEA or Swiss citizen, and which indicates that the holder is permitted to stay in the United Kingdom for a time limited period and to do the type of work in question.
A frontier worker permit issued under regulation 8 of the Citizens’ Rights (Frontier Workers) (EU Exit) Regulations 2020.
A current Immigration Status Document containing a photograph issued by the Home Office to the holder with a valid endorsement indicating that the named person may stay in the UK, and is allowed to do the type of work in question, together with an official document giving the person’s permanent National Insurance number and their name issued by a government agency or a previous employer.
A document issued by the Home Office showing that the holder has made an application for leave to enter or remain under Appendix EU to the immigration rules on or before 30 June 2021 together with a Positive Verification Notice from the Home Office Employer Checking Service.
An Application Registration Card issued by the Home Office stating that the holder is permitted to take the employment in question, together with a Positive Verification Notice from the Home Office Employer Checking Service.
A Positive Verification Notice issued by the Home Office Employer Checking Service to the employer or prospective employer, which indicates that the named person may stay in the UK and is permitted to do the work in question.
Supporting Documents
The applicant must be able to show 2 documents from any of these groups.
Group 1
Document
Notes
Passport
Any current and valid passport
Biometric residence permit
UK
Current driving licence photocard, (full or provisional)
UK, Isle of Man and Channel Islands
Birth certificate, issued within 12 months of birth
UK, Isle of Man, and Channel Islands – including those issued by UK authorities overseas, for example embassies, High Commissions and HM Forces
Adoption certificate
UK and Channel Islands
*A passport or biometric residence permit can only be used as a supporting document if it’s not already been used as a primary document.
Group 2a
Document
Notes
Current driving licence photocard, (full or provisional)
All countries outside the EU (excluding the Isle of Man and Channel Islands)
Current paper version driving licence, full or provisional (if issued before 1998)
UK, Isle of Man and Channel Islands
Birth certificate, issued after time of birth
UK, Isle of Man and Channel Islands
Marriage or civil partnership certificate
UK and Channel Islands
Immigration document, visa, or work permit (for applicants living and working outside the UK)
Issued by the country where the role is based
HM Forces ID card
UK
Firearms licence
UK, Isle of Man, and Channel Islands
*All driving licences must be valid.
Group 2b
Document
Notes
Issue date and validity
Mortgage statement
UK
Issued in last 12 months
Bank or building society statement
UK and Channel Islands
Issued in last 3 months
Bank or building society statement (for applicants living and working outside the UK)
Countries outside the UK
Issued in last 3 months – branch must be in the country where the applicant lives and works
Bank or building society account opening confirmation letter
UK
Issued in last 3 months
Credit card statement
UK
Issued in last 3 months
Financial statement, for example 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
Letter of sponsorship from future employment provider
Non-UK only – valid only for applicants residing outside of the UK at time of application
Must still be valid
Utility bill
UK, not including a mobile telephone bill
Issued in last 3 months
Benefit statement, for example Child Benefit, Pension
UK
Issued in last 3 months
Central or local government, government agency, or local council document giving entitlement, for example from the Department for Work and Pensions, the Employment Service, HMRC
UK and Channel Islands
Issued in last 3 months
EEA National ID card
–
Must still be valid
Cards carrying the PASS accreditation logo
UK, Isle of Man 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
If you need any help, guidance or advice, this is all available on our dedicated page.