DBS Checks for Employers: Everything HR Needs to Know before going into 2027
DBS checks shouldn't be the thing that holds up a great hire. This guide explains the four levels, what shows up and how to fix the problems HR teams run into most.
The quick answer: A DBS check is a criminal record check for roles in England and Wales. There are four levels: Basic, Standard, Enhanced and Enhanced with barred list checks. The level you can request depends on the role's duties, not the candidate.
You've found the right person. The offer's accepted, the start date's in the diary, and then the DBS check stalls. Maybe the application bounced back over an address gap. Maybe it's been "with the police" for three weeks. Maybe your candidate simply hasn't opened the email.
Sound familiar? You're not alone, and most of these hold-ups are avoidable. Here's everything you need to run DBS checks confidently, plus fixes for the five problems we hear about most.
In this guide: what a DBS check is · the four levels · which one you need · what shows up . timings · 5 common problems · your DBS checklist
What is a DBS check?
A DBS check is a criminal record check issued by the Disclosure and Barring Service (DBS). It covers England and Wales, and helps employers make safer, fairer hiring decisions. For some roles, it's a legal requirement.
Scotland uses Disclosure Scotland and Northern Ireland uses AccessNI, each with its own levels and rules. Hiring across the UK? Check which body applies to each role before you start.
Basic, Standard or Enhanced? The four DBS levels explained
Level | What it shows | Who can request it | Typical roles |
Basic | Unspent convictions and conditional cautions | The individual, or an employer with consent | Any role |
Standard | Spent and unspent convictions, cautions, reprimands and final warnings, subject to filtering | Employers only, for eligible roles | Certain roles in law, accountancy and financial services |
Enhanced | Everything in Standard, plus information local police consider relevant | Employers only, for eligible roles | Teachers, healthcare workers, carers |
Enhanced with barred list checks | Everything in Enhanced, plus a check of the children's and/or adults' barred lists | Employers only, for roles in regulated activity | Roles working closely with children or adults who need care |
Remember: you can't request a higher level than the role is eligible for. It's not a case of "more is safer". An ineligible request can breach data protection law, so always start with the role, not the person.
Which DBS check do I need? A three-question test
Will the role involve regulated activity with children or adults? If yes, you're likely looking at Enhanced with barred list checks.
Is the role listed in the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975? If yes, a Standard or Enhanced check may apply.
Neither? A Basic check is the right fit. Still unsure? GOV.UK's DBS eligibility guidance walks you through it. Save a note of your decision for each role and you'll have a clear audit trail if anyone asks.
What shows up on a DBS check, and what doesn't?
A Basic check only shows unspent records. Standard and Enhanced checks go further, but they don't show everything. Since 2013, "filtering" rules have removed certain older or minor records automatically, and those rules changed again in November 2020:
Youth cautions, reprimands and warnings received under 18 are no longer automatically disclosed
The multiple conviction rule was scrapped, so each conviction is now assessed on its own
Adult cautions are filtered after six years
Convictions are filtered after 11 years (five and a half years if the person was under 18), as long as there was no custodial sentence and the offence isn't on the specified list
On Enhanced checks, police can still disclose information they consider relevant to the role.
How long does a DBS check take?
Basic checks are often back within days. Standard and Enhanced checks take longer, and Enhanced checks vary the most because local police may need to review records.
It helps to know the stages. A Standard or Enhanced application moves through five: application received, Police National Computer search, barred list search (where it applies), local police search, and certificate printed. Stage four is where most long waits happen.
5 common DBS problems (and how to fix them)
Most DBS delays come down to the same few issues, and almost all of them are avoidable.
Problem | Why it happens | The fix |
Wrong level requested | Levels copied from old adverts, or Enhanced requested "to be safe" | Match each role to its eligible level and record why |
Application bounces back | Missing previous names or gaps in five years of addresses | Check names and address history before you submit |
Candidate goes quiet | Emails land in spam, or the urgency isn't clear | Explain what's coming at offer stage, then send short reminders |
Stuck at stage four | Local police searches take longer in some areas | Set expectations early and keep everyone updated on progress |
Nobody knows who's waiting on what | Checks tracked across spreadsheets and inboxes | Keep every check, for every candidate, in one view |
Spot the pattern? Most of these aren't DBS problems. They're process problems, and that's exactly where the right tool makes the difference.
When should you run a DBS check, and how often?
Most employers run DBS checks after a conditional job offer. It keeps the process fair and means you're not handling criminal record information for candidates you won't hire.
A certificate has no official expiry date. Your policy, or your sector's rules, should set how often you recheck. The Update Service can make rechecking quicker for roles that need it.
Your DBS checklist
Confirm the role's eligible level and record why
Tell the candidate at offer stage what's coming and how long it may take
Share the accepted ID documents list upfront
Check names, previous names and five years of addresses before submitting
Ask whether they're on the Update Service
Plan for overseas checks where needed
Store results securely and set a deletion date
Run DBS checks without the chasing
That's what VettingGateway is built for. It brings Basic, Standard and Enhanced DBS checks into one platform, alongside Right to Work, Identity, HMRC and employer reference checks.
Get the level right first time. Request the check you need, with expert support if you're unsure which applies.
See where every check is. Track each candidate's progress, so you can update hiring managers without digging through inboxes.
Spend less time chasing. Candidates complete their part online, so there are fewer forms going back and forth.
Stay audit-ready. Every check is fully auditable, so you have a clear record when compliance questions come up.
Keep everything together. One platform for every pre-employment check, instead of juggling multiple providers.
Organisations including Jet2 and Swissport already use VettingGateway for their vetting.
Ready to take the chasing out of DBS checks? See how VettingGateway handles criminal record checks.
Frequently asked questions
Can an employer do a DBS check on an existing employee? Yes, with the employee's consent, and only at a level the role is eligible for. Some employers recheck periodically or when someone moves into a role with different duties.
Does a DBS check expire? No. A certificate has no official expiry date, but it only reflects records at the date it was issued. Your policy or sector rules decide when to recheck.
Can I accept a candidate's existing DBS certificate?
You can, but it only reflects records on the date it was issued, and it needs to be the right level and workforce for the new role. If the candidate is on the Update Service, you can check the certificate's status online for free, with their consent.
Can a candidate refuse a DBS check? Yes. If the check is a requirement of the role, you may be able to withdraw a conditional offer. Make this clear in the offer letter.
What's the difference between a DBS check and a CRB check? They're the same thing under a newer name. The Criminal Records Bureau (CRB) merged with the Independent Safeguarding Authority in 2012 to form the DBS.
Who pays for a DBS check? There's no legal rule. Most employers cover the cost, but some ask candidates to pay. Whatever you choose, be consistent and say so upfront. Checks for eligible volunteer roles are free.
Are DBS checks valid in Scotland and Northern Ireland? DBS covers England and Wales. Scotland uses Disclosure Scotland and Northern Ireland uses AccessNI, each with its own levels and rules.
How much does a DBS check cost in 2026? From 5 October 2026, Basic and Standard checks cost £20 and Enhanced checks cost £41. The Update Service costs £15 a year. Providers may add an admin fee.
Ready to find out more? Book a demo
Written by Maia Comley· Last reviewed 3/11/2026
This article is general guidance, not legal advice. Check GOV.UK and DBS guidance for the latest rules before making eligibility decisions.