What is a DBS check and do you need one to hire?

Background checks are nothing new in the world of hiring. But in the UK, criminal record checks, known as DBS checks, come with their own rules. DBS stands for the Disclosure and Barring Service. It's the government body that runs these checks.

You can’t just request a DBS check for any role. Depending on the job, there are different levels of disclosure, and strict rules about when you can use each one.

In this article, we explain exactly what a DBS check is and the different types available. We also cover when there's a requirement or expectation for UK employers to run them during the hiring process.

All information in this article is accurate as of May 2025. DBS rules, eligibility criteria, and fees are subject to change. Always refer to the official government guidance or seek legal advice before requesting a check.

What is a DBS check?

A DBS check is a criminal record check. It's carried out by the Disclosure and Barring Service. Its purpose is to help employers make safer hiring decisions. This is particularly important in jobs where people might be working with vulnerable groups, like children or adults who need support.

The DBS is a government body that operates in England, Wales, and Northern Ireland. It replaced the old Criminal Records Bureau (CRB). So, if you still hear people talk about a 'CRB check,' they’re referring to the same kind of thing.

The purpose of a DBS check is to show whether someone has a criminal history that could make them unsuitable for a particular role. But not every job needs one. And, as mentioned, there are rules about which level of check can be used, and when.

What are the different types of DBS checks?

Not all DBS checks are the same. The level of detail you can access depends on the role you’re hiring for. You can’t just pick the most detailed one because you feel like it. Here's a breakdown of each type, what they show, and when you should use them:

Basic DBS check

A basic DBS check is the most straightforward type. It only shows unspent convictions. For instance, the kind that haven’t yet passed their rehabilitation period.

Anyone can apply for a basic DBS check certificate. This includes individuals themselves. As an employer, you can submit a basic DBS check application on behalf of a candidate. But it’s important to get their consent first.

This is the only level of check available for general roles where there's no requirement for extra legal safeguarding.

Standard DBS check

The standard DBS check digs a little deeper. It shows both spent and unspent convictions. It also shows any cautions, warnings, or reprimands that are held on the Police National Computer.

You can only request a standard check for specific roles. These are set by the Rehabilitation of Offenders Act (ROA) 1974 (Exceptions) Order. They usually include certain legal, financial, and security positions. For example, solicitors or accountants working with sensitive data.

Enhanced DBS check

An enhanced DBS check includes everything you’d find in a standard one. But it also includes any relevant information held by local police. This might include things that didn’t lead to a conviction but are still relevant to the role being applied for. For example, allegations of abuse, repeated police call-outs, or intelligence reports linked to violent behaviour or safeguarding concerns.

You’ll usually need this level of check for jobs where someone works directly with vulnerable people. This is true even if the role doesn’t count as a legally regulated activity.

Enhanced with barred list check

This is the highest level of DBS check available. It includes everything you would find in a standard and enhanced check, plus a check against one or both of the official barred lists: one for working with children and one for working with adults at risk.

These lists name individuals who are legally banned from certain types of work because of past offences, behaviour, or safeguarding concerns.

Not every role qualifies for both barred list checks. Employers must only request a barred list check if the role is legally eligible. Misusing this process can result in fines or criminal prosecution.

If the role involves regulated activity such as teaching, providing healthcare, offering personal care, or working closely with vulnerable adults or children, then this level of DBS check is not just good practice. It is a legal requirement.

Do you need a DBS check to hire someone?

The short answer? Not always. Below, you can find out more detail about when a DBS check is required, recommended, or completely optional:

When it's a legal requirement

Some roles legally require a standard, enhanced, or enhanced with barred list check. As mentioned, this usually includes jobs where someone will be working directly with children or vulnerable adults. Think teaching, social work, healthcare, personal care, or certain support roles in schools and care settings.

If a job involves regulated activity, you don’t get to decide whether to do a check. You must run the correct level of DBS check. Otherwise, you’ll be in breach of the law.

When it’s strongly recommended

Even if there's no legal requirement for a DBS check, it might still be wise. This may apply to jobs where staff will be handling sensitive information, finances, or access to property. For example, roles in accountancy, banking, cybersecurity, or private security.

You may also want to run a check for roles of particular trust, even if the job doesn’t tick every legal box.. For example, care managers or trustees. A standard or enhanced check might help you protect your business and customers.

When it’s optional

For most roles in general office environments or retail, a DBS check isn’t necessary. In these cases, a basic DBS check is usually the most you can request. This is especially true if there’s no specific safeguarding risk or legal reason for more than this.

You can still ask for a basic check as part of your screening process. But it’s important not to overreach. Going beyond a basic check without a legal basis could breach privacy rules or even discriminate against the applicant.

How to request a DBS check as an employer

The DBS application process depends on the level of check you need. The process, cost, and who can apply all vary slightly. So, it’s worth getting it right upfront.

UK employers can now use Digital Identity Verification Technology (IDVT) for basic, standard, and enhanced checks, so long as they go through a certified identity provider. It speeds things up and avoids the need for in-person document checks.

Here's how to request a DBS check:

For basic checks

Basic DBS checks are the simplest to request. You can apply for one through the government website or through a third-party provider. For example, an innovative Human Resources Information System (HRIS) may enable you to run a basic DBS check as part of your wider hiring and onboarding flow. The candidate can also apply for their own basic check and share the certificate with you.

These checks usually take just a few days and cost £21.50 if you request it through the official route. They’re suitable for most general roles and don’t require any special eligibility.

For standard or enhanced checks

There's a bit more involved with standard and enhanced DBS checks. You can’t apply for one unless the job qualifies under the law. You need to check that the role appears in the Rehabilitation of Offenders Act (Exceptions) Order or involves regulated activity.

These checks must go through a registered organisation. This may be a government-approved responsible organisation or a registered employer. You need the candidate’s permission, and you need to do an official ID check as part of the application.

Standard checks cost £21.50, while enhanced checks cost £49.50. Turnaround times vary. But you can usually expect results within 2–4 weeks. If police hold any relevant local information, it may take a little longer.

Staying compliant with DBS rules

If you’re requesting DBS checks as part of your hiring process, you need to follow a few important rules. Here’s how to stay on the right side of the law:

• Only request checks when legally allowed: Don’t ask for a standard or enhanced check unless the role qualifies. You need a lawful basis to request these types.
• Store and handle results securely (GDPR compliant): DBS certificates often contain sensitive personal data. Keep them safe and limit access. DBS certificates shouldn’t be retained for longer than six months unless justified. Keep only the outcome or date of check for record-keeping.
• Understand filtering rules: Some old or minor convictions are filtered out and won’t appear on DBS certificates. Employers must not ask about or take filtered offences into account when making hiring decisions.
• Avoid discrimination—use info fairly and proportionately: Don’t reject someone purely because they’ve got a past conviction. Look at the context, how long ago it was, and whether it applies to the job.
• Keep records of why checks were done: If the Disclosure and Barring Service or Information Commissioner's Office (ICO) ever comes knocking, you’ll need to show why you ran the check. This includes what legal grounds you relied on. Keep that paper trail tidy.

Hiring checks made easy with Rippling

Keeping track of documents, DBS checks, and onboarding steps across different systems can be a pain. Especially when you’re hiring at pace or juggling compliance with day-to-day tasks. That’s where Rippling comes in.

Rippling lets you manage all your hiring and employee records in one place. And when it comes to DBS checks? Rippling makes it simple. Rippling's Recruiting software integrates background screening directly into the onboarding flow. This means you can trigger DBS checks at the right time and track progress as part of your wider hiring process. Minus the clunky portals and manual uploads.

The best bit? Rippling isn’t just a DBS check tool or an HR app. It’s a full workforce management platform. It connects HR, Payroll, IT, and Spend, all in one place, and all built on a single source of truth. That way, when someone starts a new role, their data flows across their contract, payroll, access permissions, pension contributions, and more. And all without you lifting a finger.

Tired of chasing paperwork and guessing who’s cleared their checks? Rippling can help you stay compliant, stay organised, and get new starters up and running faster.

DBS check FAQs

How long does a DBS check take?

How long it takes to process DBS checks depends on what kind of checks they are. A basic DBS check usually takes 1 to 3 working days if you use the online route. Standard and enhanced checks typically take 2 to 4 weeks. 

If the police need to review any information, it can delay things slightly. Always allow a bit of buffer time when you're hiring for a role that requires one.

Can you only apply for DBS checks online?

These days, yes. Online DBS checks are the standard. You can apply directly through the government’s online application service. You can also use a registered umbrella body or go through an online system built into your HR software (like Rippling). Paper forms still exist, but they’re slower and much less common.

Can a candidate start work before the DBS check is complete?

It depends on the role. For most legally regulated jobs, especially those involving children or vulnerable adults, you can’t let someone start without a completed check. For other roles, like general admin or retail jobs, you might let them start under supervision while the check is in progress. Unsure? Check the specific rules for the role or ask a legal adviser.

What is the difference between basic and standard DBS?

As mentioned, a basic DBS check only shows unspent convictions. It's suitable for most general roles and anyone can request it.A standard DBS check includes both spent and unspent convictions. It also includes cautions, warnings, and reprimands held on the Police National Computer. You can only request a standard check if the job qualifies. It’s typically used for more sensitive roles, like financial services or legal positions.

This blog is based on information available to Rippling as of May 13, 2025.

Disclaimer: Rippling and its affiliates do not provide tax, accounting, or legal advice. This material has been prepared for informational purposes only, and is not intended to provide or be relied on for tax, accounting, or legal advice. You should consult your own tax, accounting, and legal advisors before engaging in any related activities or transactions.