Check someone's criminal record as an employer

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Checks you can make on someone's record

Employers can check the criminal record of someone applying for a role. This is known as getting a Disclosure and Barring Service (DBS) check.

You can request a more detailed check for certain roles, for example in healthcare or childcare.

There are different rules for getting criminal record checks in Scotland and getting criminal record checks in Northern Ireland.

Types of check

You can request:

  • a basic check, which shows unspent convictions and conditional cautions
  • a standard check, which shows spent and unspent convictions and cautions
  • an enhanced check, which shows the same as a standard check plus any information held by local police that’s considered relevant to the role
  • an enhanced check with barred lists, which shows the same as an enhanced check plus whether the applicant is on the list of people barred from doing the role

If you carry out criminal records checks, you must have a policy on employing ex-offenders and show it to any applicant who asks for it.

Checking your own criminal record

You can only request a basic check for yourself.

If you’re self-employed, an organisation you’re working with can get a standard, enhanced or enhanced with barred lists check for you, where the role is eligible.

Childminders can get a check through Ofsted.

When to repeat a check

A DBS check has no official expiry date. Any information included will be accurate at the time the check was carried out. It’s up to you to decide when a new check is needed.

If the applicant has signed up for the DBS update service you can check whether their certificate is up to date online.

Certificates for previous roles

You can accept a certificate that was requested for a previous role but you must:

  • check the applicant’s identity matches the details on the certificate
  • check the certificate is the right level and type for the role applied for
  • check to see if anything has changed if the applicant is signed up for the update service

Checks on someone who lived abroad

DBS checks will not cover the time someone lived outside the UK.

Check the rules in the country they lived in.

Contact DBS

Contact DBS if you’re not sure whether you can request a check.

DBS customer services
customerservices@dbs.gov.uk
Telephone: 03000 200 190
Welsh: 03000 200 191
International: +44 (0)151 676 9390
Relay UK (if you cannot hear or speak on the phone): 18001 then 03000 200 192
British Sign Language (BSL): download or log in to SignLive
Monday to Friday, 9am to 5pm (except public holidays)
Find out about call charges
Get help through DBS webchat

DBS customer services
PO Box 3961
Royal Wootton Bassett
SN4 4HF

View a printable version of the whole guide

Part of Employ someone: step by step

  1. Step 1 Check this process is right for you

    Follow these steps if you're taking on someone with the employment status of 'employee'.

    1. Check who counts as an employee

    There are other steps you may need to take first if you have not employed someone before.

    1. Get ready to employ someone for the first time

    The rules are different if you want to take on someone with another type of employment status, such as agency staff, freelancers, consultants and contractors.

    1. Check your responsibilities when you take on someone with a different employment status and contract type

  2. Step 2 Recruit someone

    You need to advertise the role and interview candidates. You can use a recruitment agency to do this or do it yourself.

    1. Find out about recruiting someone yourself on Acas

    As an employer you must make sure you recruit employees fairly.

    1. Avoid discrimination during recruitment
    2. Make your application process accessible for employees with disabilities or health conditions

  3. and Check they have the right to work in the UK

    1. Find out how to check an applicant's right to work

  4. and Find out which DBS check is right for your employee

    You may need to check if someone has a criminal record, for example, if they'll be working in healthcare or with children. This is known as a Disclosure and Barring Service (DBS) check.

    1. Find out which DBS check is right for your employee
    2. You are currently viewing: How to do a DBS check

  5. Step 3 Check if they need to be put into a workplace pension

    1. If you’re employing someone for the first time, use The Pensions Regulator’s tool to find out what you need to do
    1. If you already employ people, check your ongoing duties on The Pensions Regulator website

  6. Step 4 Agree a contract and salary

    When someone accepts a job offer they have a contract with you as their employer.

    1. Check what the National Minimum Wage is for different ages
    2. Check what the National Minimum Wage is for different types of work
    3. Check what to include in a contract
    4. Agree a written statement of employment particulars

  7. Step 5 Tell HMRC about your new employee

    You must tell HMRC about your new employee on or before their first pay day.

    1. Tell HMRC about a new employee
    2. Get their personal details and P45 to work out their tax code
    3. If you don’t have their P45, use HMRC’s ‘starter checklist’
    4. Check what to do when you start paying your employee