Guidance

DBS barring and referrals: making representations

Updated 16 September 2026

Introduction

This guide is for you if DBS has written to you asking for representations. Getting a DBS letter can feel worrying. This guide explains:

• what “representations” are
• when and how to send them
• what information to include
• what will happen after you reply

This guide is not legal advice. If you want legal advice, you can speak to a solicitor or an adviser.

What does “representations” mean?

“Representations” are your chance to explain why you think you should not be added to, or retained in a barred list. Being on a barred list will stop you from working or volunteering with children and / or vulnerable adults in some jobs.

In simple terms, your representations can include:

• what happened (in your own words)
• anything you want us to take into account
• any documents or evidence that support what you say

This helps DBS make a fair and balanced decision.

Why DBS asks for representations

DBS can only bar someone when the law says we can.

If the law allows it, we will decide if it is fair to stop someone from doing certain work with children and / or vulnerable adults. This type of work is sometimes called “regulated activity”.

Representations help because:

• we hear your side of the story
• we do not miss important details
• it enables us to make a balanced and fair decision

When you can make representations

You can send representations at any time. Many people wait until DBS sends a “minded to bar” letter. This means we are thinking about barring you, but we have not made a final decision yet. With that letter, we send all the information we are using, so you can respond to it. Many cases are closed before this stage.

We will usually ask you for representations in a letter. The letter will be either:

• a “minded to bar” letter (we are thinking about barring you)
• an “intended to bar” letter (in some cases, the law says we must consider barring because of a specific offence)
• A “minded to retain” letter (where we have already barred, and are thinking about keeping you on the barred list)

The letter will explain:

• which barred list (or lists) we are looking at
• what we think has happened, and why we think you may be a risk in “regulated activity”
• when you need to reply by

You will usually have 8 weeks to reply.

Who can make representations

You can make representations if:

• you have received a letter from DBS inviting you to do so, and
• the law allows representations in your case

Important exception

Sometimes the law does not let you send representations. This is usually because of the type of offence you have committed. In these cases, DBS must bar you automatically. We cannot make an exception. Your decision letter will tell you if this applies to you.

What information can help

There is no specific way you should make representations.

What matters most is that what you send, is linked to your case and is true.

Examples of useful information include:

• your explanation of what happened
• why it happened (if you want to explain)
• what you have learned, and what has changed since then
• what you are doing now to make sure it does not happen again
• courses or training you have completed
• health reports or other reports (only if they are relevant)
• references from work or a professional group
• corrections of any factual errors

References can help, especially if the person writing them:

• knows why DBS is looking at barring, and
• can describe what they have seen from you (for example, changes you have made)

Getting help with your representations

DBS cannot write your representations for you.

However, you may get support from someone you trust, such as:

• a solicitor
• a carer, family member or friend
• a trade union representative
• a professional group or adviser

If you decide to use Artificial Intelligence (AI) tools, like ChatGPT, to help you write your representations, please review Using AI tools when contacting DBS for advice on this.

If you want DBS to speak to someone for you, contact us and we can set this up.

If you cannot respond in writing

If you are unable to provide representations in writing, please contact us.

We may be able to let you give your representations in a different way.

You can read more in our Oral Representations Guide

What happens if you do not make representations

You do not have to make representations.

But it is important to know what could happen if you do not reply.

DBS will still make a decision using the information we have.

You will lose the opportunity to:

• tell us your side of the story
• send more evidence
• tell us if any information is wrong

If you are barred, it usually lasts for life. In some cases, you may be able to ask for a review later.

What information DBS will use

The letter will include information DBS has used to make its findings.

You can comment on the information we send you.

However:

• DBS cannot change what the police or courts have recorded (such as cautions or convictions)
• DBS cannot change a decision made by a court or a Competent Body (for example, an organisation that regulates your job)

If you want to challenge a caution, conviction or decision like this, contact the organisation that made it. You can however comment on the context of the caution, conviction or decision to DBS as part of your representations.

Time limits

You usually have eight weeks to send your representations.

If you need more time, contact DBS as soon as you can. We will look at your request, but we cannot always extend the deadline.

DBS tries to make decisions as quickly as possible to help keep people safe.

What happens next

After we receive your representations:

• we will read what you sent and consider all the information
• we may ask other organisations for more information
• if we get new information and plan to use it, we will share it with you

When we make a final decision, we will write to tell you what we decided.

We cannot tell you an exact date for when the final decision will be made. This is because we may need to ask for more information and wait for replies.

How DBS uses your personal information

Our DBS Privacy Policies and Notices explain how we use your personal information.

Contact DBS

You can call us on 03000 200 190  if you need help.

Disclosure and Barring Service
PO Box 3963
Royal Wootton Bassett
SN4 4HH