What is a DBS Certificate?

The Disclosure and Barring Service (DBS) is the UK government agency that checks criminal records. It's used by employers to make sure that people who apply for jobs with them aren't unsuitable for the job they’ve applied for. 

DBS Checks and DBS Certificates are two key parts of the criminal record checking process. In this guide, we’ll look at what a DBS Certificate is, the difference between a DBS Check and certificate, and everything else you need to know.

What is a DBS Certificate? 

A DBS Certificate is a record issued by the Disclosure and Barring Service (DBS). It's a document containing the convictions and cautions on someone’s record. What information is shown on the certificate varies depending on what level of DBS Check is carried out, Basic, Standard or Enhanced.  

What’s the difference between a DBS Check and DBS Certificate? 

The term ‘DBS’ is often used interchangeably when referring to either a DBS Check or a DBS Certificate, so what’s the difference? 

A DBS Check is the actual criminal record check that is carried out by the DBS. This involves the DBS looking at someone’s record on the Police National Computer (PNC) as well as the barred lists (dependent on the type of check).  

A DBS Certificate is the document that is produced once a DBS Check has been completed. The DBS Certificate is posted out to the applicant’s current address. They are then responsible for presenting this to their employer.  

What is shown on a DBS Certificate? 

As we mentioned, what is shown on a DBS Certificate varies depending on the level of DBS Check being carried out. All DBS certificates contain the applicants full name and date of birth, nationality, gender and current address.  

The criminal record information is what varies. Basic DBS Certificates show the least amount of information and Enhanced’s the most. Below is a more detailed breakdown: 

Basic DBS Certificate: This level of DBS Check looks into a person's criminal history and reveals any unspent convictions or conditional cautions that may exist. 

Standard DBS Certificate: This level of DBS Check will show an applicant’s criminal history including cautions, warnings and reprimands as well as spent and unspent convictions. 

Enhanced DBS Certificate: Show a complete record of someone’s criminal history. This level of check checks an applicant's criminal history for cautions, warnings, reprimands and convictions (both spent and unspent). Local police forces will also add any relevant information they hold on the applicant. 

This level can also show information from the barred lists. 

Are DBS Certificates digital or physical documents? 

In nearly all cases, DBS Certificates are physical documents which are posted out to the applicant named on the certificate. The only exception to this is the Basic DBS Check. 

On the Basic DBS application form, applicants have the option to choose whether they want a physical certificate or to only receive a digital notification. We would always recommend selecting to receive a physical certificate, as you will always receive a digital notification of the results of a Basic DBS Check. 

What happens if I lose my DBS Certificate? 

If you lose your DBS Certificate, there is nothing you can do to recover this. The DBS will not issue a new certificate if an applicant has lost one.  

This is because the information contained on a DBS Certificate is only valid at the point of issue. If they were to reissue a certificate, there are no guarantees that an individual's criminal history will be correct. This is why a new DBS Check needs to be completed.

For more information on anything in this article, feel free to drop us a message via the contact form here.