DBS Checks in the UK: What They Are, What They Show, and How They Are Used for Notarisation
DBS Checks in the UK: What Counts and Why They Matter for Notarisation
A DBS check (Disclosure and Barring Service check) is an official UK criminal-record certificate used to show whether a person has convictions, cautions, or other entries held on police systems.
DBS checks are widely required for:
– Employment
– Visa and immigration processes
– Overseas job applications
– Professional registrations
– Adoption and fostering procedures
– Work with children or vulnerable adults
When these certificates are used outside the UK, they often must be notarised and/or receive an apostille.
In this guide, Wharf Notaries covers:
– What a DBS check is
– The four types of DBS checks
– How DBS checks are issued
– Which versions can be notarised
– Recency rules
– Apostille and legalisation requirements
– How to prepare your DBS certificate for notarisation
“A DBS certificate is one of the most reliable forms of criminal-record verification issued in the UK.”
What Is a DBS Check?
A DBS check is a criminal-record certificate issued by the Disclosure and Barring Service, a UK government body (sponsored by the Home Office).
A DBS certificate confirms:
– Name
– Current address
– Certificate number
– Level of check (basic, standard, enhanced, enhanced with barred lists)
– Whether criminal history is present
– Issuing date
– Official DBS watermark and security features
Types of DBS Checks Commonly Used
1. Basic DBS Check
Shows:
– Unspent convictions and conditional cautions
(Regulated by the Rehabilitation of Offenders Act 1974.)
Who can request it?
– Anyone, including individuals.
Often used for:
– Visa applications
– Recruitment where only a basic background check is needed
– Overseas employment
2. Standard DBS Check
Shows:
– Spent and unspent convictions
– Cautions, reprimands, and final warnings
Who can request it?
– Employers only (for roles listed in the Exceptions Order 1975).
3. Enhanced DBS Check
Shows:
– All information from a standard check
– Relevant police intelligence, if considered important for safeguarding
Used for:
– Work with children or vulnerable adults
– Social care roles
– Certain medical and educational positions
4. Enhanced DBS with Barred List Check
Shows:
– All enhanced information
– Entry on the Children’s Barred List and/or Adults’ Barred List
Required for:
– Regulated activity roles (e.g., teachers, medical practitioners, care workers)
“Only employers and organisations can request standard or enhanced DBS checks — individuals can only apply for a basic DBS.”
What a DBS Certificate Must Include for Notarisation
Notaries must see the original certificate or a verifiable electronic version.
A valid DBS certificate must contain:
– Applicant’s full legal name
– Issue date
– Certificate number
– Level of check
– Official DBS watermark (for paper copies)
– Full page format (not cropped or screenshots)
– For digital DBS: the full PDF download
Digital basic DBS certificates issued through the DBS online account are increasingly common and generally acceptable.
Screenshots, app previews, and partial extracts cannot be notarised.
How Recent Should a DBS Certificate Be?
DBS certificates technically do not expire, but organisations — including notaries — typically require that they are:
No more than 3 months old
This recency expectation comes from:
– Employer due-diligence requirements
– Visa and immigration guidelines
– Anti-money-laundering (AML) regulations for identity verification
– Foreign authorities’ authentication rules
Some countries require certificates issued within 30 days, especially for visa or immigration purposes (e.g., UAE, Saudi Arabia, Qatar).
Your notary can confirm the requirements for your destination country.
Summary of Recency Guidelines
| Document Type | Recommended Maximum Age | Accepted Format |
|---|---|---|
| Basic DBS Check | 3 months (UK use) / 30 days (many overseas authorities) | Original or official PDF |
| Standard DBS Check | 3 months | Original or PDF |
| Enhanced DBS Check | 3 months | Original |
| Police Certificate (ACRO) – often used instead | 6 months (mandatory for many visas) | Original or PDF |
“While a DBS certificate never technically expires, most organisations — especially overseas employers — will not accept certificates older than three months.”
Notarisation of DBS Checks
When you attend an appointment at Wharf Notaries, your notary will need:
- Photo ID (passport or driving licence)
Your DBS certificate
If required: the printed PDF version and confirmation email
The notary will:
– Verify the authenticity of the certificate
– Confirm your identity
– Prepare a notarial certificate confirming the DBS document’s authenticity
– Attach this to the DBS certificate
– Prepare the file for apostille or foreign legalisation (if required)
Standard and enhanced DBS checks often state that the certificate is issued for employment purposes. In most cases, these can still be notarised, but your notary will advise depending on country requirements.
Apostille and Legalisation of DBS Certificates
Foreign employers, embassies, or visa authorities often require:
✔ Notarisation
✔ UK apostille (FCDO)
✔ Embassy legalisation (if required)
Countries that commonly require a notarised + apostilled DBS include:
– UAE
– China
– Vietnam
– Saudi Arabia
– Qatar
– Kuwait
– South Korea
Apostille steps:
Notarisation by Wharf Notaries
Submission to the Foreign, Commonwealth & Development Office (FCDO)
Optional consular legalisation at the destination country’s embassy
Foreign Utility Bills for Overseas Clients
For clients living abroad, a utility bill issued by your local energy, water, or telecom provider can still be accepted as proof of address, provided it:
– Shows your full name and address;
– Is recent (within 3 months);
– Is officially issued (paper or PDF); and
– If not in English, is accompanied by a certified translation.
Your notary will confirm whether the document also needs an apostille or legalisation depending on the country where it will be used.
See our page on Apostille and Legalisation for detailed guidance.
When a DBS Check Is Not Enough
Your notary may ask for additional documentation if:
– Your DBS is older than 3 months
– The certificate is a screenshot or unofficial copy
– Your name has changed since the DBS was issued
– You require a certificate for immigration and a Police Certificate (ACRO) is actually needed
When ACRO Is required:
Many countries (including the US, Canada, Australia, New Zealand, UAE, and Middle East states) require an ACRO Police Certificate, not a DBS.
Your notary can confirm which version is correct.
Common Mistakes to Avoid
Using a DBS for a process that requires ACRO
(Common mistake for UAE, Qatar, and Australian visas.)Bringing an old certificate
Many authorities reject DBS checks older than 3 months.Using a screenshot
The DBS system allows PDF downloads; these are required.Name mismatch
If your name has changed, bring evidence (deed poll, marriage certificate).Unverified employer-initiated checks
Standard and enhanced DBS check results can only be accessed via the original paper certificate.
DBS Checks and Anti-Money-Laundering (AML) Compliance
Notaries in England and Wales must follow:
– Money Laundering Regulations 2017
– Legal Sector Affinity Group (LSAG) AML Guidance
– Faculty Office notarial rules
A DBS certificate may form part of your AML identity verification file when working with:
– Visa applications
– Overseas employment
– Regulated professional registration
– Adoptions
Wharf Notaries maintains a confidential record of your verification, as required by law.
Checklist: Preparing Your DBS Certificate for Notarisation
Before your appointment, ensure:
– Certificate is issued within the past 3 months
– You bring the original document (or downloadable PDF for basic checks)
– Your name matches your passport or driving licence
– You have supporting ID
– You know whether your destination country requires an apostille or embassy legalisation
If unsure, Wharf Notaries can advise.
Frequently Asked Questions About DBS Checks
What does a DBS check do?
A DBS check reveals whether a person has a criminal record held on the Police National Computer (PNC). Depending on the level of check, it can show unspent convictions, spent convictions, cautions, warnings — and for enhanced checks, certain relevant police information or barred-list membership
What checks does the DBS perform?
Basic check: reveals unspent convictions and conditional cautions only.
Standard check: reveals spent and unspent convictions, cautions, reprimands, and final warnings (subject to legislation filtering).
Enhanced check: includes everything a standard check shows plus relevant police-held information (if applicable), e.g. safeguarding concerns.
Enhanced check with barred-list(s): in addition to enhanced check contents, checks whether the person is barred from working with children or vulnerable adults (if applicable to the role).
How much does a DBS check cost in the UK?
As of December 2024, the official fees charged by DBS are:
Basic check: £21.50
Standard check: £21.50
Enhanced (with or without barred list): £49.50
For volunteer roles, standard or enhanced checks may be free of charge where permitted. GOV.UK+1
Can I do a DBS check on myself?
Yes — you can apply directly to DBS for a Basic check yourself.
For Standard or Enhanced checks, these must generally be requested by an employer or an organisation registered with DBS.
How can I check my own DBS online?
You can request a Basic disclosure certificate digitally via the official DBS service on GOV.UK. The application is done online, and you must prove identity as part of the process.
Once issued, the certificate is posted to you (paper form) — it’s not a “live online record” but a physical certificate
What is the quickest way to get a DBS?
For a Basic check applied directly through the official service, most certificates are processed within a few days.
For Standard or Enhanced checks (through an employer or umbrella body), typical turnaround is around 2 weeks — though actual time may vary if multiple police forces are involved.
There is no official “fast-track for fee” option: paying more does not guarantee faster results.
What can make you fail a DBS check?
A “fail” effectively means the certificate reveals information that the requesting organisation considers disqualifying. Common disqualifiers include:
Unspent convictions or cautions relevant to the role (for basic check)
Spent or unspent serious convictions, cautions or warnings (for Standard / Enhanced)
Entries on barred lists (for Enhanced with barred list)
Other relevant police-held information (for Enhanced)
Whether a DBS result leads to rejection depends on the role and employer’s policy.
Is DBS the same as a criminal record check?
Yes — a DBS check is a criminal record check in the UK. The certificate from DBS is an official record of what’s held on the Police National Computer (PNC). Depending on the level (basic, standard, enhanced), the scope of disclosure changes.
Ready to proceed?
If you need your DBS certificate notarised, apostilled, or legalised for overseas use, Wharf Notaries can verify the document, prepare the necessary certification, and advise whether a DBS or ACRO Police Certificate is required.
Visit our Services page for a full overview, check our Fees, or contact us directly to book an appointment.