When applying for a DBS check through Aaron’s Department, you will only need to provide basic information about yourself, or your applicant.
Below, you can read about all the information you will need to enter, as well as the required documents.
What Information Do I Need to Fill Out a DBS Application Form?
To apply, you will need the following information for the applicant:
- Title
- Forename
- Middle Names (if any)
- Surname
- Previous Names (any names they have been known by before)
- Date of Birth
- Place of Birth
- Gender
- Current Address
- At Least 5 Years Previous Address History (with no gaps)
Alternatively, using our online DBS application system, you can create an account for the applicant, and let them fill out the DBS application form themselves!
How to work out what documents your applicant requires:
The documents the applicant will need to provide depend on the route the application takes. Route 1 would be the ideal route, but if this is not possible, it will go to Route 2 or 3.
Route 1
(UK Nationals Non-UK Nationals)
Applicants must be able to provide:
- One document from Group 1.
- Plus 2 further documents from either Group 1, or Group 2a or Group 2b.
Route 2
(UK Nationals Non-UK Nationals)
If the applicant doesn’t have any of the documents in Group 1, then they must be able to show:
- One document from Group 2a.
- Plus 2 further documents from either Group 2a or 2b.
At least one of the documents must show the current address. The organisation requesting the DBS check must then also use an appropriate ID validation service to check the application.
Route 3
(UK Nationals Non-UK Nationals)
Route 3 can only be used if it’s impossible to process the application through Routes 1 or 2.
For Route 3, applicants must be able to show:
- A birth certificate issued after the time of birth (UK, Isle of Man and Channel Islands).
- One document from Group 2a.
- 3 further documents from Group 2a or 2b.
At least one of the documents must show the current address, and if the applicant can’t provide these documents, they may need to be fingerprinted.
Transgender DBS Application Process
The Disclosure and Barring Service offers a confidential checking process for transgender applicants in accordance with the Gender Recognition Act 2004.
This process is for applicants who do not wish to reveal details of their previous identity to the person who asked them to complete a DBS application. They must still reveal it to the DBS, but it won’t be visible to the employer during the application process.
For more information about the transgender process, visit our guide or email: sensitive@dbs.gov.uk
Group 1: Primary Identity Documents
These documents are required to prove an identity
| Documents | Notes |
|---|---|
| Passport | Any current and valid passport. A UK passport can be expired up to a maximum of 6 months. |
| e-Visa | Accessed via the ‘View and Prove’ service. The share code requested by the applicant should be an ‘immigration status’ share code. If you do not have a UKVI account to access your eVisa you can create you can create one online (Get access to your online immigration status (eVisa) – GOV.UK) |
| Biometric residence permit (BRP) | UK. A BRP showing Indefinite Leave to Remain, Indefinite Leave to Enter or No Time Limit can be used up to 18 months past the expiry date of the BRP. BRP holders should be encouraged to create an account and access their eVisa |
| Application Registration Card (ARC) | Issued by the Home Office. Must be checked against the Home Office Employer Checking Service. |
| Current driving licence photocard – (full or provisional) | Current and valid photocard driving licence issued by UK, Isle of Man, and Channel Islands. From 8 June 2015, the paper counterpart to the photocard driving licence will not be valid and will no longer be issued by DVLA |
| Birth certificate – issued within 12 months of birth | UK, Isle of Man, and Channel Islands – including those issued by UK authorities overseas, for example embassies, High Commissions and HM Forces. Must be original birth certificate. Certified copies are a group 2a document. |
| Adoption certificate | UK and Channel Islands |
Group 2a: Trusted Government Documents
These documents are required to prove a current address.
| Documents | Notes |
|---|---|
| Current driving licence photocard – (full or provisional) | All countries outside the UK (excluding Isle of Man and Channel Islands) |
| Current driving licence (full or provisional) | Current and valid. UK, Isle of Man, and Channel Islands. For a paper licence to be valid it must be issued before March 2000 and all information, including name and address, must be up to date. |
| Birth certificate – issued more than 12 months after birth | UK, Isle of Man, and Channel Islands |
| Marriage/civil partnership certificate | UK and Channel Islands |
| Immigration document, visa, or work permit | Issued by a country outside the UK. Valid only for roles whereby the applicant is living and working outside of the UK. Visa/permit must relate to the non-UK country in which the role is based. |
| HM Forces ID card | UK |
| Firearms licence | UK, Isle of Man, and Channel Islands |
Group 2b: Financial & Social History Documents
These documents are required to prove a current address.
| Documents | Notes | Issue Date & Validity |
|---|---|---|
| Mortgage statement | UK | Issued in last 12 months |
| Bank or building society statement | UK and Channel Islands | Issued in last 3 months |
| Bank or building society statement | Countries outside the UK | Issued in last 3 months – branch must be in the country where the applicant lives and works |
| Bank or building society account opening confirmation letter | UK | Issued in last 3 months |
| Credit card statement | UK | Issued in last 3 months |
| Financial statement, for example pension or endowment | UK | Issued in last 12 months |
| P45 or P60 statement | UK and Channel Islands | Issued in last 12 months |
| Council Tax statement | UK and Channel Islands | Issued in last 12 months |
| Letter of sponsorship from future employment provider | Non-UK only | Valid only for applicants residing outside of the UK at time of application. Must still be valid. |
| Utility bill | UK – not mobile telephone bill | Issued in last 3 months |
| Benefit statement, for example Child Benefit, pension | UK | Issued in last 12 months |
| Central or local government, government agency, or local council document giving entitlement, for example from the Department for Work and Pensions, the Employment Service, Local Authority | UK and Channel Islands – a letter confirming entitlement to benefits. For example: Personal Independence Payment (PIP), free school meals, universal credit, asylum support etc | Issued in last 12 months |
| HMRC self-assessment letters or tax demand letter | UK | Issued in last 12 months |
| European Health Insurance Card (EHIC) or Global Health Insurance Card (GHIC) | UK | Must still be valid |
| EEA National ID card | Must still be valid | |
| Irish Passport Card | Cannot be used with an Irish passport | Must still be valid |
| Cards carrying the PASS accreditation logo | UK, Isle of Man, and Channel Islands | Must still be valid |
| Letter from head teacher or college principal | UK – for 16 to 19 year olds in full time education – only used in exceptional circumstances if other documents cannot be provided | Must still be valid |
Summary: DBS Application Form Documents
If you’re applying for a DBS check, you’ll need to provide around three documents to prove your identity and address. The exact combination will be different depending on your circumstances, so if you’ve jumped straight to this summary, it’s well worth reading the rest of this page for guidance!
Our team of DBS experts are also available to answer questions if you’ve still got any! Our fast, simple, and affordable online DBS system processes hundreds of DBS applications for organisations like yours every day. If you’re interested in checks for your staff, or have any questions, feel free to get in touch at contact@aaronsdepartment.com or call 0113 877 0171.