ID For DBS Checks

If you are applying for a Basic, Standard or Enhanced DBS check, you will need to prove your identity.

ID for DBS checks can be done either via a Digital ID check, or by providing physical documents.

The Disclosure and Barring Service (DBS) requires organisations to verify an applicant’s identity using specific combinations of approved documents. These rules ensure that the correct individual is being checked and that safeguarding standards are maintained.

The official DBS identity checking guidelines (effective 22 April 2025) set out three routes for verifying physical ID for DBS checks.

DBS ID Checking Routes

Route 1

The Primary Route

The preferred and fastest method. Route 1 should always be used where possible.

Documents Required

  • One document from Group 1
  • Two additional documents from Group 1, 2a, or 2b

Must Confirm

  • Full name
  • Date of birth
Route 2

If Route 1 Is Not Possible

Used only where Route 1 requirements cannot be met.

Documents Required

  • One document from Group 2a
  • Two additional documents from Group 2a or 2b

Additional Requirement

  • External ID verification check must be completed
Route 3

Last Resort Route

Used only when Routes 1 and 2 are not possible.

Documents Required

  • UK birth certificate (issued more than 12 months after birth)
  • One document from Group 2a
  • Three further documents from Group 2a or 2b

If Route 3 cannot be satisfied, fingerprinting via a paper DBS application may be required.

Note: For Basic DBS checks, only 1 additional Group 1, 2a, or 2b document needs to be seen.

If your organisation uses Digital ID Checks (available through Quicker DBS), then you do not need to worry about any of the below!

Group 1, 2a and 2b Documents for DBS ID Checks

The DBS divides acceptable identification documents into three groups:

  • Group 1 – Primary Identity Documents
  • Group 2a – Trusted Government Documents
  • Group 2b – Financial & Social History Documents

You can find the full document breakdown below.

Important Rules About Documents

  • Documents must be original physical documents.
  • The only exceptions are:
  • An eVisa viewed through the Home Office “View and Prove” service.
  • A digital PASS card with a QR code that has been properly checked.

    Organisations cannot accept:
  • Photocopies
  • Scanned copies
  • Faxed copies
  • Photos of documents
  • Bank statements printed from online banking are not acceptable.
  • If needed, the applicant can ask their bank to print and stamp a statement.

Group 1 Documents – Primary Identity

Group 1: Primary identity documents

Document 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

Document Notes
Current driving licence photocard – (full or provisional) Current and valid. All countries outside the UK (excluding Isle of Man and Channel Islands)
Current driving licence (full or provisional) – paper version (if issued before March 2000) 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 time of 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 or HM Armed Forces Veteran card UK
Firearms licence UK, Isle of Man, and Channel Islands

Group 2b: Financial and social history documents

Documents Notes Issue date and validity
Mortgage statement UK Issued in last 12 months
Bank or building society statement UK and Channel Islands. A print off of a bank statement that is endorsed with a stamp and signed by the bank is acceptable if you cannot have hard copy bank statements posted to you. 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. Original only. Cannot be online document or printed from online account/PDF Issued in last 12 months
Council Tax statement UK and Channel Islands Issued in last 12 months
Letter of sponsorship from future UK employment provider Valid only for applicants residing outside of the UK at time of application Must still be valid
Utility bill UK – not mobile telephone bill. Cannot be printed from an online account Issued in last 3 months
Benefit statement, for example Child Benefit, State 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. Digital PASS cards are acceptable where they have been issued by an approved digital PASS provider and the QR code has been used to confirm details. Must still be valid
Letter from head teacher, college principal, apprenticeship provider UK – for 16 to 19 year olds in full time education or on an apprenticeship – only used in exceptional circumstances if other documents cannot be provided Issued in the last month

How To View Documents

Option 1 – In Person (Preferred Method)

The ID check should be carried out face-to-face.

The ID checker must:

  • See the original physical documents (or eVisa/digital PASS card).
  • Check them in the presence of the applicant.

You must keep a record of the documents used for at least 2 years.

This is the standard and preferred method.

Option 2 – Video Call (With Documents Posted First)

If a face-to-face check is not practical, you can use a live video call (for example Google Meet or FaceTime).

However:

  • The ID checker must have the original physical documents in their possession.
  • The applicant must post the documents to the ID checker before the video call.
  • The ID checker must not rely on simply viewing documents on camera.
  • You must assess and manage any risks involved.

After the check:

  • The documents must be returned securely.
  • You must record why Option 1 was not used.
  • You must keep document records for at least 2 years.
  • The reason must relate to the individual case. You cannot use Option 2 as standard practice.

Example – Option 2

Susan applies for a job in Sussex but lives in Aberdeen.
She cannot attend in person due to childcare responsibilities.

She posts her documents by special delivery.
During a video interview, the recruiter checks the physical documents while speaking to her.
The documents are then safely returned.

The recruiter records:

  • That physical documents were checked.
  • That the applicant was seen over video call.

Option 3 – Video Call (Documents Not Yet Seen in Person)

This option should only be used if Options 1 and 2 are not practical.

The ID check can be done over video call where:

  • The applicant shows documents on camera, or
  • Sends scanned copies/photos by email.

At this stage:

  • The ID checker must record all document details.
  • The ID checker must clearly note that physical documents have not yet been seen.

Before employment starts:

  • The applicant must present the full original documents in person.
  • In exceptional cases, this may happen on the first day of work.
  • A full valid combination of documents must be provided.
  • One document alone is not enough.

The ID checker must:

  • Record the date the physical documents were later checked.
  • Compare them against the details recorded earlier.
  • Investigate any differences (as discrepancies may invalidate the DBS check).

The applicant must not start work until a full and satisfactory set of original documents has been checked.

You must:

  • Record why Options 1 and 2 were not used.
  • Keep document records for at least 2 years.
  • Make sure the reason is specific to that individual.

You cannot use Option 3 as your normal process.

Example – Option 3 (Overseas Applicant)

Shauna applies for a job in Cumbria but lives in California.
She cannot attend in person and cannot post documents because she needs them for visa travel.

During a video interview:

  • She shows her documents on camera.
  • The recruiter records all details and notes physical documents have not yet been seen.

When Shauna arrives in the UK:

  • She presents the original documents.
  • The recruiter checks them and confirms this in writing.

Example – Incomplete Documents

Erik applies for a Care Worker role in Norfolk but lives in Gwynedd.
He cannot attend in person and cannot post documents because he is moving house.

During a video call:

  • He shows his documents.
  • The recruiter records the details and notes originals have not yet been seen.

On his first day:

  • Erik only brings his passport.
  • This is not a full valid document combination.

Erik must not start work until the complete set of required original documents is checked.