What supporting documents can I use for my DBS application?

Identity verification is a core component of applying for a DBS Certificate. Confirming someone’s ID correctly ensures that the Disclosure and Barring Service (DBS) run an accurate criminal record check on the named individual. If someone’s identity isn’t confirmed correctly it can invalidate the DBS Check or could even allow a barred individual from working with vulnerable people.

The serious nature of ID verification is why the DBS’ rules are so strict. Although important, these strict rules can be frustrating when you’re trying to gather your documentation together to support a DBS application.

How does ID Verification work

In short, the individual applying for a DBS Check must provide either 2 (for Basic) or 3 (for Standard & Enhanced) forms of ID to confirm their identity. The named ID verifier at the organisation requesting the DBS Check will check these documents against the information provided on the application. Using this information they will verify that the DBS applicant is who they claim to be.

ID documents for DBS applications are split into three groups:

• Group 1: These are your primary identity documents like passports, driving licences, birth certificates etc. These aren’t usually problematic.

• Group 2a: These are trusted government documents used to support a DBS application such as marriage certificates, reissued birth certificates, firearms licences and others.

• Group 2b: These are financial and social history documents used to support a DBS application such as bank/credit card statements, P45s and P60s, tax statements and several others.

Rules for Supporting Documentation

The rules for what combination of documents you can use are relatively simple:

• You must provide at least one Group 1 document

• You must provide 1 or 2 further documents (depending on DBS level) from either Group 1, 2a or 2b.

• At least one document must confirm the current address as stated on the DBS application.

• At least one document must confirm the applicant's full legal name

• At least one document must confirm the applicant's date of birth.

However, on top of these rules, each type of document has further requirements that must be met before it is considered acceptable. In most cases, these additional rules relate to how recently the document was issued.

While most of the documents in Group 1 and 2a have set expiry dates, the supporting documents in Group 2b do not. This means the DBS set their own rules about how recently a document has been issued for it to be valid.

The validity period for some of the most common supporting documents is three months. This applies to all of the following:

• Bank or Building Society statement (UK)

• Bank or Building Society statement (Non-UK - must relate to applicants country of residence)

• Bank or Building Society account opening letter (UK)

• Credit card statement

• Utility Bill

• Benefits Statement

• Central or local government, government agency, or local council document giving entitlement,

What you may notice about all the documents named above is that over the past few years, they have been digitized. We don’t generally receive statements and bills by post anymore; if we do, they are few and far between.

This makes it rare for people to have one of these documents issued in paper format in the past 3 months. Even if you go into a bank branch and request a paper statement it can be difficult. Many banking providers actively refuse to issue statements in a paper format.

Fortunately, there are alternative documents that have a 12-month validity period, or even longer. Below is a list of Group 2B documents that are valid for longer than three months:

Mortgage Statement

• Valid for 12 months. This document provides a detailed account of your mortgage payments, helping to confirm your identity and financial stability.

Financial Statement (e.g., pension or endowment)

• Valid for 12 months. These statements offer insights into your long-term financial arrangements and are a reliable source for identity verification.

P45 or P60 Statement

• Valid for 12 months. Issued by your employer, these documents summarize your tax information for the previous financial year, confirming your employment and financial status.

Council Tax Statement

• Valid for 12 months. This document verifies your residential address and your status as a taxpayer, contributing to your identity confirmation.

EEA National ID Card

• Must still be valid. This card serves as proof of your identity and nationality within the European Economic Area.

Irish Passport Card

• Must still be valid. This card provides a convenient and secure way to confirm your identity and Irish citizenship.

Cards Carrying the PASS Accreditation Logo

• Must still be valid. These cards are issued to individuals as proof of age and identity and are widely accepted.

Letter of Sponsorship from a Future Employment Provider

• Must still be valid for non-UK nationals residing in the UK for less than 12 months. This letter helps confirm your identity and intentions for employment in the UK.

Letter from Head Teacher or College Principal

• For 16-19-year-olds in full-time education, this letter can be used in exceptional circumstances if other documents cannot be provided. It must still be valid at the time of application.#

If you have some questions about the ID documents that you can use in support of your DBS application, let us know! You can get in touch on 01254 355688 or drop us an email to letstalk@personnelchecks.co.uk and a member of our team will be happy to help.