If you’re applying for a job where a DBS check is required, a physical certificate is posted to the address that you give them on your DBS application form. This is usually done very quickly and without any problems.
However, if an applicant needs to present evidence of the DBS check to their employer and their DBS certificate has not arrived by the interview time, this may pose a problem.
Depending on the circumstances, it could be some time before the DBS Certificate is shown to the employer. So what happens if a DBS check has been lost or misplaced? This guide will hopefully clear up any confusion or misconceptions.
What is a DBS Certificate?
A DBS check (formerly known as CRB check) is a type of background check which confirms an applicant’s criminal record, and by extension, their suitability for working with children and/or vulnerable adults.
In 2012, the CRB (Criminal Records Bureau) merged with the ISA (Independent Safeguarding Authority) to form the DBS (Disclosure and Barring Service). Its primary purpose is to ensure the safeguarding and protection of children and vulnerable adults in various workplaces, preventing unsuitable people from coming into contact with them.
DBS certificates state any criminal record whihc may be relevant to the job role that they are applying for.
The DBS will check someone for any previous spent or unspent convictions, cautions, warnings or reprimands, and in some cases be checked against the Children’s or Adults’ Barred Lists. There are three types of DBS check (Basic, Standard and Enhanced) all of which disclose various levels of a person’s criminal record.
Most DBS checks will be requested and paid for by the prospective employer, but in some cases, the payment responsibility can fall on the applicant, however must have been requested by the employer for a relevant role. In those cases, the applicant completes a Basic, Standard or Enhanced DBS check, and a certificate will be issued, assuming the person is deemed suitable. Usually, the certificate will arrive a few days after the application’s been completed and paid for. (NB: volunteers do not need to pay for a DBS check).
Can I apply for an Enhanced DBS Check certificate myself?
Where a role is eligible, the individual is the applicant, but the application must be submitted and countersigned through a registered DBS Umbrella Body, in line with rules set by the Disclosure and Barring Service.
This does not always require a traditional employer. From January 2026, eligible self-employed individuals and personal employees can apply for an Enhanced DBS check themselves, provided the role qualifies and the application is processed correctly through an Umbrella Body.
You do not need a client or contractor to act as an employer or ID verifier. Identity verification is completed as part of the DBS application process in line with DBS requirements.
This process ensures Enhanced DBS checks are only issued where legally necessary and that safeguarding standards are met for roles involving children or vulnerable adults.
How to View your DBS Certificate Online
Upon completion of your DBS check, you will be issued a DBS certificate, which will arrive in the post. However, with the ongoing advances in technology, many now prefer to receive their documents in digital form.
You are able to obtain your certificate online by creating a free account with the Disclosure and Barring Service via their website. To do this, you’ll need to provide your certificate number, which is issued upon completion, and various personal details such as your name, date of birth, and address.
This service is available for the Basic Disclosure only. For Enhanced and Standard Disclosures once you receive your paper certificate you can set up an account and sign up to the update service.
Can I Download my DBS Certificate?
You can download your DBS certificate by requesting a summary report from the Disclosure and Barring Service.
The summary report issued will contain the result if no convictions are recorded. However, if an applicant has any unspent convictions on their criminal record, these won't be displayed on the summary report but will be included on the actual certificate.
How to Read your DBS Certificate
Upon completion of your DBS check, you will be issued a DBS certificate, which will arrive in the post. However, with the ongoing advances in technology, many now prefer to receive their documents in digital form.
You are able to obtain your certificate online by creating a free account with the Disclosure and Barring Service via their website. To do this, you’ll need to provide your certificate number, which is issued upon completion, and various personal details such as your name, date of birth, and address.
Can I Appeal Against the Information on my DBS Certificate?
You can appeal against the information found on your certificate by contacting the Disclosure and Barring Service directly. You are within your rights to do so if you believe that the information on your certificate is incorrect and want to discuss your concerns before progressing further.
How to Share your Certificate
If you need to share your DBS certificate with an employer or organisation, you can do so by giving them a copy of the original document or sharing the online view.
Why Haven’t I Received my DBS Check?
A DBS certificate will usually arrive within 5-7 working days at maximum. However, there may be cases when the applicant does not receive their certificate.
This could be due to:
- An incorrect address on the application form.
- Misleading or incorrect information on a DBS, which requires further verification.
- Further checks required by the local police force.
- The certificate getting lost in the post.
- The DBS check being sent to the wrong person (e.g. if the property has a shared mailbox).
A lost DBS certificate is not ideal, frustrating, and painful when they do (rarely) happen. It’s often out of your hands if it is lost, but there are ways around this.
What if I’ve Lost My DBS Certificate?
The DBS can issue a reprint of your Basic, Standard or Enhanced DBS check certificate if you meet the following criteria:
The reprint request is made within 3 months of your certificate issue date.
Your DBS check was issued over 14 days ago, and you haven’t received it.
The reprint address matches the address you supplied on your application form.
If you have moved address since you processed your application, you need to ensure you have a mail redirect in place.
The DBS will process all reprint requests within 5 working days.
When Will the DBS NOT Issue Reprints?
The DBS will not issue a reprint of your certificate if:
- Your certificate has been destroyed or lost after you’ve successfully received it.
- A DBS certificate reprint has been dispatched, and the copy hasn’t arrived yet.
- The DBS check was completed over 3 months ago.
In the lattermost case, you would need to apply for a DBS check online again, as the DBS only issues one reprint per application.
