Introduction
When it comes to DBS (Disclosure and Barring Service) checks, verifying a candidate’s identity is not just a formality, it’s essential.
Inaccurate or incomplete identity information can delay applications, create compliance risks, and even result in invalid DBS results.
In this blog, we’ll walk you through everything you need to know about the new 2025 DBS identity verification rules, including right to work checks, ID document handling, updated verification routes, and important compliance tips.
Index
Why Is Identity Verification Critical for DBS Checks?
Identity verification is the foundation of a DBS check. The information provided during ID validation is used to search police records for relevant information. If mistakes or gaps occur, DBS might not be able to provide a full and accurate certificate, putting safeguarding at risk.
That’s why thorough, documented ID verification is now more important than ever especially as compliance expectations tighten across regulated sectors like healthcare, education, social care, and finance.
Step 1: Conduct the Right to Work Check First
Before starting the DBS process, employers must complete a Right to Work check on all new recruits. This ensures that individuals are legally eligible to work in the UK.
Completing the Right to Work check first helps streamline the DBS application and avoids compliance issues later down the line.
Step 2: Understand the Updated ID Checking Rules
When verifying identity for a Basic DBS check, the ID checker must:
- Seek photographic documents first (passport, driving licence, eVisa, or PASS card).
- Validate details entered into the electronic application form (especially addresses and previous names).
- Check that all required addresses for the past five years are disclosed.
- Keep detailed records of the documents checked for at least 2 years.
- Use each document only once during the document count.
- Never verify ID for family members, personal friends, or anyone living at the same address.
Step 3: How ID Documents Should Be Viewed
The 2025 guidelines outline three options for viewing ID documents:
Option 1: Face-to-Face Verification (Preferred)
- View the applicant’s original documents in person.
- Compare photos carefully.
- This is the strongly preferred method and should be used unless impossible.
Option 2: Live Video Verification with Documents in Hand
- The candidate posts their documents to the ID checker securely.
- The ID checker reviews the physical documents while on a live video call (Zoom, Teams, etc.) with the applicant.
- Secure return of documents is required after checking.
If Option 2 is used, you must record why in-person verification was not possible.
Option 3: Video Call Without Documents in Hand (Last Resort)
- The applicant holds up original documents during a live video call.
- The ID checker records the document details.
- The physical documents must then be presented on the first day of employment for final validation.
This method should only be used if Options 1 and 2 are absolutely impossible and the rationale must be documented.
Step 4: Handling Discrepancies
If any discrepancies arise between documents or the information provided:
- Talk to the applicant calmly and clarify.
- Record any findings clearly.
- All names, previous addresses, and document inconsistencies must be accounted for.
Examples of common issues:
- Different spellings of names (e.g., Catherine vs Katherine).
- Name changes due to marriage or adoption.
- Address gaps, especially for students or international applicants.
Always ensure previous names and addresses are included to avoid “conflicted applications” that delay processing.
Step 5: Special ID Checking Cases to Be Aware Of
Some groups require extra sensitivity and slightly different handling:
-
Transgender Applicants
Applicants with a Gender Recognition Certificate do not need to disclose their previous sex to employers, HR teams, or colleagues. They can provide their previous identities confidentially to DBS directly.
Support applicants by providing clear instructions for the transgender application route.
-
Adopted Individuals
If someone was adopted before age 10, they do not need to provide their surname at birth. Only their adoptive identity should be used.
This ensures respect for personal history and legal identity protections.
Step 6: The Two Routes for Verifying Identity
Route 1: Primary Verification (Preferred)
- 1 Group 1 document (e.g., passport, driving licence)
- 1 additional document from Group 1, Group 2a, or Group 2b
- Documents must confirm both name and date of birth.
Route 2: Alternative Verification
If no Group 1 documents are available:
- 1 Group 2a document (e.g., mortgage statement, utility bill)
- 2 additional documents from Group 2a or Group 2b
Important: If an applicant can’t meet either Route 1 or 2, they cannot proceed with a basic DBS application.
Why Staying Compliant Matters
Accurate ID checking:
- Reduces the risk of hiring unsuitable candidates.
- Ensures DBS results are reliable and complete.
- Protects your organisation from audit failures and safeguarding breaches.
- Demonstrates ethical hiring and commitment to safety.
Mistakes in ID verification can delay hiring, damage your safeguarding responsibilities, or even expose you to fines or legal challenges.
Following the new guidance closely helps ensure smooth, secure onboarding.
Final Thoughts: Making Identity Verification Simple and Compliant
From April 22, 2025, identity verification for basic DBS checks is tightening and it's crucial to stay ahead of the curve.
The best way to stay compliant?
- Follow the new ID checking rules carefully.
- Document everything thoroughly.
- Use digital ID tools when possible.
- Partner with trusted vetting providers like Eurocom C.I. for peace of mind.
At Eurocom C.I., we help employers simplify DBS checks, identity verification, right to work compliance, and much more with fast turnaround times and human-first support every step of the way.
