If you’re currently managing a hire or waiting for your own DBS certificate, you likely want to know exactly what’s happening behind the scenes.
The Disclosure and Barring Service (DBS) process follows a series of specific steps before a final certificate is issued.
Understanding these stages helps you track the progress of a DBS check as quickly as possible. In this guide, we’ll break down the five stages of the DBS checking process and show you how to use your reference number to find out your status in real-time.
What is a DBS number?
Before you can see which stage your application is at, you’ll need your unique reference number. This usually refers to:
- Your application reference number (used while the check is in progress), or
- Your certificate number (found on the final document)
To track a live application, you need the application reference. This is a unique ten-digit code that identifies your specific request in the system. Most tracking numbers start with an ‘E’ followed by ten digits (for example, E0123456789).
Where can I find my DBS application reference number?
If you’ve applied through our uCheck platform, we make this easy to find. You can usually spot it in a few places:
- Your confirmation email — We’ll send this to you as soon as your application is submitted to the DBS.
- The application form — If you used a paper form, the number is printed in the top right-hand corner of the front page.
- Your uCheck dashboard — Employers can see the reference numbers for all their active applications at a glance.
If you’ve lost your number or can’t find your confirmation email, you can get in touch with our support team, and we’ll be able to retrieve it for you.
Or, you can contact the DBS directly on 03000 200 190. You’ll need to provide some personal details to prove who you are, such as your full name, date of birth, and the address you used on your application.
The five DBS stages
Once your application is submitted via our platform, it initially comes through to us to countersign. Once the application has been paid for, it will be sent to the DBS.
Then, it goes through a specific vetting process. Depending on the level of check you’ve requested (Basic, Standard, or Enhanced), it will move through up to five distinct DBS stages.
Here’s what happens at each step.
Stage 1: Application received and validated
The application is submitted by the applicant and sent to the employer to complete their half. Once the employer countersigns it and the application has been paid for, it’ll go to the DBS for vetting.
The DBS receives the application and checks it for any omissions or genuine errors. If everything is correct, the form is scanned onto the DBS system. If something has been completed incorrectly, the DBS will return it for correction to the party who countersigned it (if you submit through uCheck, that’s our team!). They’ll then forward this to the employer so they can confer with the applicant about the correct details.
The DBS can’t make any additions or changes to personal details on an application, so if something’s missing at the initial submission stage, it can’t be added later.
Stage 2: Application received and validated
At this point, the DBS searches the Police National Computer (PNC) for any convictions, cautions, reprimands, or warnings held on file that match the applicant.
The PNC is a computer system that stores and shares criminal records information, and is used by law enforcement agencies across the UK. It contains several separate databases, including Name Files, Vehicle Files, Property Files and Driver Files.
Basic DBS certificates will include details of unspent convictions and conditional cautions recorded on the PNC. Standard and Enhanced DBS certificates will also show any spent convictions, cautions, reprimands or warnings that aren’t subject to filtering. Enhanced checks will also reveal any other relevant information held by the applicant’s local police force.
Learn more about the different types of DBS checks here.
Stage 3: Children and Adults’ Barred Lists search
This stage only applies to Enhanced checks for roles involving regulated activity, where a Barred List check has been requested. Here, the system checks if the applicant appears on the Children’s or Adults’ Barred Lists.
Not all applicants who are entitled to undertake an Enhanced DBS check will also be entitled to a Barred List check. Eligibility for a Barred List check is dependent on the applicant’s job role and where they’ll be working.
A DBS application can be moved back to stage 3 if the system needs to re-verify data or if a technical reset happened during the process. Don’t worry — it’s often just a part of the internal quality control process to make sure the final result is accurate.
Stage 4: Search of local police records
For Enhanced DBS checks, the next step is to electronically and securely send applications to any local police forces associated with the applicant’s current and previous addresses.
They check their own records for any relevant non-conviction information, like ongoing investigations or call-outs, that they believe should be disclosed in the interest of safeguarding.
This is usually the stage that takes the longest for an Enhanced check.
Stage 5: A DBS certificate is printed
Once all the vetting and searches are complete, the certificate is sent for printing. It follows a highly secure procedure and is posted to the applicant’s home address.
At this point, the check is effectively complete, and the employer or organisation that requested it can download an online summary of the results as a PDF document.
How to track a DBS application?
Whether you’re an employer or an applicant, you can check the progress of a DBS application at any time. Tracking shows which DBS stage the check is currently in.
- For applicants and employees — If you’re the person the check is being carried out on, and it’s a Standard or Enhanced check, you can use the DBS tracking service. You don’t need to create an account, but you’ll need to provide your DBS application reference number (the ten-digit number starting with ‘E’) and your date of birth.
For Basic DBS checks, you can use the DBS online account tracking service. - For employers — You can request the applicant’s DBS reference number from us at uCheck. By using the DBS reference number and the tracking link, you’ll be able to monitor your application’s progress and stay informed about when it’s completed.
What does the tracking process show?
When you track a DBS application, the system provides a status update indicating which step the application is at. Here’s an overview of what those statuses mean:
- Application received — The DBS has received the electronic or paper form and uploaded it to their central system. The details are being processed, but the checks haven’t started yet.
- In progress — This is the most common status you’ll see, and it means the DBS is checking your information against their records. The application is shown as ‘In Progress’ when it goes through stages 2, 3, or 4. If an application is ‘In Progress’ for a while, it’s usually because it’s sitting at Stage 4, where local police forces are reviewing their records.
- Completed — Once the check’s done, you’ll get a notification. If you’re an employer, this is when you’ll receive the final result, showing any convictions or cautions.
- Result dispatched — This means the checking process is 100% complete. The DBS has reached a decision and generated the certificate.
- Certificate dispatched — The physical certificate has been printed and passed to the Royal Mail for delivery. At this point, the tracking process ends, and you just need to keep an eye on the post.
- Further information required — Sometimes, the DBS may ask for more details to finish the check. This could mean clarifying certain information or doing extra checks. If that’s the case, they’ll usually contact the applicant or employer directly.
The tracking service won’t show you the content of the DBS certificate. For security reasons, the result is only printed on the physical certificate sent to the applicant’s home address. However, if you’re an employer using uCheck, our system will notify you if the certificate is clear, allowing you to move forward as quickly as possible.
Frequently asked questions
Here are the answers to the most common questions we get about the DBS checking process.
Can you chase up a DBS Check?
If an Enhanced DBS Check application has been at stage 4 (Local Police Records) for more than 60 days, you can contact the DBS directly at 03000 200 190 or email customerservices@dbs.gov.uk. Or, we can escalate it with the DBS for you. From then on, we can only escalate it every ten working days.
If the application has been at Stage 5 for more than ten days, the applicant can contact the DBS to chase it up.
How long does DBS Stage 2 take?
The Police National Computer (PNC) finds information in real-time, meaning this section only takes a few minutes to complete at most. Any delays are likely to come from further down the pipeline, or if there is any incorrect/missing information within the check.
Why has my DBS gone back to Stage 3?
If you notice that a Standard or Enhanced DBS application has reverted back to Stage 3, it’s usually because:
- The DBS may have found a technical issue or a need to verify the data provided further. Moving it back to Stage 3 allows them to re-run the Barred List checks to make sure the final certificate is 100% accurate.
- If a local police force at Stage 4 has a query or needs more specific details to cross-reference their records, the application might be moved back a step while that information is processed. For example, if the application details are slightly different to the police’s records, the police force raises this as a ‘conflict’ with the DBS. The DBS will re-run their checks to make sure the applicant is the same as the person on the police records.
Why is my application delayed?
It’s not unusual for there to be delays at Stage 4. Some main reasons they happen include:
- Police forces have a high volume of checks
- Extra information may be needed before they can complete the check
- Sometimes, application details need correcting or verifying
Hire with confidence with uCheck
Understanding the DBS stages doesn’t just give you peace of mind; it helps you protect your organisation from risk while keeping your recruitment moving. By using the uCheck platform, you can simplify your background checks and get your new starters to work as quickly as possible.Ready to speed up your vetting? Explore all of our DBS check options today and find out how we can speed up your background checking process.
