DBS checks are a routine part of recruitment for many organisations. While the application process is now largely digital and far more efficient than the paper-based systems used previously, delays can still occur when application forms contain incorrect or incomplete information.
In many cases, the delay does not originate with the Disclosure and Barring Service itself, but with errors made during the application stage. Small mistakes can trigger queries, additional verification or even the need to resubmit the application.
For employers managing time-sensitive recruitment, understanding these common issues can help prevent unnecessary delays.
Previous Names Not Declared
Applicants must declare all previous names they have been known by, including former surnames, middle names or alternative spellings. This is particularly important where a name has changed due to marriage, divorce or legal name change.
Failure to include previous names can create difficulties when records are checked against national databases. In some cases, this may require clarification or supporting documentation before the application can continue. Providing complete name history ensures that checks can be conducted accurately and reduces the likelihood of delays.
Incomplete Five-Year Address History
A full five-year address history is required for DBS applications, with accurate ‘from’ and ‘to’ dates and no gaps between addresses.
One of the most common mistakes occurs when applicants forget to include short-term addresses, such as student accommodation, temporary rentals or family residences. Missing postcodes or incomplete address details can also prevent applications from progressing.
Ensuring the address history is complete and sequential helps avoid applications being paused while additional information is requested, or even worse, withdrawn by the DBS completely.
Names That Do Not Match Identity Documents
The name entered on the DBS application must match the name shown on the identity documents used during verification. Even small differences, such as missing middle names, shortened versions of a name or spelling variations, can cause inconsistencies.
Because these details are used to match records across multiple systems, discrepancies may trigger manual checks or require confirmation before processing can continue. Careful verification of personal details before submission helps ensure applications proceed smoothly. Variations on names can be entered as ‘other’ names to ensure completeness.
Errors in Key Personal Information
Basic information such as date of birth, place of birth or nationality must be entered correctly on the application. Even minor typographical errors can cause identification issues when records are being matched.
Where inconsistencies are identified, additional checks may be required to confirm the applicant’s identity. These enquiries can add time to the overall processing period. Checking personal information carefully before submitting the application can prevent these avoidable delays.
Requesting the Wrong Level of DBS Check
Another common issue occurs when the incorrect level of DBS check is requested for a role. Each level of check has specific eligibility requirements, particularly when it comes to Enhanced checks and barred list searches.
If the requested check does not align with the role responsibilities or safeguarding requirements, the application may need to be amended before it can proceed. If already submitted to the DBS, a new application may be required as the existing one will be cancelled as ineligible.
Understanding the eligibility criteria for each level of check helps ensure applications are submitted correctly from the outset.
Avoiding Preventable Delays
Many DBS application delays can be prevented with careful preparation and review. Ensuring all information is complete, accurate and consistent with identity documents helps applications move through the system more efficiently.
DDC’s online system is designed to help prevent common errors by using built in cross checking tools and requiring key information to be completed correctly before an application can proceed. This includes full address history, previous names and essential personal details. Job roles are also reviewed as part of the process to ensure the correct level of DBS check is selected and eligibility requirements are met. By resolving these issues before submission, employers can minimise avoidable delays and keep recruitment timelines on track.
