It’s natural for small and medium-sized businesses to look for ways to cut down on unnecessary admin and keep hiring processes as efficient as possible. One question that often comes up is whether DBS checks can be transferred from one role to another. On the surface, this seems like a good way to reduce delays and costs, but does it actually work in practice?
The short answer is sometimes but only if the new organisation is willing to accept it, and the details of the role line up exactly. Enhanced DBS checks are very role-specific, which means most employers will need to request a new check when hiring someone into a new position.
What “transferable” really means
An enhanced DBS certificate is essentially a snapshot of someone’s criminal record, created for a specific role. Sometimes it also includes relevant local police information, which may be tied to the duties of that role at that time.
Because every role is different, and because enhanced checks are partly subjective, many employers are legally required to request a fresh certificate. The only official way to reuse one is through the DBS Update Service.
When you may be able to reuse a certificate
Your business could reuse an enhanced DBS certificate if all of the following apply:
- The applicant joined the DBS Update Service within the joining window and kept the subscription active.
- The new role requires the same level of check (enhanced), in the same workforce (child or adult), with the same barred list check(s).
- You’ve seen the original paper certificate and carried out an Update Service status check that shows “no change.”
- The duties are comparable, for example, if you’re hiring someone who has moved between similar childcare roles or between care providers with the same level of responsibility.
If all these conditions are met, you may be able to save time by reusing an existing certificate.
When you’ll need a new check
In most cases, SMBs will need to request a new application through a service like personnel checks if any of the following apply:
- The new role needs a different level of check (for example, standard rather than enhanced), or involves working with a different group.
- The barred-list requirement changes (for example, the old role required a children’s barred-list check but the new one involves adults).
- The new role has different duties, such as moving from supervised to unsupervised contact, or working in a regulated activity.
- The applicant’s Update Service subscription has lapsed, or the online status check says the certificate should be rechecked.
- A regulator doesn’t accept portability — this is often the case for taxi and private-hire licensing, fostering, and certain NHS or local authority roles.
Final thoughts for SMBs
For small and medium-sized businesses, DBS checks don’t have to be overwhelming. If an employee has already completed an enhanced check, the Update Service may allow you to reuse it under the right circumstances. But if the role requirements or regulations don’t line up, it’s best to assume that a new check will be needed.
By understanding when DBS checks are transferable and when they’re not, SMBs can keep recruitment compliant while avoiding unnecessary delays.
