Acceptable Documentation
Personal Documents
Why does Security Watchdog need my personal documents?
You will be asked to upload copies of your personal documents onto our secure VOLT Screening Portal as part of our identity, right to work, address, and criminality checks to satisfy employment legislation and/or comply with the ‘acceptable document’ list rules for UK criminality checks, if applicable. Sometimes we may need them to carry out international criminality checks. Your signed ‘Declaration’ document lists the checks we carry out.
What do I need to provide?
To comply with the ‘acceptable document’ list rules, please provide us with the right documents in an acceptable format (clear scans or photos) to avoid delays to your screening and remove the need for us to contact you again. Mobile phone bills, for example, are not accepted, as proof of address. Some on-line documents won’t be accepted by the Home Office/DBS, but others will.
Check the Acceptable Personal Documents Table below to guide you on what you need to provide for us to start your screening. Worth noting, if your chosen documents show your previous name prior to your current legal name (before marriage or deed poll change, for example), we’ll need a supporting document such as your marriage certificate or deed poll.
- Proof of Address
- Proof of Identity
- Proof of Right to Work
How do I make sure the document image quality is acceptable for checks?
You can scan the acceptable document or use a camera phone to take a photo of it. Photos should be high resolution with the flash turned off, otherwise, the image is washed out and hard to read. To take the clearest photo, find the best lighting near a window or under a lamp. Capture the whole document and then email the photograph to your computer, ready to upload to us.
What Proof of address document should I provide if I am aged 16-19 years and don’t have any of the below?
It does depend on the level of screening that you’ve been submitted for. If you’re a full-time student in the UK, a letter from your headteacher or college principal confirming your address is acceptable.
What if I am applying from outside the UK?
A letter of sponsorship from your future employer confirming your address is only acceptable for non-UK nationals living outside the UK. If you’re living and working outside the UK, a bank or building society transaction statement dated within the last three months is acceptable. The bank or building society branch must be located in the country where you are living/working.
Proof of address document options
Driving licence?
Proof of address document
Photocard driving licence (UK) or Paper version current driving licence (full or provisional if issued before 1998)
Must-haves
✓Current (full or provisional) with current address
It should look like this example
We can't accept
⨯⨯ Expired
⨯ Paper counterpart driving licence documentation (this was abolished on 8th June 2015 and is no longer a legal document)
Tip: if you're supplying your driving licence as a proof of address, it can't be used as a proof of identity as well
Or, if you don't have a driving licence, can you provide a P45 or P60 document?
P45 or P60?
Proof of address document
P45 or P60 statement issued by employer (UK/Channel Islands)
Paper (scanned) and online copies are acceptable
Must-haves
✓Current address (dated within last 12 months)
Tip: P60 is dated to April of issue year
It should look like this example
We can't accept
⨯⨯ A P45 or P60 that's dated older than 12 months
Or, if you don't have a P45 or P60, can you provide a council tax statement/bill?
Council tax statement/bill?
Proof of address document
Local authority council tax statement/bill (UK/Channel Islands)
Paper (scanned) copies are acceptable
On-line digital copies not acceptable
Must-haves
✓Current address (dated within last 12 months)
Must be dated and addressed to you (jointly addressed documents are acceptable)
It should look like this example
We can't accept
⨯⨯ A council tax statement that's dated older than 12 months
⨯ A council tax letter that's addressed to another member of your household
Local authority council tax letter - amendments /arrears notices (UK /Channel Islands)
Paper (scanned) copies are acceptable
On-line digital copies not acceptable
Current address (dated within last 3 months)
Must be dated and addressed to you (jointly addressed documents are acceptable)
⨯ A council tax letter (amendments/arrears notice) that's dated older than three months
⨯ A council tax letter that's addressed to another member of your household
Or, if you don't have a council tax statement/letter, can you provide a document issued by a government agency?
Document issued by a government agency?
Proof of address document
Document from central government/agency (DWP, Employment Service, HMRC, Job Centre, Social Security, NHS) (UK/Channel Islands) NHS appointment letter HMRC self-assessment letter/tax code notice Universal Credit statement/letter Jobseekers statement/allowance State Pension letter Child Allowance statement
Paper (scanned) copies are acceptable
On-line digital copies not acceptable
Must-haves
✓Current address (dated within last three months)
Must be dated (jointly addressed documents are acceptable)
It should look like this example
We can't accept
⨯⨯ A document that's dated older than three months
Note: These documents are not accepted due to having no date of issue:
⨯ HMRC annual tax summary
⨯ DVLA tax reminder notice
⨯ Polling card
Or, if you don't have a document issued by a government agency, can you provide a utility bill?
Utility bill?
Proof of address document
Utility bill (water, electricity, gas). Broadband bill must show line rental (UK)
Paper (scanned) copies are acceptable
On-line digital copies not acceptable
Must-haves
✓Current address (dated within last three months)
Must be dated (jointly addressed documents are acceptable)
It should look like this example
We can't accept
⨯⨯ Mobile phone bills (because these can be sent to different addresses)
⨯ A document that's dated older than three months
⨯ Generic correspondence (welcome letter, service notification)
Or, if you don’t have a utility bill, can you provide a financial statement?
Financial statement?
Proof of address document
Credit card account transaction statement (UK)
Paper (scanned) copies are acceptable
On-line digital copies not acceptable
Must-haves
✓Current address (dated within last three months – recent transaction dates can be used to date the statement if a clear issue date is not shown)
Must be dated (jointly addressed documents are acceptable)
It should look like this example
We can’t accept
⨯⨯ Generic correspondence (interest rate or T&C changes or statements of fees)
⨯ A document that’s dated older than three months
Mortgage statement /private pension statement / endowment / ISA (UK)
Paper (scanned) copies are acceptable
On-line digital copies not acceptable
Current address (dated within last 12 months)
Must be dated (jointly addressed documents are acceptable)
⨯ Generic correspondence (interest rate or T&C changes or statements of fees)
⨯ A document that’s dated older than 12 months
Bank/building society account opening confirmation letter (UK/Channel Islands)
Current address (dated within last three months – recent transaction dates can be used to date the statement if a clear issue date is not shown)
Must be dated and addressed to you
⨯ Generic correspondence (interest rate or T&C changes or statements of fees)
⨯ A document that’s dated older than 3 months
Bank/Building Society Statement (UK/Channel Islands)
On-line digital copies not acceptable
Current address (dated within last three months – recent transaction dates can be used to date the statement if a clear issue date is not shown)
Must be dated and addressed to you (jointly addressed documents are acceptable)
Please note we need to see your name and address and date of issue. Any financial information can be freely censored.
⨯ Generic correspondence (interest rate or T&C changes or statements of fees)
⨯ A document that’s dated older than three months
Proof of identity document options
If you are not a UK national, we will also require proof of your right to work for your screening.
UK/Irish national identity document
UK/Irish passport?
Proof of identity document
Passport (UK/Ireland)
Must-haves
✓Current passport must show your signature
Copy the full two pages of personal details/ photo page
Coronavirus exception: DBS will temporarily allow expired UK passports to be used for ID checking purposes, if within 6 months of expiry date
It should look like this example
We can’t accept
⨯⨯ Expired passport (unless within 6 months of expiry date, due to the coronavirus exception)
⨯ Unsigned passports
Or, if you don’t have a passport, can you provide a UK photocard driving licence?
UK driving licence?
(Only use this document if you haven't already submitted it as proof of address)
Proof of identity document
Photocard driving licence (UK)
Must-haves
✓Current (full or provisional) with current address
It should look like this example
We can't accept
⨯⨯ Expired
Tip: if you're supplying your driving licence as a proof of identity, it can't be used as proof of address as well. Driving licences also can't confirm right to work
Or, if you don't have a driving licence, can you provide a birth/adoption certificate PLUS an official document showing name and NI number?
Birth or adoption certificate?
Proof of identity document
Birth certificate (UK/Isle of Man/ Channel Islands) or Adoption certificate (UK/Isle of Man/ Channel Islands)
Full/long and short birth certificates to include those issued at HM Armed Forces bases abroad
Must-haves
✓Certificate originally issued at birth (within 12 months of birth) is preferable (Recent extracts, issued later than 12 months after birth, can be accepted, however additional identity or proof of address documents may be requested).
It should look like this example
We can't accept
⨯⨯ Birth or adoption certificate without a complete image. This, due to size, may require you to take several images to ensure that you provide the full document
Non-UK/Irish national identity document
Non-UK passport?
Proof of identity document
Biometric residence permit /card (UK)
Must-haves
✓Both sides/all pages of the card must be provided, even if no relevant information is displayed
It should look like this example
We can’t accept
⨯⨯ Expired biometric residence permit/card
⨯ Biometric Residence Permits can't cofirm right to work
Passport (non-UK/Irish)
Current passport must show your signature and photopage
If providing only a passport as proof of identity, we will also require proof of right to work as laid out below
⨯ Expired passport
⨯ Unsigned passport
Right to work (RTW) document options
UK national right to work
UK passport?
Proof-of-RTW document
Passport (UK) – current or expired (most recently issued expired passport)
Must-haves
✓Expired passports can be accepted for right to work
Copy the full two pages of personal details/photo page
Endorsed with right of abode in the UK if you are not a British Citizen but hold another form of British nationality
It should look like this example
We can’t accept
⨯⨯ Unsigned passport
Or, if you don’t have a passport, can you provide a birth / adoption certificate, or certificate of registration or naturalisation as a British citizen PLUS an official document showing name and NI number?
Birth or adoption certificate
or certificate of registration or naturalisation as a British citizen?
Proof-of-RTW document
Birth certificate (UK/Isle of Man/ Channel Islands) Full/long and short birth certificates to include those issued at HM Armed Forces bases abroad
OR
Adoption certificate (UK/Isle of Man/Channel Islands)
OR
Certificate of registration or naturalisation as a British citizen
PLUS +
Official document showing name and NI number
Must-haves
✓Certificate originally issued at birth (within 12 months of birth) is preferable (Recent extracts, issued later than 12 months after birth, can be accepted, however additional identity or proof of address documents may be requested)
PLUS +
Official document showing your full name and NI number (NI card/letter, letter from HMRC /DWP/Jobseekers, P45, P60 and most payslips showing your full name/NI number on the same page with employer name/logo/letterhead)
It should look like this example
We can’t accept
⨯⨯ Birth or adoption certificate without the additional official document showing your name and NI number
⨯ Birth or adoption certificate without a complete image. This, due to size, may require you to take several images to ensure that you provide the full document
PLUS +
⨯ A split envelope style payslip as an official document showing your name and NI number
Tip: Issue date of the certificate can usually be found on the bottom of the document
Irish national
Irish Passport or Passport Card?
Proof-of-RTW document
Passport/Passport card (Irish)
Must-haves
✓Expired passports can be accepted for right to work, although in-date passports are preferred
Current passport must show your signature and photo page
It should look like this example
We can’t accept
⨯⨯ Unsigned passport
OR Irish birth or adoption certificate?
Proof-of-RTW document
Irish birth or adoption certificate
PLUS
An official document showing your full name and either:
A NI document, if you’re working in the UK
Or
A PPS document, if you’re working in Ireland
Must-haves
✓Certificate originally issued at birth (within 12 months of birth) is preferable (Recent extracts, issued later than 12 months after birth, can be accepted, however additional identity or proof of address documents may be requested)
It should look like this example
We can't accept
⨯⨯ Birth or adoption certificate without the additional official document showing your name and NI number
⨯ Birth or adoption certificate without a complete image. This, due to size, may require you to take several images to ensure that you provide the full document
Contact Us
Contact our team to find out more.