DBS Withdrawal: A guide for applicants and admins

At Talent Clouds, we support both applicants and employers throughout the DBS process. Once the check has been submitted to the DBS, they will begin their process, of which we have no control over. However, we can track the application through the relevant stages, but we cannot influence the time it takes or any decisions or outcomes.

A withdrawn DBS application can cause frustration and delays, but providing the right information and carefully checking the application is the best way to avoid this. Whether you're filling out the form yourself or setting it up for a worker or volunteer, this guide walks you through everything you need to know to complete a DBS check accurately and efficiently.
​

A DBS withdrawal means that the Disclosure and Barring Service has stopped processing the application owing to errors or inconsistencies. This only happens before the certificate is printed. Unfortunately, the application fee is non-refundable, and a new application will need to be submitted and paid for. Withdrawals can delay employment or volunteering roles, so it’s crucial to get it right the first time.
​

As the applicant, you're responsible for entering your personal details, address history, and identity documents correctly. The DBS now applies stricter withdrawal rules to errors in your personal information, including name history, addresses, and work location. Small mistakes like mis-spelling your name, omitting a flat number or building name, or using a nickname/preferred name instead of your legal name can all result in your application being withdrawn.
​

This is an official process; the DBS will be cross checking your legal name history against their records and it is imperative that you include all previous forenames, middle names and surnames that you have been legally known as, with the correct dates. Likewise, for your address history, make sure your dates and address details are correct.

As the person setting up the DBS check, you’re responsible for selecting the correct options related to the role and level of check. The DBS will reject applications if the check type, workforce category, or position details are incorrect. It is important to know whether the role involves regulated activity, if the applicant is a volunteer, and whether the work takes place at home or in a designated setting.
​

Providing accurate setup information is just as important as the applicant completing the form properly - mistakes at this stage will lead to withdrawal, even if the rest of the form is perfect.
​

Make sure the role title accurately reflects the level of check - it needs to be clear why a Standard/Enhanced has been requested as such.
​

Select the correct Workforce type - depending on the applicant’s role.
​

Only select the Barred list if there is regulated activity being performed - if you are unsure, use our help guides on Regulated activity with Children and Regulated activity with Adults.
​

Only mark section X66 (Working from home question) as ‘YES’ if the applicant will have contact with the vulnerable groups at their home address - such as a Carer in their own home - NOT if they are working a remote role from home.
​

Tip: If you need help knowing what level of check to request, use the Gov.uk DBS quiz for a quick eligibility assessment.
​
​

If the DBS finds something wrong with the application, they will contact Talent Clouds, not the applicant or employer directly. We will then reach out to both parties to clarify the discrepancy the DBS have identified. However, the DBS will not make corrections, so if there is a mistake, they will withdraw the application. A new application must then be submitted, including a new payment.
​

As an applicant, it is important that you contact the DBS following a withdrawal, so you can understand the missing information they found in their record search. For example, if they have withdrawn for the reason ‘Previous address not provided’ but you’re not sure which one they’re referring to – we cannot provide this information for you, the DBS will only share this with you owing to data protection. Once you know, you can be sure to include on the new form.
​

Customerservices@dbs.gov.uk

0300 020 0190
​
​ Note: You'll need your E-reference number, if you don't have this, ask your HR Admin
​

Applicants should take time to ensure their personal details are completely accurate and match official documents. Include all previous names, a complete five-year address history, and never submit photocopies. Check your spelling, dates, and any document numbers carefully.
​

Admins should make sure to select the correct check level, workforce type, and job title. It's important to confirm whether the role is voluntary, if it involves regulated activity, and if the applicant will have contact with vulnerable groups at home. If you're unsure, double-check with Talent Clouds before submitting.
​

If you're an applicant and believe you've entered something incorrectly, contact your HR Admin as soon as possible, they’ll let us know and we can advise on the next steps - this will depend on where your form is in the process.
​

If you're an employer or Admin and notice an error on a form once it’s been submitted to you, you can send the form back to the applicant by clicking ‘Request Changes’ in the check summary of your Admin portal. If you notice the mistake has been made after submission, contact us and we’ll help support on next steps.
​