Delays at Stage 4 are among the most common challenges in the DBS vetting process. Here’s why a stage 4 check may be needed, what happens and what you can do to make the process as smooth as possible.
If you’re applying for a position of trust in the UK, or are aiming to work with vulnerable people, the chances are you’ll need a Disclosure and Barring Service (DBS) clearance before you can start work. These checks form an important part of basic security vetting and help employers make safer recruitment decisions by revealing an applicant’s criminal history.
DBS clearance replaced the previous CRB checks in 2012 and consist of four levels: Basic, Standard, Enhanced and Enhanced with Barred Lists. While Basic and Standard checks review criminal convictions and cautions, Enhanced checks go further, including local police intelligence. Because they’re more in-depth, these checks often take longer – and it is here where delays are most likely to occur.
Once an application for a DBS check has been submitted, it goes through five key stages before a certificate is issued. These are as follows:
Stage 4 of the DBS process is often where issues arise. This applies only to Enhanced checks, and not every application requires this stage. If it does, it means the applicant’s details have been referred to one or more local police forces because there is a potential match between the applicant’s name and details held on their systems.
This stage is used when there’s a need to assess whether any non-conviction information, such as arrests, allegations or other intelligence, might be relevant to the role.
Local forces will conduct a manual review of their records to identify any information that doesn’t appear in national databases but could impact the decision on whether to award a DBS certificate.
Investigations at Stage 4 are not an indication of wrongdoing and are a routine part of many Enhanced checks. However, because they rely on human assessment and may involve multiple organisations, it is also where delays are most likely to occur.
The DBS aims to complete 80 per cent of Enhanced checks within 14 days. According to its latest public records, the actual average time for this as of January 2025 is 14.3 days.
However, when delays occur, they often happen during Stage 4. Indeed, the DBS indicates that if this is necessary, it takes an average of 27 days for local police to return a check.
Stage 4 requires forces to manually review their records to determine if any non-conviction information is relevant to disclose. This process can be time-consuming, especially if:
While it’s important to note that such delays are procedural and not indicative of any issues with the applicant, they can prove stressful and frustrating for individuals who may have to wait longer before taking up a new role.
While you can’t control every part of the DBS process, especially at Stage 4, there are several ways to reduce the chance of delays and keep your application on track.
Ensure all sections of your form are filled out correctly, including your full five-year address history and consistent name records. Mismatches or omissions are a common cause of early-stage rejections or hold-ups.
If your employer, umbrella body or the DBS requests additional information, reply as quickly and clearly as possible. Even short delays in responding can compound longer wait times.
You can monitor your application using the DBS tracking service. This shows live updates of which stage your application is at, helping you and your employer spot if something is taking longer than expected.
If your application remains at Stage 4 for more than 60 days, the organisation that submitted it can request an escalation via the DBS. This triggers a formal notification to the relevant police forces, prompting them to prioritise your case and provide an update or complete their review. Once escalated, police forces are expected to respond within ten working days, though this may vary depending on internal workloads.
In some exceptional circumstances, an escalation can be requested earlier. This can be done after 28 days if there is evidence of direct hardship caused by the delay, such as financial difficulties or the risk of losing a job offer. However, this is rare and usually requires the employer to contact the DBS directly with a clear justification.
Some employers may allow new starters to begin work under supervision or with restricted duties while waiting for their DBS certificate. This depends on the employer’s risk assessment policy and may not be possible in some regulated sectors, but it’s always worth discussing, especially if the rest of the recruitment process is complete.
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