If you have been asked to provide a criminal record check for use abroad, it is important to understand exactly which document is required.
Many people assume that a DBS certificate and a criminal record check are the same thing. In practice, “criminal record check” is a broad term, while a DBS certificate is one specific type of UK background check.
This difference matters because foreign employers, visa authorities, universities and immigration offices may ask for different documents depending on the purpose of the application. If you apostille the wrong document, it may still be rejected abroad.
What is a criminal record check?
A criminal record check is a general term used to describe a document that shows whether a person has a criminal record or relevant police history.
Depending on the country, authority and purpose, a criminal record check may refer to:
- DBS certificate
- ACRO Police Certificate
- Police clearance certificate
- Subject Access Request
- Local police check
- Overseas police certificate
- Criminal record disclosure
- Background check document
Because the term is broad, you should always confirm exactly which document the receiving authority needs before applying for apostille.
What is a DBS certificate?
A DBS certificate is a specific type of UK criminal record check issued through the Disclosure and Barring Service.
DBS checks are commonly used for employment, volunteering and safeguarding purposes, especially where a role involves working with children, vulnerable adults or regulated environments.
A DBS certificate may be requested for:
- Teaching roles
- Healthcare jobs
- Childcare work
- Social care positions
- Charity work
- Volunteering abroad
- Sports coaching
- School employment
- Regulated professions
- Overseas employment checks
A DBS certificate can be useful for foreign employers, but it is not always the correct document for visa or immigration purposes.
Types of DBS certificate
There are different levels of DBS check, and the correct one depends on the role or purpose.
The main types are:
- Basic DBS certificate
- Standard DBS certificate
- Enhanced DBS certificate
A Basic DBS shows unspent convictions and conditional cautions.
A Standard DBS gives a wider record check and may be required for certain regulated roles.
An Enhanced DBS is usually required for roles involving children, vulnerable adults, education, healthcare, social care or safeguarding responsibilities.
If you are applying for a job abroad, the employer may specify which level of DBS certificate they need.
Is a DBS certificate the same as a criminal record check?
A DBS certificate is a type of criminal record check, but not every criminal record check is a DBS certificate.
In simple terms:
- DBS certificate means a specific UK document issued through the Disclosure and Barring Service
- Criminal record check is a general term that can refer to different police or background check documents
This distinction is important when dealing with foreign authorities. If they ask for a “criminal record check”, they may not necessarily mean a DBS certificate.
DBS certificate vs ACRO Police Certificate
One of the most common points of confusion is the difference between a DBS certificate and an ACRO Police Certificate.
A DBS certificate is commonly used for employment, volunteering and safeguarding checks.
An ACRO Police Certificate is often requested for visa, immigration and residency applications abroad.
For example:
- A school abroad may ask for a DBS certificate
- A healthcare employer abroad may ask for an Enhanced DBS
- An embassy may ask for an ACRO Police Certificate
- An immigration authority may ask for police clearance
- A residency application may require ACRO rather than DBS
If the authority specifically asks for ACRO, a DBS certificate may not be accepted, even if it has been apostilled.
When might you need a DBS certificate abroad?
A DBS certificate may be required abroad when the purpose is connected to work, volunteering or safeguarding.
This may include:
- Teaching abroad
- Working in a school
- Working in healthcare
- Working with children
- Working with vulnerable adults
- Volunteering overseas
- Sports coaching
- Youth programmes
- Charity work
- International school employment
- Professional registration for regulated roles
In these situations, the receiving authority may want proof that the DBS certificate is genuine, which is why apostille legalisation may be required.
When might you need a wider criminal record check?
A wider criminal record check may be needed where the request is linked to immigration, residency or government approval.
This may apply to:
- Visa applications
- Residency permits
- Citizenship applications
- Immigration files
- Long-term relocation
- Work permits
- Adoption applications
- Foreign police registration
- Government licensing abroad
In many of these cases, the authority may ask for an ACRO Police Certificate rather than a DBS certificate.
Why the wording from the foreign authority matters
Foreign authorities do not always use UK terminology accurately. They may write “criminal record check” even when they mean a specific document.
They may ask for:
- Criminal record check
- Police clearance certificate
- Police certificate
- Background check
- DBS certificate
- ACRO certificate
- Certificate of good conduct
- Criminal record disclosure
Before arranging apostille, check whether they require DBS, ACRO or another type of police certificate. If the wording is unclear, ask the authority to confirm the exact document name.
Can a DBS certificate be apostilled?
Yes, a DBS certificate can often be apostilled if it is in the correct format.
Apostille may be needed when the certificate is being used abroad for:
- Employment
- Volunteering
- Teaching
- Healthcare roles
- Safeguarding checks
- Visa support
- Professional registration
- Overseas compliance checks
A paper apostille is usually the most suitable option for a DBS certificate, especially where the original document needs to be presented overseas.
Can a criminal record check be apostilled?
It depends on which criminal record check you have.
Some UK criminal record documents can be apostilled if they are issued in the correct format. Others may need certification first, or may need to be obtained from a different authority.
For example:
- A DBS certificate may be apostilled if accepted by the receiving authority
- An ACRO Police Certificate may be apostilled for visa or immigration use
- A Subject Access Request may not always be accepted as a substitute for DBS or ACRO
- A foreign police certificate usually needs legalisation in the country where it was issued
The key is to confirm which document the receiving authority requires before starting the apostille process.
Original certificate or certified copy?
For DBS and ACRO documents, foreign authorities often prefer the original certificate.
A certified copy may be accepted in some cases, but only if the receiving authority confirms this.
You should check:
- Does the authority need the original?
- Will they accept a solicitor-certified copy?
- Is a paper apostille required?
- Does the certificate need to be recently issued?
- Is translation required?
- Is embassy attestation needed?
If the authority asks for the original certificate, a certified copy may be rejected.
How recent should the certificate be?
Many foreign authorities require criminal record documents to be recently issued.
Depending on the authority, they may ask for a certificate issued within:
- 1 month
- 3 months
- 6 months
- 12 months
This is common for visa, immigration, employment and professional registration matters.
Before applying for apostille, check whether your DBS certificate or criminal record check is still recent enough. An apostille does not extend the validity period of the underlying document.
Does the document need translation?
If the document is being used in a non-English-speaking country, translation may be required.
Translation may be needed for:
- Visa applications
- Residency applications
- Employment abroad
- Teaching roles
- Healthcare registration
- Court or immigration matters
- Professional licensing
- Adoption or family applications
Depending on the country, the translation may need to be certified or sworn. Some authorities require the document to be apostilled first and then translated.
Do you need embassy attestation?
If the document is being used in a country that accepts apostilles, the apostille is usually the main authentication step.
For countries outside the Hague Apostille Convention, embassy or consular attestation may also be required after the apostille.
This can apply to countries such as:
- UAE
- Qatar
- Kuwait
- Saudi Arabia
- Vietnam
- Thailand
- Some other non-Hague countries
If embassy attestation is required, it should be completed before the document is sent overseas.
Common mistakes to avoid
When preparing DBS or criminal record documents for use abroad, common mistakes include:
- Apostilling a DBS certificate when the authority asked for ACRO
- Apostilling ACRO when the employer asked for DBS
- Using an old certificate that is no longer accepted
- Sending a photocopy instead of the original
- Choosing e-Apostille when paper apostille is required
- Forgetting translation requirements
- Missing embassy attestation for non-Hague countries
- Assuming all criminal record checks are the same
- Not checking the exact wording from the authority
These mistakes can cause delays, especially when working to a visa or employment deadline.
What should you check before ordering an apostille?
Before arranging apostille, check:
- Has the authority requested DBS, ACRO or another criminal record check?
- Is the document for employment, visa, residency or safeguarding?
- Does the authority need Basic, Standard or Enhanced DBS?
- Does the certificate need to be recently issued?
- Is the original required?
- Is a certified copy accepted?
- Is a paper apostille required?
- Is translation needed?
- Is embassy attestation required?
- What is your deadline?
Getting these answers early can help avoid ordering or apostilling the wrong document.
Need help choosing the correct document?
If you are unsure whether you need a DBS certificate, ACRO Police Certificate or another criminal record check, our team can help you understand the apostille process and prepare the correct document for overseas use.
We can check whether your certificate is suitable for apostille, advise whether a paper apostille is required, and help with translation, embassy attestation or secure delivery where needed.
Contact The Apostille Office on +44 (0) 204 630 6700 and we will help you prepare the correct criminal record document for use abroad.
