The DBS does not issue replacement certificates. If you have lost your DBS certificate, your options depend on whether you registered for the DBS Update Service when the certificate was issued. If you did, losing the physical document is a minor inconvenience. If you did not, you may need to apply for a new check.
This guide covers what to do when you have lost your DBS certificate, explains the difference between losing the physical document and losing access to your DBS status, and sets out what the Update Service can and cannot do in this situation.
The DBS Does Not Issue Replacement Certificates
This is the most important point to understand: the Disclosure and Barring Service does not issue replacement or duplicate DBS certificates. Once a certificate has been printed and posted, no second copy is produced. If the certificate is lost, damaged, or destroyed, it cannot be retrieved or reissued.
This policy applies regardless of the circumstances of the loss. A certificate lost in the post, one that arrived damaged, or one that has been accidentally destroyed at home: none of these will result in the DBS issuing a replacement. The DBS’s position is that the certificate has been issued, and the responsibility for keeping it safe rests with the applicant.
This means the practical approach to a lost certificate depends entirely on whether you registered for the DBS Update Service within the 30-day window after the certificate was issued. That decision, made within a month of receiving the certificate, determines your options if it is later lost.
If You Are Registered With the DBS Update Service
If you registered for the DBS Update Service within 30 days of your certificate being issued, losing the physical certificate does not necessarily mean you need to apply for a new check immediately.
The Update Service allows clients to check your DBS status online using your certificate reference number and your date of birth. The check returns a live status confirming whether your certificate is current and unchanged. Most clients and organisations will accept an Update Service status check in place of seeing the physical certificate, provided the status is clear.
The crucial point is your certificate reference number. This number is printed on the face of the DBS certificate and is also stored in your DBS Update Service account. If you are registered and can log into your DBS account, you can retrieve the reference number and continue to use the Update Service for client status checks even without the physical document.
If a specific client requires the original physical certificate rather than an online status check, you will need to explain the situation or apply for a new check. Most clients will accept the Update Service status check, but some organisations with formal policies may require the original document for audit purposes.
When a client runs an online status check through the Update Service, the result will show one of four possible outcomes: no change to the information on the certificate, new information is now available, the certificate is no longer in use, or the applicant’s details cannot be found. A result of no change is the confirmation the client needs that the worker’s record is clear and current.
If You Are Not Registered With the DBS Update Service
If you did not register for the Update Service within the 30-day window after your certificate was issued, a lost certificate is a more significant problem. Without the Update Service, the physical certificate is the only form in which your DBS check result exists and can be shared with clients.
Without the physical certificate, you have no way to demonstrate your DBS status to a client or employer. A photograph of the certificate, a printout, or a photocopy is not acceptable as a substitute. Clients who ask to see your DBS certificate are entitled to the original.
In this situation, the only practical option is to apply for a new DBS check. This means paying the full statutory fee again as well as the platform processing fee. When the new certificate arrives, registering for the Update Service within 30 days ensures you do not face the same problem if the new certificate is subsequently lost.
In practical terms, this means any role that required an Enhanced DBS check will need a new Enhanced DBS application. The statutory fee applies again in full. There is no reduced rate for a replacement. For details on what the current fees are, see our DBS check costs page.
If the original certificate was an Enhanced check with a barred list element, the new application must also include the barred list check. A Standard check would not satisfy a requirement that originally called for an Enhanced check, so it is important to apply for the correct level the second time around.
Applying for a New DBS Check
If you need to apply for a new DBS check following the loss of your certificate, the process is the same as for an initial application. There is no expedited route or reduced-cost option for applicants who have lost a previous certificate. The full statutory fee applies.
For self-employed workers, a new application is made through self-employed-dbs.co.uk in the same way as the original. You complete the online form, verify your identity, and pay on submission. The application is submitted to the DBS and the certificate is posted to your home address when processing is complete.
When the new certificate arrives, there are two things to do immediately. First, note the certificate reference number in a secure location separate from the certificate itself, for example in a password manager, a secure document store, or a photograph kept in a private folder on your phone. Second, register for the DBS Update Service within 30 days of the date printed on the certificate. The subscription costs £16 per year and removes the risk of this situation recurring.
Full details of the cost of a new application are available on the DBS check costs page.
The full application process is explained on our self-employed DBS checks page.
How to Avoid This Problem in Future
The DBS Update Service is specifically designed to prevent a lost certificate from interrupting your ability to work. At £16 per year, it is a small cost relative to the disruption and expense of applying for a new check.
In addition to registering for the Update Service, note your certificate reference number the moment the certificate arrives. Store it separately from the physical certificate, in a secure digital location. The reference number is the key piece of information you need for Update Service status checks, and keeping a record of it independently means a lost certificate does not remove your ability to allow clients to verify your status online.
Consider also keeping your DBS certificate in a safe, consistent location rather than carrying it around. Most clients will accept an Update Service status check rather than needing to see the physical document. The fewer times the certificate is physically handled and transported, the lower the risk of it being lost or damaged.
For self-employed workers who are regularly presenting their DBS status to new clients, the combination of an active Update Service subscription and a securely stored reference number is the most resilient approach. You can satisfy the majority of client requirements without ever needing to locate the physical certificate.
What to Do If Your Application Appears to Be Lost
In rare cases, an application may appear to have been lost in processing, either because the tracking service shows no updates for an unexpectedly long time or because no certificate has arrived after a period significantly beyond the published average processing times.
The first step is to check the tracking service again and confirm that the reference number you are using is correct. An incorrect reference number will return no results or the wrong application status, which can give the impression of a problem when the application is actually progressing normally under the correct reference.
If the reference number is correct and the tracker shows no movement over a significant period, contact the platform through which you applied. The platform should be able to confirm whether the application was submitted to the DBS and, if so, on what date. They may also be able to raise a query directly with the DBS on your behalf if the application cannot be located in the DBS system.
If the DBS confirms that no application is recorded against your details, it is possible the submission did not complete successfully. In this case, a new application will be necessary, and the platform should be able to advise on whether any fee refund or credit applies given the circumstances.
Applications that have been submitted but have simply taken longer than average are not the same as lost applications. If the tracker shows the application is at a police force stage, it is progressing; it is just taking longer than typical. Contacting the DBS in this situation may provide some reassurance but is unlikely to accelerate the police force consideration.
Keeping a Record of Your Certificate Details
Once you receive a DBS certificate, it is worth recording the certificate reference number, the date of issue, and the level of check in a secure place. This information is needed to register for the DBS Update Service and can help you reapply efficiently if the physical certificate is ever lost.
Store the certificate itself in a safe, dry location. It is a printed document and cannot be replaced. A photograph or scan of the certificate may be useful for your own records, but clients and employers will typically need to see the original or verify through the Update Service rather than accept a copy.
Common Questions About Lost DBS Certificates
- Can I get a replacement DBS certificate?
No. The DBS does not issue replacement certificates. If your certificate is lost, damaged, or destroyed, you cannot obtain a replacement copy. The only option is to apply for a new DBS check, which will generate a new certificate with a new reference number.
- Will a new DBS check cost the same as the original?
Yes. A new application carries the full statutory DBS fee: £21.50 for a Standard check or £49.50 for an Enhanced check. The processing fee charged by the platform also applies again. If you apply for the new check and register for the DBS Update Service within 30 days, you will avoid this cost recurring in future.
- What if I am already registered with the DBS Update Service?
If you are registered with the DBS Update Service, the loss of the physical certificate does not affect your ability to allow clients to check your status. They can check your status online using your certificate reference number, which you should have noted separately. You do not need the physical certificate for Update Service status checks.
- What is my certificate reference number and where do I find it?
The certificate reference number is printed on the face of the DBS certificate. It is the primary identifier used for DBS Update Service status checks. If you have registered for the Update Service, the reference number is also stored in your DBS account. If you have not registered and you have lost the certificate, there is no way to retrieve the reference number, and a new check is required.
- Can I use a photograph of my DBS certificate instead of the original?
No. A photograph or photocopy of a DBS certificate is not an acceptable substitute for the original. Clients and employers who request a DBS certificate are entitled to see the original document. A photograph does not provide the same assurance because it cannot be verified as a genuine, unaltered certificate.
- How can I avoid losing access to my DBS certificate in future?
Register for the DBS Update Service within 30 days of receiving your certificate. Note your certificate reference number separately, in a secure location, before filing or putting away the physical certificate. The reference number is all you need for Update Service status checks, so keeping a secure record of it means a lost certificate does not interrupt your ability to satisfy client requirements.
This guide applies to self-employed workers in England and Wales only. Self-employed workers in Scotland should apply through Disclosure Scotland. In Northern Ireland, the equivalent service is AccessNI. This page is for guidance only and does not constitute legal advice. If you have questions about your specific circumstances, contact our support team or consult a qualified legal adviser.
Apply for a New DBS Check
Self-employed-dbs.co.uk processes Standard and Enhanced DBS applications for paid self-employed workers in England and Wales. No employer needed. Apply online with digital ID verification available.