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View full libraryThis Criminal Records Check Consent Letter provides a clear way for an employer to request an individual's consent to a criminal records check as part of recruitment, employment or suitability checks. It explains the purpose and level of check, how the information will be handled and what the individual needs to do next.
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If you are managing pre-employment checks, the toolkit brings together practical HR templates covering right to work, references, screening, verification and records.
This template brings together the key information, sections and considerations you need to create a clear, comprehensive and professional HR document. Preview the document below.
[Sender name]
[Sender address]
[date]
[Recipient name]
[Recipient address]
Dear [Recipient first name],
Criminal Records Check Consent
Purpose of the check
As part of the [recruitment / onboarding / employment / suitability] process for the role of [Job Title], we require a criminal records check to be completed.
The purpose of the check is to [explain the specific reason, such as meeting safeguarding requirements, assessing suitability for the role, complying with a legal or regulatory requirement, or applying the organisation's recruitment requirements].
Type of check
The check required for this role is:
[Basic DBS check / Standard DBS check / Enhanced DBS check / Enhanced DBS check with [Children's / Adults'] Barred List check / Other applicable criminal records check].
The organisation has assessed the role and considers this level of check to be appropriate for the duties and requirements of
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This letter provides a structured way for an employer to explain a proposed criminal records check and obtain the individual's consent where consent is being relied upon for the relevant processing or application process. It is suitable for recruitment and, where appropriate, existing employees whose roles require a criminal records check.
The letter explains why the organisation requires a criminal records check and how it relates to the individual's role. This helps avoid requesting checks without a clear and legitimate purpose.
The employer can identify whether a Basic, Standard, Enhanced or Enhanced with Barred List check is being requested. The level should be determined by the legal eligibility requirements for the role rather than simply by organisational preference.
The letter explains that information obtained will be handled confidentially and used for the stated recruitment, employment or suitability purpose. It also provides an opportunity to explain relevant data protection arrangements.
The individual can confirm whether they consent to the proposed check where consent is the appropriate basis for obtaining and processing the information. The letter also explains any further application, identification or verification steps required.
A criminal record should not automatically be treated as a reason to reject an applicant or employee. Where relevant information is disclosed, the organisation should consider its relevance to the role and apply its recruitment of ex-offenders or criminal record policy consistently.
Related HR resources and workflow
Explore the HR resources that may be relevant before and / or after using the Criminal records check consent letter, helping you understand the wider process, maintain appropriate documentation and follow a consistent approach.
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The requirements depend on the type of check and the application route. For example, an employer can apply for a Basic DBS check on an individual's behalf through a Responsible Organisation where the individual has consented. Standard and Enhanced checks have their own application requirements. Consent to a check should also be distinguished from the employer's separate lawful basis and condition for processing criminal offence data.
No. Basic checks are broadly available, but Standard and Enhanced checks are restricted to roles that meet the relevant legal eligibility requirements. Employers are responsible for checking that the role qualifies before making the application.
No. A criminal record does not automatically mean that an individual is unsuitable. Where information is disclosed, the employer should consider its relevance to the particular role and apply its recruitment and criminal record procedures fairly and consistently.
For most jobs, an employer cannot require an individual to disclose a spent conviction. Certain roles are exempt from the normal rehabilitation rules and may permit questions about specified spent convictions and cautions. The employer should establish whether an exception applies before asking for this information.
Criminal record information should be kept securely, with access restricted to people who need it for a legitimate purpose. The organisation should also have appropriate retention and deletion arrangements and should avoid retaining information longer than necessary.
HRDocBox templates are designed specifically for UK employers and structured around practical HR processes, UK employment law and current official guidance. They provide a consistent starting point while still allowing employers to adapt the document to their own recruitment, safeguarding and data protection arrangements.
How this content is developed and reviewed
The Criminal records check consent letter template is developed using a practical HR methodology that considers current UK employment legislation, ACAS guidance, CIPD good practice and the real-world HR process it supports. Templates and supporting information are regularly reviewed and updated, with additional reviews triggered by significant changes to legislation, guidance or established HR practice, helping ensure each document remains practical, relevant and suitable for UK employers.
Darryl Horn, Chartered HR Director
Darryl is a Chartered HR professional with over 25 years' experience in senior HR and employee relations roles.
He has extensive practical experience of managing employee vetting HR processes and founded hrdocbox to provide businesses with practical, professionally developed HR resources grounded in UK employment law and best practice.
HRDocBox has been creating practical UK HR documents since 2009.
"Darryl provides support and advice with excellent judgement, and has a strong understanding of people, policies and UK employment legislation."
"He is someone I trust; consistent, dependable, and committed to doing things properly."
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