What if the applicant has changed their name recently and cannot provide ID documents in this new name?
Documents in a previous name can be accepted only where the applicant can provide documentation supporting a recent change because of:
- marriage/civil partnership (marriage/civil partnership certificate)
- divorce/civil partnership dissolution (decree absolute/civil partnership dissolution certificate)
- deed poll (Deed Poll certificate)
Ensure that all ‘previous names’ and ‘dates used’ are recorded in section A (additional personal details).
What if the applicant has been adopted?
Applicants who were adopted before the age of 10, do not need to provide their surname at birth in section A of the DBS application form. They should give their adoptive name in this section.
This is because the age of criminal responsibility is deemed to be 10 years, under the Children and Young Persons Act 1933, Chapter 12, Section 50. This means that there is no possibility that an individual could have a criminal record in a name that was used until the age of 10.
How can I check my driving licence?
Do not accept licences, other than those stated in the list of valid identity documents.
English, Welsh and Scottish driving licence numbers contain information about the applicant’s name, sex and date of birth. This information is written in a special format but can be gleaned and matched against the information provided by the applicant.
The date of birth on English, Welsh and Scottish driving licences, issued before 1977, is not recorded as a separate entry on the licence. The date of birth can be deciphered from the driving licence number and checked against the date of birth field on the application form.
For example, the format of the number for Christine Josephine Robinson, born on 2 July 1975
R O B I N 7 5 7 0 2 5 C J 9 9 9 0 1
N N N N N Y M M D D Y I I C C C C C
N = 1st five letters of the surname (if the surname begins MAC or MC it is treated as MC for all). Y = YEAR of birth.
M = MONTH of birth (In the case of a female, the number represented by the first M will have the value 5 added to the first digit, for example, a female born in November (for instance, 11) would display ‘61’ in the MM boxes or if born in February (for instance, 02) would display ‘52’).
D = DAY of the month of birth.
I = Initial letter of the first two forenames - if only one, then nine will replace the second letter. If the licence indicates that the applicant has a middle name, ensure that one has been provided in section A.
C = Computer generated.
For Northern Ireland; Isle of Man and Jersey driving licences the licence number is in a different format. The licence number is unique to the driver and the ‘name’ or ‘date of birth’ validation, as shown above, cannot be used.
What should a registered body do if they suspect a false identity or documents?
If you suspect that you have been presented with a false identity or documents at the time of application please do not proceed with the application process.
You are also advised that under Section 8 of the Asylum and Immigration Act 1996 all employers in the UK are required to make basic document checks to help prevent anyone from working illegally.
By carrying out checks employers will be able to establish a defence for themselves if any of their employees are found to be working illegally at a later date.
Further details are available on the UK visas and immigration website or by calling the employer helpline on 0300 123 7000.
Checking for indicators of fraud
Always check for signs of tampering when checking identity documents. Documents should be queried if they display any signs of damage, especially in the areas of personal details such as the name and the photograph. The following guidelines should help you look out for any suspicious signs when authenticating documents. The National Document Fraud Unit (NDFU) in the Home Office has published guidance on examining identity documents to detect basic forgeries.
Checking a passport
Check the general quality and condition of the passport. Treat it with suspicion if it is excessively damaged; accidental damage is often used to conceal tampering.
Photographs should be examined closely for signs of damage to the laminate or excessive glue or slitting of the laminate; these signs would indicate photo substitution. If the photograph appears excessively large, this might indicate an attempt to hide another photograph underneath. There should also be an embossed strip embedded into the laminate, which will catch a portion of the photograph.
Check there is no damage to this area. If the passport is from a foreign national, you can still follow the same procedures as above.
Her Majesty’s Passport Office has produced a guide to be used when checking passports for identification.
Checking a photo driving licence
Examine the licence for evidence of photo tampering or any amendment of the printed details.
Checking an old-style driving licence, (no photograph)
Remove the document from the plastic wallet and check that it is printed on both sides. It should have a watermark visible by holding the licence up to the light and there should be no punctuation marks in the name or address. The ‘valid to’ date should be the day before the bearer’s 70th birthday (unless the bearer is already over 70). The ‘valid to’ date can therefore be cross-referenced with the applicant’s date of birth detailed in section A.
Checking a birth certificate
Birth certificates are not evidence of identity and are easily obtained. Although certificates issued at the time of birth may give more confidence that it belongs to the individual. Recently issued certificates which will not show if any information has been corrected or superseded by a new registration.
Check the quality of the paper used as genuine certificates use a high grade. There should be a watermark visible when the document is held up to the light. Any signs of smoothness on the surface would indicate that the original text might have been washed or rubbed away. There should be no signs of tampering, changes using liquid paper, overwriting or spelling mistakes.
The following list provides some general information about certificate completion which may help to establish whether the certificate and/or the details have been falsified. This is provided solely as a guide and is not exhaustive:
- the certificate format used should be appropriate for the year of registration
- only the surname should be entered in upper case, not the forename(s)
- date of birth should be shown with the day and month in words and the year in figures
The following information might indicate that the certificate has been altered:
- spacing between falsely added particulars might be irregular compared to the original information. ‘Thick’ or ‘thin’ spacing might infer particulars have been added
- false particulars might not have been aligned with other words
- characters may not be of the same size or shape as the rest of the particulars
- movement of handwriting may look mechanical and does not flow with the rest of the particulars
- changes might not be consistent for example, parents’ surnames might be altered, but not the signatures
- the area around falsely added or removed particulars may react differently under ultraviolet light, for instance, show signs of staining. In addition, such areas of paper may appear thinner where the paper fibres have been disturbed by abrasion
For more information on checking birth certificates, please refer to His Majesty’s Passport Office document General Register Office guide to birth certificates.
Checking an EEA photo identity card
Examine the card for evidence of photo tampering or any amendment of the printed details.
Checking an HM Forces ID card
Examine the card for evidence of photo tampering or any amendment of the printed details.
Checking a firearms licence
Check the licence is printed on blue security paper with a Royal crest watermark and a feint pattern stating the words ‘Home Office’. Examine the licence for evidence of photo tampering or any amendment of the printed details, which should include home address and date of birth. The licence should be signed by the holder and bear the authorising signature of the chief of police for the area in which they live, or normally a person to whom his authority has been delegated.
Other forms of identification
Ensure all letters and statements are recent, for instance, within a three month period. Do not accept documentation printed from the internet. Check letter headed paper is used, bank headers are correct and all documentation looks genuine. The address should be cross-referenced with that provided by the applicant.
Where to go for help
The Public Register of Authentic Identity and Travel Documents Online website (PRADO) is provided by the Council of the European Union. Employers can use this website to identify the basic safeguards contained in European documents and a few other nationality documents.
