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Acceptable Documents Guide

During your pre-employment screening, you may be asked to provide documents that confirm your identity, address, right to work or other information needed for the checks requested by your employer.

Use this guide to understand which documents can be accepted, what each document must show and what may cause a document to be rejected.

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Why do you need my personal documents?

You may be asked to upload copies of your personal documents onto our secure screening platform as part of identity, right to work, address or criminality checks.

These documents may be needed to satisfy employment legislation, comply with acceptable document list rules for UK criminality checks, or support international criminality checks where applicable. The checks being carried out will be listed in your signed declaration document.

What documents do I need to provide?

The documents you need will depend on the checks requested for your role. To avoid delays, please make sure every document you upload is in an acceptable format and clearly shows the information required.

Clear scans or photos are accepted where stated. Some online documents are not accepted by the Home Office or DBS, while others may be accepted depending on the check and document type.

If any document shows a previous name, such as a name before marriage or deed poll, you may need to provide a supporting document such as a marriage certificate or deed poll.

Find the document guidance you need

Proof of address

Documents that confirm where you currently live, such as a driving licence, council tax document, utility bill or financial statement.

View Proof of Address Guidance
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How to make sure your document image is accepted

You can scan your document or use a camera phone to take a photo. The image must be clear, complete and easy to read.

  • Capture the whole document, including all edges
  • Use good lighting near a window or under a lamp
  • Turn the flash off to avoid glare or washed-out images
  • Make sure the document text is readable
  • Upload the correct side or pages where requested
  • If financial information is visible, you can cover or censor financial details, but your name, address and date of issue must still be visible where required

Proof of address document options

Proof of address documents must usually show your current address and be dated within the required timeframe. The document must be addressed to you, although jointly addressed documents are accepted where stated.

UK photocard driving licence

Can be accepted
Photocard driving licence, UK.

Paper version current driving licence, full or provisional, if issued before March 2000.

Must show
Current full or provisional licence with your current address.

We cannot accept

    • Expired driving licence.
    • Paper counterpart driving licence documentation.
    • A driving licence used as proof of address if it has already been used as proof of identity.

Candidate note
If you use your driving licence as proof of address, you cannot also use it as proof of identity.

It should look like this:

 

P45 or P60

Can be accepted
P45 or P60 statement issued by employer, UK or Channel Islands.

Paper scanned copies are acceptable.

Must show
Current address and be dated within the last 12 months.

P60 is dated to April of the issue year.

We cannot accept

    • A P45 or P60 dated older than 12 months.
    • Online documents or documents printed from an online account or PDF.

It should look like this:


 

Council tax statement or bill

Can be accepted
Local authority council tax statement or bill, UK or Channel Islands.

Local authority council tax letter, including amendments or arrears notices, UK or Channel Islands.

Paper scanned copies are acceptable.

Must show
Current address and be dated within the last 12 months.

The document must be dated and addressed to you. Jointly addressed documents are acceptable.

We cannot accept

    • A council tax statement or bill dated older than 12 months.
    • A council tax letter or arrears notice dated older than 12 months.
    • A council tax letter addressed to another member of your household.
    • Online digital copies.

It should look something like this:


 

Document from a central government agency

Can be accepted
Documents from central government or agency, including DWP, Employment Service, HMRC, Jobcentre, Social Security, NHS, NHS appointment letter, HMRC self-assessment letter or tax code notice, Universal Credit statement or letter, Jobseekers statement or allowance, State Pension letter and Child Allowance statement.

Paper scanned copies are acceptable.

Must show
Current address and be dated within the last 12 months.

The document must be dated. Jointly addressed documents are acceptable.

We cannot accept

    • A document dated older than 12 months.
    • HMRC annual tax summary.
    • DVLA tax reminder notice.
    • Polling card.
    • Online digital copies.
    • Documents with no date of issue.

It should look similar to this:

Utility bill

Can be accepted
Utility bill, including water, electricity or gas.

Broadband bills must show line rental.

Paper scanned copies are acceptable.

Must show
Current address and be dated within the last three months.

The document must be dated. Jointly addressed documents are acceptable.

We cannot accept

    • Mobile phone bills.
    • A document dated older than three months.
    • Generic correspondence, such as a welcome letter or service notification.
    • Online digital copies.

It should look similar to this:

Credit card account transaction statement

Can be accepted
Credit card account transaction statement, UK.

Paper scanned copies are acceptable.

Must show
Current address and be dated within the last three months.

Recent transaction dates can be used to date the statement if a clear issue date is not shown.

The document must be dated. Jointly addressed documents are acceptable.

A print-off of a bank statement that is endorsed with a stamp and signed by the bank is acceptable if you cannot have hard copy bank statements posted to you.

We cannot accept

    • Generic correspondence, including interest rate information, terms and conditions changes or statements of fees.
    • A document dated older than three months.
    • Online digital copies.

It should look similar to this:

Mortgage, private pension, endowment or ISA statement

Can be accepted
Mortgage statement, private pension statement, endowment statement or ISA statement, UK.

Paper scanned copies are acceptable.

Must show
Current address and be dated within the last 12 months.

The document must be dated. Jointly addressed documents are acceptable.

We cannot accept

    • Generic correspondence, including interest rate information, terms and conditions changes or statements of fees.
    • A document dated older than 12 months.
    • Online digital copies.

It should look similar to this:

Bank or building society account opening confirmation letter

Can be accepted
Bank or building society account opening confirmation letter, UK or Channel Islands.

Must show
Current address and be dated within the last three months.

Recent transaction dates can be used to date the statement if a clear issue date is not shown.

The document must be dated and addressed to you.

We cannot accept

    • Generic correspondence, including interest rate information, terms and conditions changes or statements of fees.
    • A document dated older than three months.
    • Online digital copies.

It should look similar to this:

Bank or building society statement

Can be accepted
Bank or building society statement, UK or Channel Islands.

Paper scanned copies are acceptable.

Must show
Current address and be dated within the last three months.

Recent transaction dates can be used to date the statement if a clear issue date is not shown.

The document must be dated and addressed to you. Jointly addressed documents are acceptable.

We need to see your name, address and date of issue. Financial information can be censored.

We cannot accept

    • Generic correspondence, including interest rate information, terms and conditions changes or statements of fees.
    • A document dated older than three months.
    • Online digital copies.

It should look similar to this:

What if I cannot provide one of these proof of address documents?

16 to 19 years old
If you are aged 16 to 19 and do not have one of the documents listed above, the document we can accept may depend on the level of screening requested. If you are a full-time student in the UK, a letter from your headteacher or college principal confirming your address may be acceptable.

Applying from outside the UK
A letter of sponsorship from your future employer confirming your address is only acceptable for non-UK nationals living outside the UK. If you are living and working outside the UK, a bank or building society transaction statement dated within the last three months may be acceptable. The bank or building society branch must be located in the country where you are living or working.

Proof of identity document options

Proof of identity documents help confirm who you are. If you are not a UK national, we may also need proof of your right to work for your screening.

UK or Irish passport

Can be accepted
Passport, UK or Ireland.

Must show
Current passport showing your signature.

Copy the full two pages of the personal details or photo page.

We cannot accept

    • Expired passport, unless within six months of expiry date due to the coronavirus exception for ID checking purposes.
    • Unsigned passports.

It should look like this:

UK photocard driving licence

Can be accepted
Photocard driving licence, UK.

Must show
Current full or provisional licence with your current address.

We cannot accept

    • Expired driving licence.
    • A driving licence used as proof of identity if it has already been used as proof of address.
    • Driving licences used to confirm right to work.

Candidate note
Only use this document if you have not already submitted it as proof of address.

It should look like this:

Birth or adoption certificate

Can be accepted
Birth certificate, UK, Isle of Man or Channel Islands.

Adoption certificate, UK, Isle of Man or Channel Islands.

Full, long and short birth certificates are accepted, including those issued at HM Armed Forces bases abroad.

Must show
Certificate originally issued at birth, within 12 months of birth, is preferable.

Recent extracts issued later than 12 months after birth can be accepted, but additional identity or proof of address documents may be requested.

We cannot accept

    • Birth or adoption certificate without a complete image. Due to the size of the document, you may need to take several images to ensure the full document is provided.

It should look something like this:

Non-UK or non-Irish passport

Can be accepted
Passport, non-UK or non-Irish.

Must show
Current passport showing your signature and photo page.

If you provide only a passport as proof of identity, we will also need proof of right to work.

We cannot accept

    • Expired passport.
    • Unsigned passport.

It should look similar to this:

Utility bill

Can be accepted
Utility bill, including water, electricity or gas.

Broadband bills must show line rental.

Paper scanned copies are acceptable.

Must show
Current address and be dated within the last three months.

The document must be dated. Jointly addressed documents are acceptable.

We cannot accept

    • Mobile phone bills.
    • A document dated older than three months.
    • Generic correspondence, such as a welcome letter or service notification.
    • Online digital copies.

It should look similar to this:

Proof of right to work document options

Proof of right to work documents confirm your eligibility to work. The documents required will depend on your nationality and circumstances.

UK passport

Can be accepted
Passport, UK, current or expired.

Most recently issued expired passports can be accepted.

Must show
Copy the full two pages of the personal details or photo page.

If you are not a British citizen but hold another form of British nationality, the passport must be endorsed with right of abode in the UK.

We cannot accept

    • Unsigned passport.

It should look like this:

UK birth or adoption certificate

Can be accepted
Birth certificate, UK, Isle of Man or Channel Islands.

Short birth certificates are accepted, including those issued at HM Armed Forces bases abroad.

Adoption certificate, UK, Isle of Man or Channel Islands.

Certificate of registration or naturalisation as a British citizen.

Additional document required
You must also provide an official document showing your full name and National Insurance number.

Accepted examples include a National Insurance card or letter from HMRC, DWP or Jobcentre, P45, P60 or most payslips showing your full name and National Insurance number on the same page with employer name, logo or letterhead.

Must show
Certificate originally issued at birth, within 12 months of birth, is preferable.

Recent extracts issued later than 12 months after birth can be accepted, but additional identity or proof of address documents may be requested.

We cannot accept

    • Birth or adoption certificate without the additional official document showing your name and National Insurance number.
    • Birth or adoption certificate without a complete image.
    • A split envelope style payslip as an official document showing your name and National Insurance number.

Candidate note
The issue date of a certificate can usually be found on the bottom of the document.

It should look like this:


Irish passport or passport card

Can be accepted
Irish passport or Irish passport card.

Must show
Expired passports can be accepted for right to work, although in-date passports are preferred.

Current passport must show your signature and photo page.

We cannot accept

    • Unsigned passport.

It should look something like this:

Irish birth or adoption certificate

Can be accepted
Irish birth or adoption certificate.

You must also provide an official document showing your full name and either:

    • a National Insurance document, if you are working in the UK; or
    • a PPS document, if you are working in Ireland.

Must show
Certificate originally issued at birth, within 12 months of birth, is preferable.

Recent extracts issued later than 12 months after birth can be accepted, but additional identity or proof of address documents may be requested.

We cannot accept

    • Birth or adoption certificate without the additional official document showing your name and National Insurance number.
    • Birth or adoption certificate without a complete image.

It should look similar to this:

Acceptable Documents FAQs

Can I use the same document for proof of identity and proof of address?

In some cases, the same document type may appear in more than one category, but you may not be able to use the same document for both. For example, if you use your driving licence as proof of address, it cannot also be used as proof of identity. 

Are mobile phone bills accepted as proof of address?

No. Mobile phone bills are not accepted as proof of address. 

Can I upload an online document?

Some online documents are not accepted by the Home Office or DBS. The guidance above states where online digital copies are not acceptable. 

What if my document shows my old name?

If your chosen document shows a previous name, you may need to provide supporting evidence, such as a marriage certificate or deed poll. 

Can I cover financial information on a bank statement?

Yes. Financial information can be censored, but your name, address and date of issue must remain visible. 

What if I am aged 16 to 19 and do not have proof of address?

If you are a full-time student in the UK, a letter from your headteacher or college principal confirming your address may be acceptable, depending on the level of screening requested.

What if I am applying from outside the UK?

If you are a non-UK national living outside the UK, a letter of sponsorship from your future employer confirming your address may be acceptable. If you are living and working outside the UK, a bank or building society transaction statement dated within the last three months may be accepted, provided the branch is located in the country where you are living or working.