In This Guide
- What is an overseas criminal record check?
- Why a DBS check isn’t enough for international candidates
- When are overseas criminal record checks required?
- Which sectors need them most?
- How does the overseas check process work?
- How the process varies by country
- Exemptions and limitations
- How APCS can help
- Frequently asked questions
When a candidate passes their DBS check, it’s tempting to consider the vetting process complete. But if that candidate spent months or years living or working abroad before arriving in the UK, their overseas criminal history is entirely invisible on a DBS certificate.
For UK employers in regulated sectors — or any organisation where trust and safeguarding matter — that blind spot is a serious risk. This guide explains what overseas criminal record checks are, when they’re required, how the process works, and how APCS can help.
What Is an Overseas Criminal Record Check?
An overseas criminal record check — sometimes called an international criminal record check or overseas disclosure — is a background check carried out in another country to verify whether a candidate has a criminal history outside the UK.
Unlike a DBS check, which draws on UK Police National Computer records, overseas checks require applications to the relevant authorities in each country where the candidate has lived, worked, or studied. The process, documentation, and turnaround times vary significantly from country to country.
For UK employers, overseas criminal record checks are used to supplement DBS checks when a candidate has a period of international residence that a DBS certificate cannot cover. They are an essential part of thorough, due diligence-led recruitment — particularly for roles involving children, vulnerable adults, or positions of significant trust.
Why a DBS Check Isn’t Enough for International Candidates
A DBS check is one of the most trusted and widely used tools in UK safer recruitment. But it has a firm geographic boundary — it only shows criminal record information held on UK systems.
This means that if a candidate:
- Moved to the UK from abroad and has only recently established a UK record
- Spent several years working overseas before returning to or arriving in the UK
- Held employment in multiple countries prior to their current application
…then a DBS check will show nothing for those periods of overseas residence. A candidate could have a serious criminal conviction in another country and still receive a clear UK DBS certificate.
The risk in numbers: Over 12.5 million people in the UK have a criminal record — yet international convictions are rarely shared between countries automatically. Without an overseas check, employers have no visibility of a candidate’s history outside UK borders.
Criminal records are not routinely exchanged between nations. The UK does have some information-sharing arrangements with certain countries, but these are limited in scope. For the most part, overseas criminal history must be actively sought through a separate check in each relevant jurisdiction. The Home Office publishes guidance on criminal record checks for overseas applicants which sets out country-specific requirements.
When Are Overseas Criminal Record Checks Required?
Whether an overseas criminal record check is required — or simply best practice — depends on the role, the sector, and the candidate’s background.
As a Legal Requirement
Employers in certain regulated sectors are legally required to obtain overseas criminal record checks for candidates with international work or residence history. This applies particularly in:
- Education — schools and education settings must obtain overseas checks for staff who have lived or worked abroad, in line with Keeping Children Safe in Education (KCSIE) guidance
- Healthcare — NHS and regulated healthcare providers are expected to conduct overseas checks for internationally trained or recruited staff
As Best Practice
Outside of legally mandated sectors, overseas criminal record checks are considered best practice for:
- Any candidate who has lived, worked, or studied abroad for six months or more
- Senior leadership, finance, or governance roles where a higher level of due diligence is expected
- Positions of trust involving access to sensitive data, finances, or vulnerable individuals
- Roles in security, legal, or professional services where integrity is paramount
The six-month threshold is widely cited as the benchmark across industry guidance. Some organisations apply a lower threshold for particularly high-risk roles.
Which Sectors Need Overseas Checks Most?
| Sector | Why Overseas Checks Matter | Requirement Level |
|---|---|---|
| Education | Schools recruit internationally trained teachers; international experience is common in the sector | Legal requirement (KCSIE) |
| Healthcare | High volume of internationally trained clinicians and care workers entering the UK workforce | Legal requirement (regulated roles) |
| Financial Services | Senior hires, FCA-regulated roles, and positions with access to significant assets | Best practice / FCA expectations |
| Government / Security | BPSS-compliant roles with national security or sensitive access considerations | Legal requirement (BPSS) |
| Care Sector | Roles involving vulnerable adults where overseas-trained staff are increasingly common | Best practice / CQC expectations |
| Professional Services | Legal, accountancy, and consultancy firms hiring senior professionals with global backgrounds | Best practice |
How Does the Overseas Check Process Work?
The process for obtaining an overseas criminal record check varies by country, but the general steps are as follows:
- Identify which countries require a check — based on where the candidate has lived, worked, or studied, and for how long.
- Confirm what level of check is available — not all countries offer equivalent criminal record disclosure services. Some provide comprehensive certificates; others have limited or partial records.
- Gather required documentation — this typically includes passport copies, completed application forms, and in some cases additional supporting documents such as photographs, government ID numbers, and the applicant’s name in the local language.
- Submit the application to the relevant authority — this may be a national police force, a government ministry, a court, or an embassy, depending on the country.
- Receive and review the certificate — the certificate is usually issued to the candidate directly and then shared with the employer as part of the pre-employment vetting process.
Turnaround times vary enormously — from a few days for some countries to several weeks or longer for others, particularly where embassy involvement or fingerprinting is required.
How the Process Varies by Country
One of the most significant challenges with overseas criminal record checks is that there is no universal process. Each country has its own system, and some are far more complex than others.
| Complexity Level | Examples | Typical Requirements |
|---|---|---|
| Straightforward | Many EU member states | Online application, passport copy, processed within days |
| Moderate | India, South Africa, UAE | Specific forms, supporting documents, longer processing times |
Exemptions and Limitations
There are circumstances where an overseas criminal record check may not be obtainable, and the Home Office recognises this. Employers may be exempt from the requirement to provide an overseas certificate where:
- There is an ongoing humanitarian disaster or armed conflict in the candidate’s country of origin, making records inaccessible
- The country does not operate a criminal records system accessible to third parties
- The candidate can demonstrate that they have made reasonable attempts to obtain the certificate but been unable to do so
In these cases, employers should document their attempts and any evidence provided, and consider whether additional risk mitigation measures are appropriate — such as enhanced references, additional identity verification, or closer supervision during an initial period of employment.
It is also worth noting that a candidate already legally established in the UK — for example, someone switching from a Student Visa to a Work Visa — is not typically required to provide an overseas criminal record certificate for UK immigration purposes. However, the employer’s safeguarding obligations under sector-specific guidance may still apply.
How APCS Can Help with Overseas Criminal Record Checks
Navigating overseas criminal record checks across multiple countries and jurisdictions is time-consuming and complicated — especially for HR teams managing high volumes of international recruitment.
At APCS, we help UK organisations manage the entire overseas check process, from identifying which countries require a check to handling the documentation and liaising with the relevant authorities on your behalf. Our service covers a wide range of countries across Europe, the Middle East, Africa, Asia, and beyond.
Why organisations choose APCS for overseas checks:
- Experienced team familiar with country-specific requirements and processes
- Clear guidance on documentation needed for each jurisdiction
- Trusted by 19,000+ UK organisations for DBS and background screening
- Overseas checks managed alongside your standard DBS process for a joined-up approach
- Dedicated support team available to answer queries at every stage
Find out more about our overseas criminal record check service →
How to Apply for an Overseas Criminal Record Check with APCS
- Create an overseas check account on behalf of your organisation.
- Create a New Order, choosing the country and level of check. The level of overseas check is subject to what is available for each country.
- Choose whether you would like to use our faster overseas online form, or if you would like the applicant to fill in a paper form.
- Once you have filled in the applicant’s details, scan the form back to [email protected]. APCS accept payment via card or invoice.
- APCS will then carry out the overseas check on your behalf. When the check has been completed, you will receive the result certificate via email.
Frequently Asked Questions
Does a DBS check cover overseas criminal history?
No. A DBS check only shows criminal record information held on UK systems. Any time a candidate spent living or working abroad is not visible on a DBS certificate. For international candidates, an overseas criminal record check is needed to cover their history outside the UK.
How long does an overseas criminal record check take?
Processing times vary significantly depending on the country. Some overseas checks can be completed within a few days; others — particularly those requiring embassy involvement or fingerprinting — can take several weeks. APCS will advise on expected timescales for each country when you enquire.
Who pays for an overseas criminal record check?
Unlike Standard and Enhanced DBS checks for volunteers, there is no fee exemption for overseas checks. Costs vary by country and provider. In most cases, the employing organisation covers the cost as part of their pre-employment vetting process.
What if a candidate can’t get an overseas check from their country?
There are circumstances where obtaining an overseas certificate is not possible — for example, due to conflict, humanitarian disaster, or the absence of a formal criminal records system. In these cases, employers should document their attempts to obtain the check and consider alternative risk mitigation measures. The Home Office provides guidance on exemptions for visa applications.
Are overseas checks required for all international candidates?
Not necessarily. The general threshold for best practice is any candidate who has lived, worked, or studied abroad for six months or more. For some regulated sectors, overseas checks are a legal requirement regardless of the duration of overseas residence. For others, it is a matter of organisational policy and risk assessment.
Can APCS handle overseas checks for candidates from multiple countries?
Yes. If a candidate has lived or worked in several countries, APCS can manage the overseas check process across each relevant jurisdiction. We’ll identify what’s needed for each country and guide you through the documentation requirements.
How much are overseas criminal record checks?
Prices and turnaround times vary from country to country. To find out more, please contact us on 0343 611 2727 or email [email protected].
Don’t Let Overseas History Be a Blind Spot
APCS helps UK organisations get the full picture — not just the UK part of it. Trusted by 19,000+ organisations nationwide for DBS checks and background screening, we manage the complexity of overseas criminal record checks so your recruitment stays thorough, compliant, and confident.