Recruitment and Vetting Policy Template
Recruitment, Vetting & DBS Policy Template (UK)
Approx. 6 pages · 14 sectionsBranded PDF + editable WordLast reviewed:
What is a recruitment, vetting & dbs policy and who needs one?
A recruitment, vetting and DBS policy sets out how you recruit fairly and check that staff are suitable: right to work checks, references, identity verification and, where eligible, DBS criminal record checks. Buyers ask for it when your staff will enter homes or schools, or work with children or adults at risk.
Covers fair recruitment, references, right-to-work checks, DBS checks where eligible, ongoing vetting and record keeping.
Why buyers ask for this
Right-to-work checks are a legal requirement for all employers, and buyers commonly ask how you vet staff, particularly where they work in schools, homes or with vulnerable people and DBS checks apply.
Who needs it
Organisations whose staff visit homes or public buildings, or work with children or vulnerable adults.
Where it comes up in a PQQ, SQ or PSQ
Under the Procurement Act 2023, supplier selection uses the Procurement Specific Questionnaire (PSQ) plus each buyer's own conditions of participation and quality questions. Typical questions this policy supports:
- "Confirm that all staff working on the contract will have appropriate DBS checks"
- Questions on right to work checks and illegal working
- Safer recruitment questions in safeguarding sections
- – Commonly requested where staff work in homes, schools or with vulnerable people
- – Supports safeguarding and EDI responses
What's inside
The full recruitment, vetting & dbs policy runs to about 6 pages (including the branded cover and document control page) across 14 sections:
- Purpose
- Scope
- Principles
- Roles & Responsibilities
- Recruitment Process
- Pre-Employment Checks
- DBS Checks & Safeguarding
- Contractors, Agency Workers & Subcontractors
- Equality, Diversity & Fair Treatment
- Induction & Probation
- Record Keeping & Data Protection
- Ongoing Suitability & Re-Checks
- Non-Compliance
- Review
Key points covered
- Fair and inclusive recruitment
- Right-to-work checks
- References and employment history
- DBS checks where eligible
- Ongoing vetting and renewals
- Records and data protection
Every document carries your logo, company name, version number, approval signatory and next review date, in branded PDF plus editable Word.
UK legislation, standards and guidance it references
- Immigration, Asylum and Nationality Act 2006 (right to work)
- Rehabilitation of Offenders Act 1974
- Equality Act 2010
- UK GDPR
Excerpt preview
[Your Company Ltd] (“the Company”) is committed to safe, fair and transparent recruitment practices. The purpose of this Policy is to: This Policy applies to: This Policy should be read alongside:
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How to adapt it
- Read every section and remove anything that doesn’t reflect how your organisation actually works.
- Complete the bracketed [ADAPT] prompts with your own arrangements, people and data.
- Have the policy approved and signed by a director or equivalent, and communicate it to staff.
- Keep evidence that you follow it, and review it by the date shown.
Recruitment, Vetting & DBS Policy FAQs
Can any employer request a DBS check?
A basic check is available for any role. Standard and enhanced checks are only available for roles that are eligible under the rules, for example regulated activity with children or adults. The policy explains how eligibility is assessed.
What are right to work checks?
Checks that a person is allowed to work in the UK before employment starts. Carrying them out correctly gives a statutory excuse against a civil penalty under the Immigration, Asylum and Nationality Act 2006.
How should criminal record information be stored?
Securely, with access limited to those who need it, and only for as long as necessary, in line with the UK GDPR and the DBS code of practice. The policy covers handling and retention.
How much does the Recruitment, Vetting & DBS Policy template cost?
£19.99 per policy, or £199 for all 39 policies. It is a one-off payment with no subscription, and you download branded PDF and editable Word files straight away.
Free guides
General information, not legal advice. Requirements differ between buyers and change over time; always check the tender documents.