If the tool isn’t displayed above, please click here.
Unlock Category: 3. Disclosing to employers
Explaining gaps in your CV as a result of a criminal record
Aim of this page
The aim of this page is to look at ways of dealing with gaps in your employment history that have come about as a result of your criminal record. This may be by understanding what to put in your CV or how you explain at interview.
This page forms part of our information on disclosing to employers.
Why is this important?
Many people with a criminal record have gaps in their CV that came about because of their criminal record. It’s important to know the best ways of addressing the issue and landing yourself a job offer.
Introduction
Having a gap in your CV may seem like a real stumbling block when you’re seeking a new job. However, if approached in the right way, these gaps needn’t be a hindrance and may present you with the opportunity to look at your existing CV and give it a complete overhaul.
Dealing with career gaps in a written application
When preparing your CV or completing an application form, it may be tempting to ignore breaks in your career, in the hope that potential employers won’t notice them. However, recruiters view applications carefully and may disregard your application straight away if your CV is full of unexplained gaps.
If the gap is a result of being in prison or losing your job as a result of a conviction, then the good news is you don’t need to state this explicitly in your application. This is your chance to sell yourself – highlight the positives and leave out the negatives.
How should I set out my CV?
When considering your CV, try to avoid using the standard chronological listings of job dates and previous employers. This format will draw more attention to gaps in your work history or limited work experience. Instead, use a functional CV format which highlights your abilities and skills for the job you’re applying for. Remember not just to focus on what you’ve done in the past but what you’re looking to do in the future. An example of a functional CV is set out below.
Although a functional CV is less common, it’s generally used by applicants who are looking for a career change. Therefore, don’t view it as something that will stand out in a negative way. The National Careers Service website has examples of different CV styles.
How can I explain short gaps?
If the gap in your employment history is short and sandwiched between longer periods of employment, you can often deflect attention by giving the dates of employment in years rather than months. For example 2002-2006, rather than January 2002 – October 2006.
How can I explain bigger gaps?
If there is a bigger gap in your career, maybe as a result of a prison sentence, then don’t try to conceal the gap but instead use it to show how you spent your time constructively and developed new qualities to bring to the workplace. This may not mean saying that you’ve been in prison, but it does mean explaining what you did at the time. Things that you might have done which can boost your CV include training courses you completed, new skills you’ve learnt, volunteering you’ve done or projects of your own that you’ve carried out. These will all demonstrate how you have occupied your time effectively.
You could explain gaps by stating that you were ‘unavailable for work’. It’s important to bear in mind however that an employer will probably ask you to explain what you mean by this if you’re invited to an interview. If you’re going to explain it in this way, you should plan in advance how you would answer this type of question.
If the gap comes from being in prison, but you worked whilst you were there, then include this work on your CV but put down the corporate entity’s name you worked for instead of the prison. For example, put that you worked for DHL instead of at HMP Maidstone. If you acquired new qualifications in prison, then put these on your CV but again, list the awarding body or college rather than the prison.
If you really want to address the gaps in your written application, then do so in a covering letter rather than in your CV. Read our guidance on when and how to disclose for more details.
Explaining career gaps during an interview
If you know that you’re going to discuss the gaps in your CV during an interview, think carefully about the questions an interviewer might ask.
Remember, good interviewers will have been trained to look for gaps in CV’s. They will probably go through your CV or application form and will want to know about the gaps. Resist the temptation to lie as it’s fairly easy for organisations to verify whether the information you’ve given is true.
When you’re providing details of the gaps in your CV, avoid lengthy explanations that will cast you in a bad light. If you’ve had a long gap in your employment history then it’s going to be particularly important that you can explain really well why you’re the best candidate for the job. Fairly or unfairly, employers will worry about hiring anybody coming back to the workplace after a long time off. Technology and processes change quickly and your challenge will be to show that you have been keeping up to date with new developments, this might have been by reading trade journals, doing courses etc.
Also bear in mind that this might be the first time they find out about your criminal record. Prepare your answers so that you can talk about your criminal record in the most positive way possible. We have tips on disclosing your criminal record in person
Dealing with a career gap if your conviction is spent
If your conviction is now spent, then having to explain a gap in your employment history might result in you inadvertently disclosing your spent conviction.
The Rehabilitation of Offenders Act allows you to withhold information which relates to ‘circumstances ancillary to a spent conviction’. You could therefore decide to hold back any information which might lead to your having to disclose your spent conviction but you can’t lie to hide the gaps in your career. You’ll need to think carefully about what you say as many employers will seek to clarify what you tell them. Also, if you think that an employer may find out about the conviction in some other way, you may choose to tell them, even though legally you don’t need to. For further information see here.
Personal experiences
The personal stories below have been posted on theRecord, our online magazine.
‘Life’s about reinventing yourself not finding yourself’ – Read Jeff’s story about his search for a new job at the age of 51
Discuss with others
Read and share your experiences on our online forum
Key sections include:
Useful links
Below you will find links to useful websites relating to this page. More specific details (including addresses and telephone numbers) of some of the organisations listed below can be found here.
More information
- For practical information – More information on disclosing to employers
- To read personal stories – You can read stories about this posted on theRecord, our online magazine, under the tag looking for (and keeping) employment
- To discuss this issue with others – Read and share your experiences on our online forum
- Questions –If you have any questions about this, you can contact our helpline.
Get involved
Help us to add value to this information. You can:
- Comment on this page (below)
- Send your feedback directly to us
- Discuss your views and experiences with other on our online forum
- Share your personal story by contributing to our online magazine, theRecord
This page was last fully reviewed and updated in August 2016. If you’ve spotted something that needs updating, please let us know by emailing the details to advice@unlock.org.uk
Challenging an ineligible DBS check
Aim of this information
For anybody with a criminal record, a criminal record check can be the most terrifying part of the recruitment process. If you know that your conviction is spent and believe that the job you are applying for is eligible for a basic check, then you would be extremely concerned to subsequently learn that an employer would be doing a standard or enhanced check.
This information will assist you in challenging through the Disclosure and Barring Service (DBS), an employer who you believe is carrying out an incorrect criminal record check.
Why is this important?
If an employer were to carry out an ineligible check, this could result in them becoming aware of a conviction which, legally, they are not allowed to know about. You may find that once they are aware of it, they decide to withdraw the job offer.
Having a good understanding of the process of challenging an ineligible check will hopefully give you the confidence to do so.
Introduction
Through the DBS, employers are able to conduct standard and enhanced checks for certain roles, which will disclose both spent and unspent convictions. Sometimes employers request DBS checks for roles that only require a basic check. Therefore, the wrong check is being applied for. This could result in the disclosure of a spent conviction which should not be disclosed. The DBS has a system which allows you to query these ineligible checks, to ensure that the correct checks are done for the correct roles, so you only disclose what you legally have to.
Step 1 – Is the role eligible for a DBS check?
Many employers can legally conduct a standard or enhanced check on the roles they are advertising and they will make this clear during their recruitment process.
If you believe the role is eligible for a DBS check, then disclose all cautions/convictions that are not filterable.
If you have good reason to believe that an ineligible check is being requested, then you may not want to disclose your spent cautions/convictions until you have had a chance to query this through the DBS.
Step 2 – Consent to the check
Where you believe that a check is ineligible, at this stage it is best to consent to the check. If you do not consent, then this may raise warning signs with the employer that you do have convictions. You should tick “no”, to the question about cautions and convictions. You do not want to disclose any spent convictions, as the DBS may subsequently find that the check is ineligible.
Step 3 – Immediately raise this with the DBS
Once the employer has submitted the application, you can then challenge it through the DBS. You will have to provide sufficient information to the DBS so that they can locate the check.
Information to be provided
E-mail customerservices@dbs.gsi.gov.uk with the following information:
- In the subject line of the email, enter “APPLICATION ELIGIBILITY QUERY – URGENT”.
- In the email, you should include as much information as possible, including your full name, your current address, your date of birth, the position applied for, the organisation name, the Registered Body number and the DBS form reference (11 digits on the top right).
- You should also include details of why you think the application is not eligible.
- State clearly that you would like the DBS to put the check on hold pending an outcome to their assessment of eligibility.
Examples of email templates challenging an ineligible check
Person one – Sarah
Sarah has applied for a job as an administrator working for a company who has contracts with some NHS trusts, Employer A. As part of the recruitment process, Sarah’s employers have applied for a standard DBS check which would disclose her spent conviction for fraud for which she received a 12 month custodial sentence. Sarah believes that her role is only eligible for a basic DBS check.
Dear Sir/Madam
RE: APPLICATION ELIGIBILITY QUERY – URGENT
I wish to raise an eligibility query with the DBS in relation to a recently submitted application for a standard DBS check, the details of which are as follows:
[Full name, address, date of birth, position applied for, name of organisation or registered body and DBS reference number]
I have recently been offered the role of administrator for Employer A who work on IT contracts for a range of companies. Employer A has recently applied for a standard DBS check on the basis that they carry out some contracts for the NHS. From my job description (see attached) and knowledge of the role, I believe that this position would only be eligible for a basic DBS check. I set out below my reasons for querying eligibility:
- From the research I have carried out, my position is not included in the Rehabilitation of Offenders Act (ROA) 1974 (Exceptions) Order 1975 which would make it eligible for a standard DBS check.
- Although I work on NHS contracts, I am based in an office on a business park not in a hospital or healthcare setting. During the course of my work, I would have no contact with patients or their medical records.
- I have used the online DBS eligibility tool checker which states that my role would only be eligible for a basic DBS check.
Based on the above information I believe that my role of administrator with Employer A would only be eligible for a basic DBS check.
I would like the DBS to undertake an investigation as to the eligibility of this check and, until such time as an outcome has been determined, I would like the application for a standard DBS check to be put on hold.
Yours faithfully
Sarah Smith
The DBS investigated eligibility and agreed that Sarah’s job as administrator for Employer A would only be eligible for a basic DBS check.
Person two – Hassan
Hassan has applied for a job as a bus driver working for a large bus company, Employer B. As part of the recruitment process, his employers have applied for an enhanced DBS check on the basis that children may get on Hassan’s bus. Hassan is concerned that an enhanced check would disclose his spent conviction for GBH. As he would only be working on general town runs (with no specific school runs), Hassan believes that his role would only be eligible for a basic DBS check.
Dear Sir/Madam
RE: APPLICATION ELIGIBILITY QUERY – URGENT
I wish to raise an eligibility query with the DBS in relation to a recently submitted application for an enhanced DBS check, the details of which are as follows:
[Full name, address, date of birth, position applied for, name of organisation or registered body and DBS reference number]
I have recently been offered the position of bus driver for Employer B and a request for an enhanced DBS check has been submitted by ABC Registered Body. Based on the job description I have been given (see attached) I believe that my role would only be eligible for a basic DBS check for the following reasons:
- Employer B has stated that I will be working as a bus driver in the ‘Adult and Children Workforce’. However my position is not included in the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 nor the Police Act (Criminal Records), the legislation which makes it eligible for an enhanced check.
- Although Employer B have a contract with the local council to provide buses for various school runs, this will not form part of my role, as can be seen from the enclosed job description.
- I will not be carrying out any regulated activity with children or adults and I will not be managing or supervising anybody that does carry out regulated activity.
Based on the above information I believe that my role of bus driver with Employer B would only be eligible for a basic DBS check.
I would like the DBS to undertake an investigation as to the eligibility of this check and, until such time as an outcome has been determined, I would like the application for the enhanced DBS check to be put on hold.
If you require any further information please feel free to get in touch with me.
Yours faithfully
Hassan Yacoub
The DBS investigated eligibility and agreed with Hassan that as he was not contracted to work on a designated school route, then his job would only be eligible for a basic DBS check.
Person three – Peter
Peter has applied for a job as an accountant working for a large housing association, Employer C. As part of the recruitment process, his employers have applied for an enhanced DBS check. Although Peter doesn’t have any cautions or convictions, an allegation of sexual assault was made against him whilst he was at university and even though the police decided to take no further action, this allegation could potentially be disclosed in the police intelligence part (sometimes referred to as approved information) of an enhanced check. Peter believes that his role is only eligible for a standard DBS check.
Dear Sir/Madam
RE: APPLICATION ELIGIBILITY QUERY – URGENT
I wish to raise an eligibility query with the DBS in relation to a recently submitted application for an enhanced DBS check, the details of which are as follows:
[Full name, address, date of birth, position applied for, name of organisation or registered body and DBS reference number]
I have recently been offered the position of accountant for a large housing association, Employer C, and a request for an enhanced DBS check has been submitted. Based on the job description I have been given (please see attached) I believe that my role would only be eligible for a standard check for the following reasons:
- Employer C have stated that I will be working as an accountant in the ‘Adult Workforce’. Although my position is included in the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 which would make it eligible for a standard check, it is not included in the Police Act 1997 which makes it eligible for an enhanced check.
- Employer C provide housing and maintenance services to residents living in the Leeds area. They also offer support services to their residents, some of whom may be considered vulnerable. However, my role is an office based one, dealing with the corporate affairs of the organisation and, during the course of my work I will have no contact with any of Employer C’s clients.
- Since qualifying as an accountant 10 years ago, I have been employed by three companies. Two of these requested basic checks and one a standard. It’s not normal practice for an accountant to have an enhanced DBS check, for the reasons set out above.
Based on the above information I believe that my role of accountant for Employer C would only be eligible for a standard DBS check.
I would like the DBS to undertake an investigation as to the eligibility of this check and, until such time as an outcome has been determined, I would like the application for the enhanced DBS to be put on hold.
Yours faithfully
Peter Jones
Peter’s enhanced check has been put on hold by the DBS and he is awaiting the result of their investigation into eligibility.
What the DBS will do
Once the DBS has received your eligibility query, they will place the application on hold. They will contact the employer to gain more information, but they will not disclose that it is you that has queried the check. At some point the DBS will:
- Contact you to establish your details and get your consent to contact the employer.
- Contact the employer (normally by letter), to establish eligibility.
- If eligibility remains in doubt after first contact, correspond with the employer and liaise with DBS policy officials when assessing the organisation’s responses.
If the DBS decide the check is ineligible, the application will be stopped and the employer informed. The employer will still have the option of conducting a basic check on you if they feel it is appropriate.
If the DBS decide the check is eligible, the application will continue and the DBS will inform you of this. At this point you will have to decide if you wish to continue with your job application or withdraw it. If you continue then you should make sure you disclose any conviction to the employer that will be disclosed on the check. It is best to do this as soon as possible, face to face, so you can discuss any mitigating circumstances and answer any questions they may have in connection with the conviction.
Sometimes the DBS are unable to advise whether the role is eligible for the level of check being applied for. In this case, you will either need to raise your concerns with your employer or seek legal advice.
The results so far
In a Freedom of Information request, we asked the DBS how many times they had written to employers under their Ineligible Applications Process. Between March 2012 and February 2013, they had written to 3,311 employers. Of those, the results was that 1,385 applications were not completed, which works out at 42% of the ones that the DBS had looked into.
So the message we want to give is, if you think a job is carrying out an ineligible check, then challenge it.
Taking further action
If the DBS stops the application (or even if they don’t), you may decide to take further action. If an organisation submits an application for a position that they know is not eligible, they may have committed a criminal offence, as per the following: –
- Section 123 of the Police Act 1997 states: “a person commits an offence if he knowingly makes a false statement for the purpose of obtaining, or enabling another person to obtain, a certificate under this Part.”
- The DBS Code of Practice sets out employers’ obligations in respect of the use of information obtained through standard and enhanced check. A failure to comply with these provisions and performing ineligible checks beyond the scope of the Exceptions Order could lead to a breach of the Data Protection Act 1998.
- The DBS Code of Practice requires that Registered Bodies must: “use all reasonable endeavours to ensure that they only submit Disclosure applications in accordance with the Disclosure eligibility criteria for relevant positions or employment.”
- A signed statement has been made by a registered person.
Via the DBS
The DBS would first seek to stop the problem happening again by educating the organisation. If that was unsuccessful, the DBS would consider suspension. If the organisation persistently and knowingly submitted ineligible applications then they would be deregistered. However, this action is incredibly rare.
If you believe that the DBS has failed you in some way, you may want to take the matter further by making a complaint.
Via the ICO
The ICO expects the DBS to have preventative measures in place to prevent unauthorised checks. This is because they are defined as a ‘data controller’ under the Data Protection Act 1998.
If you believe that an ineligible check has been made by an organisation for your information you can call the Information Commissioners Helpline on 0303 123 1113 to discuss your complaint.
The ICO can only act once the organisation has obtained the information (as per Section 55 of the Data Protection Act). They normally require you (the complainant), to have some form of written evidence.
If you make a complaint, the ICO will decide whether the organisation has complied with the relevant legislation. The organisation will be informed of their decision, where they need to improve and how they need to rectify the situation with you. If an organisation does not show progress after a number of complaints on the same issue, the ICO’s enforcement team will take over and decide on further action.
Via the Ministry of Justice
Despite having policy responsibility for the ROA and its exceptions, the Ministry of Justice does not have a casework or investigative function. They cannot offer legal advice or investigate breaches of the ROA.
Via the Police
If you suspect that somebody has committed an offence under section 123(1) of the Police Act 1997 (see above), you can report it to the police. However, don’t be surprised if the police don’t make your case a priority. Despite the number of potential breaches, no Registered Body has yet been prosecuted under this section.
More information
- For practical self-help information – More information is avaliable in our understanding your criminal record section
- Our policy work – Read about the policy work we’re doing on the issue of ineligible checks
- Questions –If you have any questions about this, you can contact our helpline
Get involved
Help us to add value to this information. You can:
- Comment on this information (below)
- Send your feedback directly to us
- Discuss your views and experiences with others on our online forum
Types of criminal record checks
Download a short guide to this: Types of criminal record checks [PDF]
Aim of this information
This page sets out the types of criminal record checks that can be conducted by employers, the type of information that can be disclosed on each check and what convictions can be disclosed.
This information forms part of our disclosing to employers section.
Why is this important?
When you are applying for a job it’s important to know as much information as possible about the type of criminal record check that an employer may do. You can then make an informed decision as to whether you need to disclose your conviction or not.
By understanding the types of checks that are available to employers and what information is disclosed, you are less likely to either under or over disclose your criminal record.
The main types of criminal record checks for employers
There are four types of criminal record check for employment purposes, basic, standard, enhanced and enhanced with barred list.
What criminal record checks disclose
For each conviction/caution disclosed, the certificate will state the court/police area, date of conviction/caution, offence and sentence/disposal. It will only disclose factual information, it does not give a description or account of the circumstances surrounding the conviction.
Information for all checks are taken from the Police National Computer (PNC). The only exceptions to this applies to some information on enhanced checks. “Police Intelligence”, comes from local police records and “barring list” information, comes from the Disclosure and Barring Service (DBS).
How many checks are carried out each year?
Overall, approximately 5.8 million criminal record checks are carried out each year (see further explanation below). Of these, roughly:
What proportion of checks disclose criminal records?
The proportion of checks which disclose some type of information relating to cautions/convictions is roughly:
- 1.67% of basic checks disclose unspent convictions
- 5.62% of standard and enhanced checks disclose convictions/cautions
More information
- For practical self-help information – More information is available on our disclosing to employers and understanding your criminal record sections
- Questions – If you have any questions about this, you can contact our helpline
Get involved
Help us to add value to this information. You can:
- Comment on this information (below)
- Send your feedback directly to us
- Discuss your views and experiences with others on our online forum
- Share your personal story by contributing to our online magazine, theRecord
Download a short guide to this: Types of criminal record checks [PDF]
When and how to disclose to employers
Download a short guide to this: When and how to disclose to employers [PDF]
Aim of this information
The aim of this information is to assist you in applying for jobs when you have a criminal record. It should help you become more confident about when and how to disclose your convictions, ensuring that you only disclose what you need to.
This information forms part of our disclosing to employers section.
Why is this important?
It’s important that you’re aware of what you legally need to disclose to an employer. If you don’t disclose something that you should, this may result in a job offer being revoked or, worse still, being sacked once you’ve started the job. If you disclose too much however, your application may not be progressed through the recruitment process. Understanding when and how to disclose your criminal record should give you more confidence and hopefully increase your chances of gaining suitable employment.
Before you start disclosing
Before looking at when and how to disclose, there are a few other things to consider:
It’s important that you understand your criminal record. Although convictions and cautions stay on the Police National Computer until you reach 100 years old (they are not deleted before then), they don’t always have to be disclosed. Many people don’t know the details of their record and it’s important to get this right before disclosing to employers. Usually, this means applying for a copy of your police record (it costs £10 and is known as a Subject Access Request).
For most jobs you don’t need to disclose your criminal record once it’s ‘spent’. This is because of the Rehabilitation of Offenders Act 1974. Most convictions will become spent at some point. We have a tool that can help work this out, our disclosurecalculator or visit Rehabilitation of Offenders Act 1974. Some jobs involve standard or enhanced DBS checks. For these, you’ll normally need to disclose spent convictions and cautions as well, unless they are now filtered by the DBS. Visit filtering of spent cautions/convictions .
You only have to disclose your record to an employer if they ask you. Many employers ask at some point and if your convictions are unspent, you legally need to disclose them. If they ask you and you don’t disclose, they could later revoke the job offer or you could be dismissed. You could even face a further conviction. Visit disclosing to employers.
There are 3 main levels of criminal record check and which one is done by the employer depends on the job role. Make sure you know what level of check an employer is doing and only disclose what you legally need to. Spent convictions are not disclosed on basic checks. Filtered cautions/convictions are not disclosed on standard or enhanced checks. Visit criminal record checks for employment .
When to disclose?
Work with the employer’s process – “Disclose when asked”
Different employers recruit in different ways, so the point that you get asked about your criminal record may not be the same for every job that you apply for. Your first step should be to understand the employer’s process as best as you can, so you can make an informed decision. Check their application form or recruitment policy – does it say anything about if or when they ask about criminal records?
Generally, it’s best to disclose at the earliest stage required (i.e. when you get asked), because that’s when they’ve asked (so that’s when they’re expecting to be told), and you won’t feel like you’re ‘hiding’ something. However, there are some exceptions to this. For example;
If an employer indicates that they’ll be carrying out a formal criminal record check, they should ask you to disclose before they do the check, but not all do. In this situation, we’d always advise that you disclose before the formal disclosure is carried out.
Many employers have a ‘tick-box’ on their application form. We encourage employers to ‘ban the box’ but many still ask in this way. Some people prefer to ‘tick no’ and disclose at a later stage when they believe they’ll get a chance to explain. This has the downside of effectively ‘lying’ to the employer on the application form. It’s also unlikely to be a sensible step for people on licence, on probation or who are barred.
CV’s and covering letters
Many jobs ask for a CV and a covering letter. A CV is designed for you to sell yourself as the best person for the job – you shouldn’t normally include any information about your criminal record on your CV. If you have gaps due to time in prison, you could say that you were ‘unavailable for work’, or if you completed qualifications inside, list these instead. However, you must be prepared to honestly explain what you mean by ‘unavailable for work’ if you get asked.
Choosing whether to disclose in writing or in person
Often, how you disclose will come from how the employer asks. If possible, tell the employer in the way that you feel most comfortable with. This will depend on how you feel about talking and/or writing about your criminal record. It might also depend on the nature of your convictions and the type of job you’re applying for. Usually, the employer’s policy will lean you towards a certain way. Either way, we recommend that you provide the employer with the brief factual details of your criminal record in writing at some point during the recruitment process, so that you have evidence of what you’ve disclosed – keep a copy of this for your own records too.
Read this personal story which highlights the importance of putting something in writing to an employer – “Let me put that in writing” – Why you should always confirm your criminal record in writing what you’ve said verbally
Preparing to disclose
If an employer wants to know about criminal records, they will normally ask you to disclose in a certain way; this might be at interview or after they’ve made a conditional offer. Some employers ask on their application form. Where possible, we suggest that you disclose your record face-to-face; this tends to be most effective. Prepare a self-disclosure statement; this should help. Address any concerns you think they may have but stay positive and don’t concentrate solely on the negatives of a conviction.
Think like an employer – Prepare for questions
However you choose to disclose, you should be ready for extra questions that the employer might have. The questions below are ones that employers often ask, so think about how you’d answer them;
- Can you tell me about your criminal record?
- Why did you commit the offences?
- Was there anything happening in your life at the time?
- How can I be sure you’re not a risk?
- What steps have you taken to change your ways?
- How is your life different now?
Write a self-disclosure statement
Before applying for jobs, we advise that you write down the details of your criminal record. We refer to this as a ‘self-disclosure statement’. This might be sent with your application if they ask a question about convictions, or you might use it when disclosing in person. However, it can be hard to communicate feelings and emotions in writing. Generally, you should:
It should be no more than one side of A4.
It needs to be tailored to the specific vacancy. Your criminal record may be more relevant to some jobs than it is to others. Don’t copy ‘templates’. The best and most effective disclosures are those that are written by you personally and are genuine. Visit self-disclosure statement/letters for some examples of self-disclosure statements.
Write it so that people with no experience of criminal records can understand it.
This will depend on what you think works best for you, but generally:
a) Start with something positive, like why you’re applying for the job and what skills and experience you bring to the role
b) Next, explain your convictions (see below)
c) Finally, finish with a strong and positive closing statement. You should offer the names and contact details of people who can vouch for you and your suitability.
If you struggle, get help. Probation staff, employment advisor’s and family members can help. Get somebody you trust to check it over, but make sure you write it in your own words.
Explaining your convictions
The most important part of a self-disclosure statement is explaining your convictions. Make sure that you relate it to the job that you’re applying for. You need to try and put yourself in the employer’s shoes – they’ll be making a judgement based on the information you provide. So, make sure you explain:
If the offence happened a long time ago (even if the convictions were quite recent) then highlight this.
If the offence was a one-off and out of character, this is important to point out. If you committed a number of offences over a period of time, try to group them. For example; “between 2004 and 2007, I was convicted four times for theft-related offences”.
If the offences are not particularly relevant to the role in question, explain this. Offence categories can include a wide range of behaviour which can make it difficult for employers to judge whether the offence is relevant to the job. For example, “theft” could be stealing a 50p chocolate bar, or £20,000 from a bank. Tackle any issues with your record which you think might be relevant to the role. For example, if your offence was violence-related and you’re applying to work with children, refer to any recent experience you have.
Some offences sound more serious than the circumstances were. This is usually shown in the sentence that was received, so if this is the case, highlight that.
If there were specific circumstances which led to your offending, explain these. For example, you may have been homeless at the time that you stole from a supermarket. This kind of information can help the employer to better understand.
When explaining the circumstances, be careful not to let these reasons come across as excuses. Employers generally look for people who are taking responsibility. If you took responsibility for the offence – for example, by admitting it to the police when they arrested you – then you should make this clear to the employer.
Whatever the reasons that led to your offences, you should explain how you’ve addressed these, to reassure the employer that you won’t be repeating them again in the future.
The employer may have concerns, or think they are taking a risk. You need to explain yourself and reassure the employer.
How to disclose
Disclosing on an application form
The ‘ban the box’ campaign encourages employers not to ask about criminal records on application forms but instead leave it until later in the process. See who’s signed up by visiting the Ban the Box website. However, many employers still have a section about criminal records.
Even if you’re asked at this stage, you might choose to be careful what you disclose. Some will just have a ‘tick-box’, whereas others might have space to explain. The question will also often vary. Generally, we advise against disclosing specific details on application forms. Instead, you could:
- State on the application form that you’re sending a self-disclosure statement.
- Write on the application form “Yes – happy to discuss if selected for interview”. Withholding details until interview might give you the chance to explain face to face, although if it’s clearly minor or irrelevant, you could state this; e.g. “Motoring fine 30 years ago”.
- Not disclose and wait until interview – see ‘when to disclose’ above for more details.
Disclosing in writing
If you’re asked to provide details at application, you might choose to send a copy of your self-disclosure statement alongside your application. We wouldn’t normally advise this, but if you do, make sure that you:
- Send it to the right person – If you’re not sure who this is, then ask. Send it in a sealed envelope marked ‘confidential’.
- Keep a copy – This is useful as evidence of what you’ve disclosed.
- Offer to meet with them – You should offer to have a face-to-face discussion to discuss any concerns that the employer might have.
Disclosing in person (at interview or after job offer)
You need to be prepared to talk about your criminal record at interview;
- If you’ve not been asked as part of the initial application process, you might be asked at interview.
- If you mentioned your criminal record in your application, you might be asked for more details at interview.
- If the application form did ask but you chose not to disclose it through fear of being automatically rejected, you’ll need to make sure that you proactively raise this at interview (and you’ll need to explain why you didn’t disclose it on the application form).
Some employers don’t ask about criminal records at interview. Some employers wait until after the job offer to ask. This is something that we recommend as good practice. If this applies, they will hopefully make this clear in their recruitment policy.
Disclosing in person – Top 10 tips
Many people feel most comfortable disclosing face-to-face. In our experience, this is what works best for individuals to explain and employers to understand. Whether at interview or a later stage:
This will help you to reduce the chances of being caught off-guard by a question about your criminal record, or gaps in your employment history for when you were in prison. Make sure you know the details of your criminal record inside out. Hesitation or vagueness may make you look dishonest. Take your self-disclosure statement with you so that you have the facts written down. You might want to have a simple summary of factual information that you can offer to leave with the employer. Think like an employer – prepare for questions that they might ask.
Do some role-plays or a trial-run beforehand with someone you trust.
If you were asked at application, we suggest you proactively mention at interview what you put in your application. This shows initiative and helps to avoid problems later down the line. For example, you might say: “As you saw on my application form, I have a criminal record. If you have any questions for me, I would be happy to discuss them, as I’m keen to address any questions or concerns that you may have”. Even if it doesn’t come up at interview and you weren’t asked at application, you might choose to bring it up if you think it’s your best chance to explain.
Make sure you keep your explanation simple and focused – don’t babble. Watch the interviewers’ body language to judge the right level of detail. There’s always a risk that you let your criminal record dominate the interview.
It’s difficult to be relaxed in any interview. Try not to come across as being defensive.
Almost one in four people of working age have a criminal record. Employers are likely to have experienced criminal record disclosures before.
Answer questions directly and honestly. Make sure you disclose all that you need to.
Try not to focus entirely on the negative results of your record. Talk about what you’ve learnt and how you have become a better person as a result. Show that you have the right skills and experience for the role.
If you’re able to, back up things that you say with details from others. For example, you can often get confirmation that you’ve completed your community service, a letter from your probation officer and sometimes get copies of pre-sentence reports and sentencing remarks. We normally advise against providing a copy of your formal criminal record – if the employer needs one, they will usually apply for it (with your consent) after they’ve offered you the job.
Provide the employer with a written record of what you’ve disclosed. This can be your self-disclosure statement or it might just be brief factual records. It might not necessarily be the people interviewing you that will make the ultimate decision, so having something in writing to hand over might come in useful.
More information
- For practical self-help information – More information is available on the following:
- Finding out about getting a copy of your criminal record
- Examples of disclosure statements/letters
- disclosing to employers section
- Rehabilitation of Offenders Act 1974 section
- To discuss this issue with others – Share your experiences on our online forum
- Questions – If you have any questions about this, you can contact our helpline
Download a short guide to this: When and how to disclose to employers [PDF]
This information page was last updated in December 2024.
Finding out about your criminal record
Download a short guide to this: Finding out about your criminal record [PDF]
Aim of this information
Finding out what’s on your criminal record will assist you when it comes to dealing with employers and other organisations (for example insurance companies). Once you have this information you will be able to work out if your convictions are spent or filtered, thereby giving you a better understanding of whether or not you need to disclose your convictions.
This information sets out the different ways in which you can find out the details of your criminal record and how to apply for them.
This information forms part of our disclosing to employers section.
Why is this important?
There are millions of people in the UK with a criminal record. You will probably have a criminal record if you have ever accepted an official police caution, pleaded guilty or been found guilty in a criminal court.
Employers, insurers, and others might ask you for details of your criminal record, and if the information you disclose is not accurate, this could cause you problems at a later stage.
It’s important therefore that you find out what’s contained on your criminal record, to enable you to disclose the correct information when asked. This will prevent you from disclosing inaccurate information, disclosing too much information or not disclosing what you are legally obliged to disclose.
Introduction
Before you start thinking about how and when to disclose, you need to know what to disclose. It’s a good idea to know this as soon as possible and before applying for a particular role.
There are various types of criminal record checks. The most common are those which relate to employment and are referred to as basic, standard or enhanced DBS checks. You can apply for your own basic DBS check. However, you cannot apply for your own standard or enhanced DBS check.
Ways of finding out your criminal record
Depending on what type of job you’re applying for, there are two different ways to find out about your criminal record for disclosure purposes:
1. Basic DBS check
- If you’re applying for a job that is covered by the Rehabilitation of Offenders Act 1974, the employer may carry out a basic DBS check. You can apply for this yourself through the Disclosure and Barring Service.
- It costs £21.50, and will show any unspent criminal convictions.
- For more details, see our information on basic DBS disclosures.
Click above image for an example of a basic DBS certificate showing unspent convictions
2. ‘Subject access request’ from the police
- If you’re applying for a job that is not covered by the Rehabilitation of Offenders Act 1974, the employer may carry out a standard or enhanced criminal record check.
- You’re unable to apply for your own standard or enhanced criminal record check in advance.
- However, under the Data Protection Act, you’re able to ask the police for a copy of your criminal record. This is known as a ‘subject access request’ (SAR).
- The SAR is free, and the police have up to one calendar month to supply it. For more details on how to apply, see our information on police records.
Click above image for an example of a NPCC no trace letter and a four page Police Record SAR
When you apply for your SAR, depending on what you want, you can request to see:
- A copy of your national PNC (Police National Computer) record – this will show all convictions and cautions that are held on the PNC. This is useful if the criminal record check you’re planning to do in the future is a standard one.
- A copy of your national PNC and local police records if the criminal record check being carried out is an enhanced one. This will show all convictions and cautions that are held on the PNC, as well as any information held locally by the police.
- This document should only be used to help you understand your criminal record. If you want to know what will be disclosed on a standard or enhanced check, you’ll need to use the information disclosed to work out if anything will be filtered.
- On enhanced checks local police records may also be disclosed, if the police force consider they are relevant to the role being applied for.
- You should not be required to provide the SAR report to an employer, insurer or other organisation. This is known as enforced subject access and is a criminal offence.
There are also other ways of finding out about your criminal record, such as a police certificate (used for travel purposes). For more information, go to our information on understanding your criminal record.
Basic DBS check or SAR?
With SAR’s being free of charge, you might assume that this is the best option available. However, it’s important to remember that what you see on your SAR will be different to what you’ll need to disclose to an employer. An SAR provides details of everything that’s held about you on the Police National Computer (PNC), it doesn’t differentiate between spent and unspent convictions. If you’re not really careful you could easily find yourself disclosing too much to a potential employer.
If you’re applying for jobs in the future that involve basic checks. In particular, if you think your conviction is spent and you’re planning not to disclose it to an employer.
- If you’re applying for jobs involving standard/enhanced DBS checks.
- If you want to know if something will be filtered and need to work it out.
- If you want to find out what information the police hold about you.
More information
- For practical self-help information – More information is available in our disclosing to employers and understanding your criminal record sections
- Questions – If you have any questions about this, you can contact our helpline.
Get involved
Help us to add value to this information. You can:
- Comment on this information (below)
- Send your feedback directly to us
- Discuss your views and experiences with others on our online forum
- Share your personal story by contributing to our online magazine, theRecord
Download a short guide to this: Finding out about your criminal record [PDF]
What will be disclosed on a basic DBS check?
Aim of this information
Basic DBS checks can legally be carried out by any employer or voluntary organisation as part of their recruitment process. They may also be required if you need to make an insurance claim.
This information sets out what will be disclosed on a basic DBS check and how you can apply for one. This information forms part of our disclosing to employers section.
Why is this important?
If you’re applying for jobs which may require a basic DBS check, it’s important that you know what will be included on the certificate. This will ensure that you disclose accurately what you’re legally obliged to disclose, while helping to make sure you don’t over disclose.
Types of roles that commonly require a basic DBS check
Any role that is covered by the Rehabilitation of Offenders Act can request a basic DBS check, for example supermarkets, delivery companies and warehouse roles.
What will be disclosed on a basic DBS check
A basic DBS check will disclose any convictions which are unspent. To find out whether your conviction is currently unspent, you can use our disclosure calculator.
If you do have unspent convictions, the basic DBS check will give details of the date of conviction, the name of the court you appeared in, the offence committed, the date of the offence and the sentence received.
What will not be disclosed on a basic DBS check
Basic DBS checks do not disclose any convictions which are spent, cautions, fixed penalty notices or allegations.

How to know whether your convictions are spent
This is worked out by the Rehabilitation of Offenders Act 1974 – see the table below.
For more information, see our information on the Rehabilitation of Offenders Act or visit our disclosure calculator.
How you can apply for a basic DBS check
You or an employer on your behalf (and with your consent), can apply for a basic DBS check. It costs £21.50 and is issued by the Disclosure and Barring Service who will send it to you, unless you choose for it to be sent to the employer. It normally takes about 14 days to receive the certificate. If all of your convictions are spent, the certificate will come back ‘blank’.
Find out the contact details of Disclosure and Barring Service.
More information
- For practical self-help information – Further information can be found on our :
- disclosing to employers section
- understanding your criminal record section
- Rehabilitation of Offenders Act 1974 section
- or visit our disclosure calculator to work out whether your conviction is spent
- To discuss this issue with others – Read and share your experiences on our online forum.
- Questions – If you have any questions about this, you can contact our helpline.
Download a short guide to this: What will be disclosed on a basic DBS check? – Simple guide [PDF]
What will be disclosed on a standard or enhanced check?
Download a short guide to this: What will be disclosed on a standard or enhanced check? – Simple guide [PDF]
Aim of this information
Some jobs and courses are ‘exempt’ (i.e. not covered) by the Rehabilitation of Offenders Act, which means that instead of being able to do a basic criminal record check, organisations are able to carry out a standard or enhanced check, depending on the role.
This information sets out what roles require a standard or enhanced check, what’s included on the certificates and how you apply for them.
This information forms part of our disclosing to employers section.
Why is this important?
It’s important to know the types of roles which require a standard or enhanced check, as this should assist you in establishing which type of check a job you are applying for, is eligible for.
If you know what will be included on a standard or enhanced check, you can ensure that you only disclose what you are legally obliged to disclose and that you don’t over disclose.
Introduction
If a role is exempt from the Rehabilitation of Offenders Act, then an employer will be eligible to apply for a standard or enhanced check. These are provided by the Disclosure and Barring Service (DBS) using information from the Police National Computer (PNC). More information can be found on this in our Disclosure and Barring Service section.
Types of roles that commonly require standard and enhanced checks
The types of positions that may be eligible for standard or enhanced checks are contained in the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975. You can also visit our information on eligibility for standard and enhanced checks.
Some examples of the types of roles eligible for standard and enhanced checks are:-
Standard checks
- Security industry licence
- Solicitor or Barrister
- Accountant
- Veterinary surgeon
- FCA ‘approved person’ role
- Football stewards
- Traffic warden
- Member of the Master Locksmiths Association
Enhanced checks
- Working with children and vulnerable adults
- Teacher
- Social worker
- NHS professional
- Carer
- Taxi driving licences
What standard and enhanced checks disclose
Standard and enhanced checks will disclose all convictions and cautions held on the PNC and previously ‘stepped down’ cautions/convictions, unless they are now filtered. The certificates will not distinguish between convictions which are spent and those which are unspent.
Enhanced checks may also disclose police intelligence (if the police deem it relevant).
If an enhanced plus barring check is being carried out it will also include a check of the Children’s and/or Adults Barring List (if specified).
What standard and enhanced checks do not disclose
Cautions and convictions that are filtered by the DBS will not be disclosed on standard or enhanced checks.
How standard and enhanced checks are applied for
An employer can only apply for a standard or enhanced check where the role applied for is eligible. If you believe that a role you are applying for is not eligible for this level of check, you can challenge it through the Disclosure and Barring Service (DBS).
Employers need your consent before they can apply for a standard or enhanced check. The certificate will usually be sent to you, unless you have signed a waiver, requesting it be sent to your employer.
It is not possible to apply for a standard or enhanced check on yourself.
More information
- For practical self-help information – More information can be found in our disclosing to employers and understanding your criminal record sections
- To discuss this issue with others – Read and share your experiences on our online forum
- Questions – If you have any questions about this, you can contact our helpline
Get involved
Help us to add value to this information. You can:
- Comment on this information (below)
- Send your feedback directly to us
- Discuss your views and experiences with others on our online forum
- Share your personal story by contributing to our online magazine, theRecord
Download a short guide to this: What will be disclosed on a standard or enhanced check? – Simple Guide [PDF]
A simple guide to the Rehabilitation of Offenders Act 1974 (ROA)
- Aim of this information
- Why is this important?
- What is the Rehabilitation of Offenders Act?
- What are the benefits of it?
- What doesn’t it cover?
- Rehabilitation periods for specific sentences
- What about further convictions?
- How do I work out if my convictions are spent?
- Can I get a copy of my unspent convictions?
- When can spent convictions be taken into account?
- What does it mean if I have?
- More information
- Get involved
Aim of this information
On the 28 October 2023, changes were made to the Rehabilitation of Offenders Act 1974. This information reflects the situation after these changes.
Why is this important?
Once your conviction is spent, you don’t need to disclose t it when applying for jobs requiring a basic DBS check and insurance. This means you can generally answer “no” to the question about convictions. Being aware of how the law works will ensure you are able to work out if your convictions are spent or not.
What is the Rehabilitation of Offenders Act?
The Rehabilitation of Offenders Act 1974 gives people with spent convictions and cautions the right not to disclose them when applying for most jobs, and buying insurance.
What are the benefits of it?
The main benefits of the Act relate to applying for work and insurance. Generally, once spent, you can legally ‘lie’ about your past convictions by answering ‘no’ to a question about convictions.
Applying for work
Once your convictions are spent, the Act gives you the right not to disclose them when applying for jobs, unless the role is exempt from the Act. Most employers with jobs covered by the Act will only ask for ‘unspent’ convictions. If they ask about all convictions, you should check what level of disclosure they’re entitled to, and if it’s only a basic DBS disclosure, then this may be an ineligible check and you can legally withhold any spent convictions.
Applying for insurance
Once your convictions are spent, the Act gives you the right not to disclose them when applying for insurance. For example, spent motoring convictions do not need to be disclosed when applying for car insurance. This applies no matter what question an insurance company asks. Most will only ask for unspent convictions, although some might ask for ‘any convictions in the last 5 years’. If it’s spent, you do not need to disclose it under any circumstances when applying for insurance.
What doesn’t it cover?
- It only applies in England and Wales. If you’re applying for work in another country you’ll need to check the disclosure laws that apply in that country.
- You may have to disclose spent convictions when applying for jobs that are exempt from the Act. These will normally involve a standard or enhanced DBS criminal record check.
Rehabilitation periods for specific sentences
Prison sentences and community orders
A community order which has no specified end date will have a default rehabilitation period of 2 years. The rehabilitation period won’t be halved if you were convicted when you were under the age of 18.
Prison sentences of over 4 years
A prison sentence of over 4 years can be spent after 7 years providing the offence you were convicted of is not listed in Schedule 18 of the Sentencing Act 2020 or is a Public Protection Sentence.
The types of offence which would be excluded from rehabilitation are:
Other community sentences
What about further convictions?
If you already have an unspent conviction and you get a further conviction before the earlier one becomes spent, then neither conviction will become spent until the longest of them does. If the further conviction results in a prison sentence of more than 4 years, then potentially neither the second nor the first conviction will ever become spent.
How do I work out if my convictions are spent?
If you only have one conviction, it should be relatively straight-forward to establish whether your conviction is spent by using the tables in this guide. If you have got a number of convictions, it might be more difficult. You can use our online disclosure calculator which will help you to work it out.
Can I get a copy of my unspent convictions?
Yes. You can obtain a list of your unspent convictions by applying for a basic DBS disclosure from the Disclosure and Barring Service. The current cost is £18. An employer may also carry out a basic DBS disclosure as part of their recruitment process (but they’d need your permission to do this).
When can spent convictions be taken into account?
There are many jobs or roles where you might need to disclose your spent convictions particularly when applying for certain jobs or volunteer work. Examples include:
- Working with children and other vulnerable groups (jobs such as teachers, social workers, doctors, dentists, chemists and nurses).
- Working in professions associated with the justice system (such as solicitors, police, court clerks, probation officers, prison officers and traffic wardens).
These jobs will usually involve a standard or enhanced DBS criminal record check. It is important to realise that these types of checks will show both spent and unspent convictions and cautions. The only exception to this is where your caution or conviction is eligible to be filtered.
Only an employer can apply for a standard or enhanced DBS disclosure, you are not able to apply for your own. However, it’s really important that you find out exactly what your criminal record is so that you know what you do and don’t have to disclose. You can apply for a Subject Access Request (SAR), from your local police force. This is a copy of your criminal record and is free of charge. It provides information that is held on the Police National Computer (PNC), about you. This is for your information only and shouldn’t be given to an employer. If an employer forces you to give them a copy of your SAR, this is now a criminal offence and employers can be prosecuted for this. There are other times when spent convictions might be taken into account, including:
- When applying to stay in the UK (i.e. immigration and nationality decisions).
- When travelling abroad to another country.
What does it mean if I have…?
- If asked by an employer, you have to disclose them, and they can legally refuse you or discriminate against you.
- They will be disclosed on all types of criminal record disclosure (basic, standard and enhanced).
- If asked, you will have to disclose them when applying for financial products and services, such as insurance, a mortgage or renting a house.
- You could be prosecuted if you fail to disclose them when asked.
- For most jobs, you do not need to disclose them to an employer, even if they ask about convictions.
- They will not be disclosed on a basic DBS criminal record check.
- For some jobs (those exempt from the ROA), you may need to disclose them if asked – these jobs will usually involve a standard or enhanced DBS criminal record check. If your conviction is filtered, then you do not have to disclose, however, if it is not filtered an employer can legally refuse you or discriminate against you.
- You do not need to disclose them to insurers when purchasing insurance.
- You might need to disclose them when travelling or working outside of England and Wales.
- They will remain on your record for life – they will not be deleted
More information
- For practical self-help information – More information is avaliable on our:
- Our policy work – Read about the policy work we’re doing on this issue
- Questions – If you have any questions about this, you can contact our helpline
Get involved
Help us to add value to this information. You can:
- Comment on this information (below)
- Send your feedback directly to us
- Discuss your views and experiences with others on our online forum
- Share your personal story by contributing to our Community
This page was last fully reviewed and updated in October 2023. If you’ve spotted something that needs updating, please let us know by emailing the details to advice@unlock.org.uk.
Self-disclosure statements (often referred to as a “disclosure letter”)
We’re really keen to show how good self-disclosure statements can vary in their style and approach. We think a really good way to do this is to get some real-life ones that have been used successfully. So, if you’ve written your own statement which you went on to use and that resulted in you being offered a job, we’d love you to help us with this. Find out more here.
Aim of this information
The aim of this information is to explain how a disclosure statement can help with “when and how“ to disclose to an employer when applying for work. It also provides some examples of what should be included in a disclosure statement/letter. This information is part of our disclosing to employers section.
Why is this important?
However you choose to disclose your criminal record to an employer, be it face to face or in writing, it’s important that you are clear about what you need to disclose and how you are going to disclose it.
A disclosure statement can often help to get your thoughts into some kind of order which you can use as a prompt when disclosing face to face or to hand over to an employer as evidence of what you’ve disclosed. The statement should:
- Give details of your offence and the circumstances surrounding it.
- Highlight what makes you suitable for the role, i,e, your previous skills and experience.
- Demonstrate how you have moved on or changed since your offence.
Although they’re often referred to as a “disclosure letter”, we avoid that phrase as it suggests they should be submitted as a letter. As you’ll see, that’s not always the best way forward.
When should I use a self-disclosure statement?
Generally, our view is that if you’re disclosing your criminal record to an employer, discussing the details face-to-face is the most effective way of explaining the circumstances. However, there are a number of reasons why a self-disclosure statement can be useful to have completed in advance of applying for work.
- You might be asked for a written statement as part of the application process.
- You may be more comfortable writing rather than talking about your criminal record.
- You may be asked at interview, and having the facts to hand can come in useful in helping you to discuss the circumstances around your record.
We normally recommend that however you disclose your criminal record, it is useful to provide the employer with some brief factual details of your criminal record in writing (even if you are disclosing verbally), so that you have evidence of what you’ve disclosed. This can also help them in making a decision. Make sure that you keep a copy of this for your own records.
For more information on writing a self-disclosure statement, visit our ‘disclosing to employers’ section.
Examples of self-disclosure statements
- These examples have been written for guidance purposes only and should not be copied.
- Self-disclosure statements need to be tailored to the specific vacancy you are applying for.
- They should be personal to your own situation and give a genuine account of any mitigating factors that led to your conviction and highlight what you have achieved since.
- There is no ‘perfect template’ for a self-disclosure statement.
Person one – Peter
Peter has a recent unspent conviction for GBH and is applying for a job in a supermarket.
Example one – Asked at application and preparing for interview / Brief factual details
This example is designed to help Peter when he has been asked at application and offered to provide more details at interview. It is a helpful way for Peter to set out the facts and any important points that he would want to explain at interview, but without going into too much detail at an early stage in the recruitment process. Peter could also give it to the employer as a factual record after a face-to-face conversation.
Statement about my criminal record in relation to my application for the post of supermarket checkout operator
I wanted to take this opportunity to provide some further details about my unspent criminal conviction.
Just over two years ago, in XXXX, I received an eight-month prison sentence for grievous bodily harm. The conviction came about during an argument with my girlfriend’s ex-husband. It is my only conviction.
I take full responsibility for my actions and admitted the offence as soon as I was arrested. Whilst in prison, I attended a programme specifically for people convicted of violent offences and this enabled me to get a better understanding of the factors that triggered my anger and also taught me how to manage my emotions.
I deeply regret what I did but some good has come out of it. I’ve seen the impact that my conviction has had on my family and I know that I am now better able to deal with any situation I find myself in, in a much more constructive and calm way.
I would welcome the opportunity to explain this in more detail in a face-to-face discussion if you would like more information about the circumstances leading up to my conviction or what I’ve done since.
Peter Jones
[Date]
Example two – Asked after interview or job offer / Detailed disclosure in writing
This example is designed to help Peter when he has been asked after interview or job offer and he’s been asked to provide details. It is a helpful way for Peter to go into more detail given the later stage in the recruitment process. It can also be used if the employer is going to carry out some kind of risk assessment on Peter.
Dear Miss Wallington,
RE: Application for the post of supermarket checkout operator – Self-disclosure statement
Further to my recent interview, I would like to provide details of my unspent conviction. I can confirm that just over two years ago, in XXXX, I received an eight-month prison sentence for grievous bodily harm.
The conviction came about during an argument with my girlfriend’s ex-husband. There was a physical altercation which ended with me hitting him.
I take full responsibility for my actions and admitted the offence as soon as I was arrested. Whilst in prison I attended a programme specifically for people convicted of violent offences and this enabled me to get a better understanding of the factors that triggered my anger and also taught me how to manage my emotions.
I deeply regret what I did but some good has come out of it. I’ve seen the impact that my conviction has had on my family and know that I am now able to deal with any situation I find myself in, in a much more constructive and calm way.
I understand that you have a responsibility towards your staff and customers and that my criminal record may cause you some concern. However, I hope this letter gives you some insight into the positive changes I have made to my life since my conviction. If you feel it would be helpful to discuss this face-to-face, I would be happy to do so.
Yours sincerely,
Peter Jones
Person two – Amy
Amy has a spent conviction for over-payment of benefits and is applying for a job as a social worker.
Example one – Asked at application and preparing for interview / Brief factual details
This example is designed to help Amy when she has been asked at application and offered to provide more details at interview. It is a helpful way for Amy to set out the facts and any important points that she would want to explain at interview, but without going into too much detail at an early stage in the recruitment process. Amy could also give it to the employer as a factual record after a face-to-face disclosure.
Statement about my criminal record in relation to my application for the post of social worker
I wanted to take this opportunity to provide some further details about my unspent criminal conviction.
Approximately 8 years ago I received an eight-month community order for an over-payment of benefits.
Although this conviction is now ‘spent’ under the Rehabilitation of Offenders Act 1974, due to the role that I have applied for I wanted to take this opportunity to provide some further details as it appears on my enhanced DBS check. There are circumstances relating to the offence that I would be happy to go into in more detail.
As part of my community order, I was required to attend a money management and budgeting course which has helped me to manage my finances more effectively.
I take full responsibility for my actions and pleaded guilty immediately at the earliest opportunity. I deeply regret what I did but some good has come out of it. I have been able to pay back the over-payment and the courses I took through probation have enabled me to be more in control of all aspects of my life.
As my application hopefully shows, I have a good, recent work record and hope that I can be judged on this.
Amy Jones
[Date]
Example two – Asked after interview or job offer / Detailed disclosure in writing
This example is designed to help Amy when she has been asked after interview or job offer about her criminal record and she’s been asked to provide details. It is a helpful way for Amy to go into more detail given the later stage in the recruitment process. It can also be used if the employer is going to carry out some kind of risk assessment on Amy.
Dear Mr Clarke,
RE: Application for the post of social worker – Self-disclosure statement
Very many thanks for your letter with a conditional offer for the post of social worker.
Up until this stage of the process, I have not been asked to provide any criminal record details. However, prior to my enhanced DBS check being carried out, I wish to disclose that approximately 8 years ago I received a conviction for an over-payment of benefits. In total, I was overpaid by £4150 over a six month period which resulted in 12 separate offences as part of my conviction.
At the time of my offence I was a single parent struggling to find a job after completing my degree. I was claiming benefits but managed to secure a part-time job in a local restaurant. This part-time work did not affect my benefit entitlement in any way. However, when the job became full-time, I didn’t disclose my change of circumstances to the Department for Work and Pensions and continued to receive benefit payments.
I take full responsibility for my actions and pleaded guilty immediately at the earliest opportunity. As part of my community order, I was required to attend a money management and budgeting course which has helped me to manage my finances more effectively.
I deeply regret what I did but the probation courses made it possible for me to take control of my finances allowing me to pay back the £4150 much quicker than I had been asked to do. I am a lot more confident in dealing with money now and, having addressed the issues that led to my offending, I don’t believe that I pose any risk to your organisation. This conviction is my only one and, in the eight years since it happened, I haven’t been in any further trouble.
I hope this letter provides you with an insight into the circumstances surrounding my conviction and demonstrates the steps I have taken to ensure that I am at no risk of reoffending. If you feel it would be helpful to discuss this further face-to-face I would be happy to do so.
Yours sincerely,
Amy Jones
Person 3 – Tony
Tony has an unspent conviction for a non-contact sexual offence. He is applying for a job in retail.
As sexual offences cover a wide range of very different behaviour, it is important for Tony to give an employer a better understanding of the nature of his offence. The stigma and shame around sexual offences can make it difficult for some people to talk about and a written statement can be a starting point for further discussion.
Statement about my criminal record in relation to the role of customer service advisor
As stated on my application form, I have an unspent conviction for a non-contact sexual offence and I would like to take this opportunity to provide you with further information.
Given the serious and sexual nature of my offence, I’m sure you must have concerns about the risks of employing me – both for your company’s reputation and for the safety of your staff. I would like to assure you that my offending behaviour is in the past and I deeply regret what I did.
My issues stem from a sexual addiction problem; using pornography to cope with stress and feelings of inadequacy in my life. As will all addiction problems it became more extreme over time which led to my taking greater risks to get greater thrills. This ultimately led to me downloading and viewing indecent images of children.
I knew what I was doing was wrong and when I shut down my computer I felt incredible guilt. But, the next time I felt stressed and anxious, I remembered how looking at the images had made me forget my problems and feel better. This became my way of coping with any problem. I can categorically state that at no time did I ever want to make contact with a child or young person.
The more time I spent online, the worse my relationship with my partner became and the more stressed and isolated I felt. Unfortunately, I felt too ashamed and scared to reach out for help. When I was arrested, the only thing I felt was relief; an opportunity to find help and change.
During my time in prison and since my release, I have attended rehabilitation programmes and had excellent help and support from prison and probation services. I now have a greater understanding of the causes of my behaviour, and I have been able to address these issues using both one-to-one and group work. I am able to recognise situations and moods which, in the past might have led to offending behaviour and I have learnt strategies for dealing with these.
I have received a lot of help and support from my family and friends and I am deeply ashamed of the impact my offending has had on them. This has added to my determination to concentrate on a positive, offending-free life.
I am happy to answer any questions or provide you with additional information should it help you in reaching a decision.
Your faithfully
Tony Church
More information
- For practical information – More information can be found in our disclosing criminal records to employers section
- To read personal stories – You can read stories about this posted on theRecord, our online magazine, under the tag disclosing to employers
- To discuss this issue with others – Read and share your experiences on our online forum
- Questions – If you have any questions about this, you can contact our helpline.
Get involved
Help us to add value to this information. You can:
- Comment on this information (below)
- Send your feedback directly to us
- Discuss your views and experiences with others on our online forum
- Share your personal story by contributing to our online magazine, theRecord