You must record an applicant’s name history accurately on the DBS application so that:
The DBS receives the correct current name, and
All previous names (forenames and surnames) are declared with no date gaps.
You enter name details in two places:
The birth details / birth name section
The current names section, plus any other name changes
Use the rules below to enter names and dates correctly.
1. Entering the applicant’s current name (first page)
On the first page of the application:
Enter the applicant’s current legal name.
If the applicant has never changed their name:
The birth details name and the current name will be the same.
There will be no additional name change declarations.
If the system detects that the surname has changed since birth, extra name-change boxes will appear.
2. Understanding the surname / forename boxes
When a surname change is selected, you see:
A surname box – this surname will be sent to the DBS.
A forename box – this forename data is NOT sent to the DBS
Important:
If the applicant has changed their forename, you must redeclare the birth forename as the first “other name” change, because the Birth Forename is not sent to DBS.
If the applicant has been known by any other forenames (with either the birth surname or any subsequent surname), they must select “YES” to the question asking if they have been known by any other names.
This ensures the DBS sees the full forename history.
3. Rule: Forename changes must be declared first
If the forename has changed at any point:
The first name change declaration in the “other names” section must be the forename change.
When you enter this first forename change:
Use the birth forename as it originally appeared at birth.
Set the dates from birth up to the date of the next name change.
This creates a complete record from birth with no gaps.
4. Declaring dropped middle names
If the applicant has dropped a birth middle name (for example, stopped using it later):
Treat this as a forename change for declaration purposes.
Enter this change in the forename box in the “other names” section.
The surname does not change, so you do not declare a surname change for this step.
Set the dates:
From when the middle name was first dropped,
To the date when the name next changed (if it did), or up to the current name if no further changes.
5. Declaring a change to both forename and surname
If the applicant later changes both forename and surname at the same point in time:
You must create two separate name change declarations:
One for the forename change
One for the surname change
Process:
Enter the first change (for example, the forename change) as one declaration.
At the end of that entry, select “YES” when asked if there is another name change.
Enter the surname change as a second declaration with matching date ranges.
Repeat this pattern for any further combined changes of forename and surname.
6. Ending the name history (final surname change)
Once you have:
Declared all forename changes, and
Declared all surname changes,
and the last (final) surname change has been entered:
Select “NO” when asked if there are any other name changes.
From the end date of the final name change entry, the applicant’s current name is in place and should match the name on the front (current name) of the application.
7. Reviewing the full name-change declaration
After you enter all changes:
The system will show a summary list of all name change declarations, for example:
1st change: Forename from birth to first change
2nd change: Dropped middle name
3rd change: New forename
4th change: New surname
The applicant should:
Review the summary carefully.
Check that all name changes are present.
Confirm that dates flow continuously with no overlaps or gaps.
8. Critical rule: Do not leave gaps in dates
It is imperative that:
There are no gaps in the date ranges across all name change declarations, from birth through to the current name.
If gaps exist:
The system may automatically fill the missing period with the corresponding part of the current name.
This will likely create incorrect name variations for the DBS.
Incorrect name patterns can cause matching issues, delays, or inaccurate checks.
To avoid this:
Always ensure each date range starts exactly when the previous one ended.
Confirm that the timeline from birth to current name is continuous.
Summary: Key steps for name change declarations
Enter the current name on the first page.
If there are name changes:
Understand that green surname is sent to DBS; red forename is not.
Declare forename changes first, starting from birth.
Treat dropped middle names as forename changes, with correct dates.
For combined forename + surname changes, enter two separate declarations.
After the final surname change, select “NO” for further changes.
Review the summary to ensure all changes are listed, with no date gaps.
Following these rules ensures the DBS receives a complete and accurate name history for the applicant.