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What is a UKVI right to work check?

It’s a process employers use to confirm someone is allowed to work in the UK, using documents, an online check, or the Home Office Employer Checking Service depending on the person’s status.

Who needs a right to work check in the UK?

UK employers should complete a right to work check for every new employee before they start work, regardless of nationality.

When should a right to work check be done?

Before the employee starts work. Many employers do it after accepting the offer but before day one.

How do I do a right to work check using the UKVI online service?

The worker shares a share code and their date of birth, and the employer uses the government online service to view and record the result.

What is a right to work share code?

A share code is a time-limited code generated by the worker so an employer can view their right to work status online.

Which employees must use the online right to work check?

People with an eVisa or digital immigration status typically use the online service rather than presenting physical documents.

Can I accept a BRP or BRC as proof of right to work?

Many BRPs/BRCs are no longer intended to be used as standalone proof, and employers are generally directed to use the online check where applicable.

What documents are acceptable for a manual right to work check?

Acceptable documents depend on the person’s status, but commonly include a British or Irish passport, or certain combinations of documents listed in the official guidance.

Do Irish citizens need a right to work check?

Yes. Employers still complete a check, and an Irish passport or Irish passport card is commonly used as evidence.

Do British citizens need a right to work check?

Yes. Employers should check and keep evidence, often using a British passport or an accepted alternative document combination.

Can I use a passport scan or photo for a manual right to work check?

Manual checks require seeing the original document (or using an approved method). A scan alone isn’t usually enough for a manual check.

What is an Identity Service Provider (IDSP) right to work check?

An IDSP is a certified provider that can verify identity documents digitally for certain people, typically British and Irish passport holders, as part of a right to work check.

Is using an IDSP mandatory?

No. It’s an option for eligible workers; employers can still do checks using other permitted methods.

What is the Employer Checking Service (ECS)?

ECS is a Home Office service employers can use to confirm right to work in specific situations, such as when someone can’t use the online service or has an outstanding application.

When should I use the Employer Checking Service?

Typically when the worker can’t provide a share code or acceptable documents, or they have a pending Home Office application or appeal that affects their status.

What is a Positive Verification Notice (PVN)?

A PVN is a response from ECS confirming a person has the right to work at that time, which employers can keep as evidence.

How long is a Positive Verification Notice valid for?

It’s time-limited. Employers usually need to do a follow-up check before it expires, based on the notice details.

What does “statutory excuse” mean for right to work checks?

It refers to the protection employers may have if they complete the correct check in the correct way and keep records, if a worker is later found not to have the right to work.

What records should employers keep after a right to work check?

Keep a clear copy or screenshot of the check result, the date the check was completed, and any relevant reference information, stored securely.

How long should right to work check records be kept?

Employers typically keep records for the duration of employment and for a period after employment ends, as set out in official guidance.

Do I need to check right to work for contractors or freelancers?

Right to work checks are mainly an employer responsibility for employees. For contractors, responsibilities can vary depending on the working arrangement and who employs them.

Do I need to do repeat right to work checks?

Yes, if the person has time-limited permission to work. The follow-up timing is usually based on the expiry date shown in the online profile, documents, or PVN.

How do I know if someone has time-limited right to work?

The online check result or documents will show whether permission is limited and may include an expiry date or conditions.

What are right to work “conditions” or “restrictions”?

Some people can work only in certain roles or hours, or may have restrictions on the type of work. These are shown in the online result or relevant documents.

Can I start someone before the right to work check is completed?

Employers generally complete the check before employment starts to avoid risk and delays during onboarding.

What if the online right to work check shows the person cannot work?

Pause onboarding and ask the worker to confirm their details or provide an alternative route (such as ECS where appropriate). Avoid making assumptions based on nationality.

What if the employee’s name differs between documents?

Ask for supporting evidence of the name change (for example, a marriage certificate or deed poll) and keep copies with the check record.

Do I need to check right to work for remote employees?

Yes. The check method depends on the person’s status, and employers should follow the permitted process for remote or in-person verification.

Can I do a right to work check over video call?

For manual document checks, employers need to follow the current permitted process. Video-only checks are not generally treated the same as seeing original documents unless an approved method is used.

What is an eVisa and how does it affect right to work checks?

An eVisa is a digital record of immigration status. Employers typically use the UKVI online service to check right to work for people with an eVisa.

What details should I capture from the UKVI online check?

Employers usually keep a copy of the profile page showing the person’s photo, permission type, work conditions, and the date the check was carried out.

What if the worker can’t generate a share code?

Check they’re using the correct service and details. If they still can’t, ECS may be relevant in some situations.

Do students have limits on how many hours they can work?

Some students have work-hour limits and term-time restrictions. The right to work check result should show any conditions that apply.

Do I need a right to work check for unpaid interns or volunteers?

If someone is doing work for your organisation, employers often treat it similarly to other onboarding checks. The right approach depends on the arrangement and whether it counts as work.

What are common right to work check mistakes employers make?

Common issues include checking after the start date, keeping incomplete records, using the wrong check type, or not doing follow-up checks for time-limited permission.

How can HR teams standardise right to work checks across sites?

Use a consistent checklist, train hiring managers, centralise record storage, and set reminders for follow-up checks where permission is time-limited.

How does right to work checking fit into onboarding and payroll setup?

Many teams complete the right to work check alongside collecting starter details, setting up payroll records, and confirming the start date, so everything is ready before day one.

UKVI Right to Work Check Guide for Employers (UK) | Steps, Records & Common Mistakes

What a UK right to work check is (and why it matters for employers)

A UK right to work check is the process employers use to confirm that a person is allowed to do the work being offered in the UK. It’s a UKVI-backed compliance step that usually involves checking specific documents, using the Home Office online service, or using an Identity Service Provider (IDSP) for eligible British and Irish passport holders. The aim is simple: verify identity, confirm the type of permission held (if any), and record evidence that the check was completed correctly.

For employers, it matters because a properly completed check can provide a “statutory excuse” against a civil penalty if it later turns out the person did not have the right to work. In practical terms, that means the check helps protect your business from fines, disruption, and reputational damage—especially if you’re hiring at pace, using multiple sites, or relying on managers to onboard staff consistently.

Right to work checks also support fair and consistent hiring. Doing the same check for every candidate in the same role helps reduce the risk of discrimination and keeps your recruitment process defensible if questions are raised. It’s not just a one-off admin task, either: some employees have time-limited permission, which means you may need follow-up checks before their permission expires.

Most importantly, the check must be done before employment starts and you must keep clear records (for example, copies or confirmation pages, dates, and who carried out the check) to show you followed the correct process.

Which right to work check method should you use? (online, IDSP, or manual)

Choose the method based on the worker’s documents and status, not personal preference. Using the correct route helps you keep a clear audit trail and meet UKVI expectations.

1) Online right to work check (UKVI service)

Use the online service when the worker can provide a share code. This is typically the right option for people with an eVisa/immigration status held digitally (for example, many visa holders and those with settled or pre-settled status). You view their status on GOV.UK, confirm the photo matches the person presenting themselves, and keep evidence of the check (such as the profile page showing the outcome and date). This method is fast and reduces document handling.

2) IDSP check (digital identity verification)

Use an Identity Service Provider (IDSP) if the worker has a valid British or Irish passport (or Irish passport card) and you want to complete a digital check. IDSPs can verify the document and identity using Identity Document Validation Technology (IDVT). You still need to be satisfied the person is the rightful holder (for example, by matching them to the IDSP output) and retain the IDSP report. This method can suit high-volume hiring or remote onboarding.

3) Manual document check

Use a manual check when the worker presents acceptable original documents and the online/IDSP routes don’t apply (for example, certain physical immigration documents). You must check the document is genuine, belongs to the holder, and allows the work offered, then copy it in a clear, complete format and record the date of the check. Manual checks can be reliable, but they’re more admin-heavy and easier to get wrong if records are incomplete.

How to do a UKVI online right to work check (step-by-step)

Use the UKVI online service when a candidate has an eVisa, biometric residence permit/card, or other immigration status that can be viewed digitally. You’ll need their share code and date of birth.

Ask the worker for a share code generated from the GOV.UK “prove your right to work” service. Confirm it’s for right to work (not right to rent).
Collect their date of birth (as shown on their identity document/UKVI record).
Open the employer checking page on GOV.UK (the “view a job applicant’s right to work details” service) and enter the share code and date of birth.
Check the profile details on screen: name and photo must match the person you’re hiring. If the photo is unclear, ask to see the person on a live video call or in person.
Review the work permission: note any restrictions (e.g., no work, limited hours, role restrictions, expiry date). Make sure the role and hours you’re offering fit the permission shown.
Save evidence: download or print the results page (or take a clear PDF/screenshot) showing the person’s details, the permission outcome, and the date you checked.
Record the check date and store the evidence securely with recruitment records.
Set a follow-up reminder if the permission is time-limited, so you re-check before it expires.

If the online service can’t find the status or the candidate can’t provide a share code, use the Home Office Employer Checking Service instead.

How to do a manual document check (step-by-step) and what to copy/record

Ask for original documents from the UKVI Right to Work “List A” or “List B” (as applicable). Do not accept photocopies, scans, or photos for a manual check.
Check the documents are genuine and belong to the person in your presence (in person). Compare the photo to the individual, check names and dates of birth match across documents, and look for signs of tampering (blurred print, inconsistent fonts, damaged laminates).
Confirm the person is allowed to do the work offered. Check any restrictions (e.g., student work limits) and ensure the role and hours you plan to offer fit those conditions.
Check expiry dates and follow-up needs. If the permission is time-limited (typically “List B”), diarise a repeat check before the permission ends.
Make a clear copy of each document. For passports, copy the page with the photo and personal details, plus any page showing UK immigration permission (visa vignette) or entry/exit stamps relevant to the right to work. For BRPs/BRCs, copy both sides. For other documents, copy the whole document.
Record the date of the check and who completed it. Write (or stamp) on the copy: “Right to work check completed on DD/MM/YYYY” and add the checker’s name/initials.
Store securely (paper or digital) for the duration of employment and for at least two years after it ends, with access limited to those who need it.

Using an IDSP for British & Irish passports: when it’s allowed and what you still must do

An Identity Service Provider (IDSP) can be used for a UK right to work check where the worker has a valid British or Irish passport (including a passport card for Irish nationals). In practice, the IDSP carries out an Identity Document Validation Technology (IDVT) check on the passport and returns the result to you. This route is designed for British and Irish citizens only; it is not the correct process for most visa holders, who usually need an online Home Office check instead.

Even when you use an IDSP, you still have employer duties. You must:

Check the person matches the ID by meeting them (in person or via live video) and comparing their appearance to the IDSP output and the photo.
Be satisfied the document relates to the individual and that there are no obvious inconsistencies (for example, name differences you can’t explain).
Keep clear records: retain the IDSP report/result and record the date you carried out your part of the check.
Complete the check before employment starts (the statutory excuse depends on doing it in time and following the prescribed steps).

Choose an IDSP that meets the required standards and ensure your internal process captures both parts of the check: the digital verification and your confirmation of the individual’s identity.

Follow-up checks, time-limited permission, and repeat checks: setting reminders that won’t fail an audit

If a worker’s right to work is time-limited, you must plan a follow-up check before their permission expires. Start by recording the expiry date shown on the online result (or the document you checked, where applicable) and set a reminder schedule that gives you time to act, not just time to notice.

Set multiple reminders: create alerts at 90 days, 30 days, and 7 days before expiry. Use at least two systems (for example, HRIS + calendar) so one failure doesn’t become an audit gap.
Assign an owner: name a specific role (not “HR”) responsible for completing the follow-up check and saving evidence. Add a backup approver for holidays and sickness.
Link reminders to evidence: each reminder should point to the employee’s right to work file and a checklist: “run online check / re-check documents / save dated copy / record who checked.”
Don’t rely on the employee: ask for updated share codes or documents early, but keep the responsibility internal and tracked.

For repeat checks, keep the process identical each time: verify the person’s identity matches the record, complete the check using the appropriate method, and store the output with the date of the check and the checker’s name. If permission is extended, update the new expiry date immediately and reset the reminder chain. If a follow-up check can’t be completed in time, escalate internally the same day and document actions taken (for example, requests made and dates), so your file shows active compliance management.

Common right to work check mistakes (and how to avoid discrimination risks)

Checking only “non-UK” candidates is one of the biggest pitfalls. UKVI expects you to carry out right to work checks consistently for all new starters, regardless of nationality, accent, name, or perceived background. Use a standard onboarding checklist and apply the same process and timing to every hire.

Asking for the “wrong” documents can create risk. Don’t request specific papers from certain groups (for example, “bring your passport” only for overseas applicants). Instead, explain the acceptable options and let the individual choose what to provide, using the Home Office lists or the online service where applicable.

Relying on copies without the required steps is another common error. A statutory excuse depends on completing the correct type of check (manual, online, or via Identity Service Provider for eligible British/Irish passports) and recording it properly. Make sure you capture the date of the check, keep clear copies, and note who completed it.

Missing follow-up checks for time-limited permission can lead to non-compliance. Set reminders well before expiry dates and re-check on time. Apply the same follow-up approach to anyone with time-limited status to avoid unequal treatment.

Over-stepping into “status decisions” can cause discrimination and confusion. If the online service shows the person has the right to work, accept it. If it doesn’t, use the Employer Checking Service where appropriate rather than making assumptions.

Inconsistent communication can also create risk. Use neutral wording (“We complete right to work checks for all employees before they start”) and keep questions focused on documents and processes, not personal background.

Right to work checks FAQ for HR, founders and payroll teams

Do we have to do right to work checks for every hire?
Yes. UK employers should complete a right to work check for all employees before they start work, regardless of nationality, to help avoid discrimination and to establish a statutory excuse.

What are the valid ways to complete a UKVI right to work check?
You can use: (1) a manual document check (original documents in your presence or via live video with you holding the originals), (2) an online check using the Home Office service (with a share code), or (3) an Identity Service Provider (IDSP) for eligible British and Irish passport holders (digital check).

When is an online check required?
If the person has an eVisa/immigration status that’s proved online (for example, many visa holders), you must use the Home Office online service; a manual check won’t give you the same protection.

What should we record and keep?
Keep a clear copy of the document(s) or the online profile page showing the person’s right to work, plus the date you checked. Store securely for the duration of employment and for at least two years after it ends.

What about students or time-limited visas?
Do a follow-up check before permission expires. For students, confirm any work-hour restrictions and ensure schedules match their permitted hours.

Can payroll run without a right to work check?
Payroll can technically process pay, but you should not allow work to start until the check is completed and recorded.

What if documents look genuine but we’re unsure?
Pause the start date and use the Home Office Employer Checking Service where applicable, or ask for an online share code to verify status.

Method	Who it’s typically for	What you check	What you keep as evidence	Key considerations
UKVI online right to work check	People who can prove status online (e.g., many visa holders, Biometric Residence Permit/Residence Card holders who use an eVisa, and others with digital status).	Use the Home Office online service with the worker’s share code and date of birth to view their right to work details and any conditions.	A clear copy (PDF/screenshot/print) of the online profile page showing the person’s details, photo, right to work outcome, and the date you checked.	Fast and consistent; shows work restrictions (if any). You must check the photo matches the individual (in person or via live video link) and keep a dated record.
Manual document check (original documents)	People who can present acceptable original documents for a manual check (depending on current Home Office guidance and document availability).	Inspect original documents to confirm they appear genuine, belong to the holder, and allow the type of work offered.	A clear copy of each document (front/back where relevant), with the date of the check recorded, and notes of any follow-up if needed.	Requires careful handling of originals and consistent record-keeping. Some statuses are now digital-only, so a manual check may not be valid for everyone.
IDSP check (IDVT) for British/Irish passport holders	British and Irish citizens with a valid passport (or Irish passport card, where applicable) who are eligible for an IDSP route.	An IDSP verifies the identity document using IDVT; you then complete your own steps to confirm the person presenting is the same individual.	The IDSP output/report plus your own record of the date you verified the individual’s identity for the role.	Can reduce admin for remote hiring. You still need to ensure the check is completed correctly and that your process meets Home Office requirements for a statutory excuse.

If the worker…	Most likely route	Why
Has a share code and digital immigration status	UKVI online check	The online service is designed to confirm current status and any work conditions in real time.
Cannot use the online service and has acceptable original documents	Manual document check	Some workers may still rely on physical documents (where Home Office rules allow a manual check).
Is a British/Irish citizen with a valid passport and you want a digital workflow	IDSP (IDVT) check	IDVT can support remote processes while providing a structured verification output.

UKVI Right to Work Checks: A Practical Guide for UK Employers