Right to work check UK documents: what to prepare

What a right to work check actually involves

A right to work check is a process where your employer confirms you are allowed to work in the UK and, if your permission is time-limited, notes when it expires. The check must happen before your first day, not after. Employers who skip it or accept invalid documents can face a civil penalty of up to £60,000 per illegal worker under the 2024 penalty increases that came into force.

There are two routes: a manual document check using original physical documents, or an online check using a share code. Most employers now prefer the online route because it is faster and gives them a statutory excuse automatically if the Home Office record is correct.

• Manual check: employer inspects original documents in person or via a live video call
• Online check: you generate a share code and give it to the employer along with your date of birth
• Employer-led identity service provider (IDSP) check: available for British and Irish citizens using a certified digital identity app

Share codes: how to get one and what it covers

A share code is a nine-character alphanumeric code you generate through the UKVI 'Prove your right to work to an employer' service at gov.uk. You log in with your UKVI account or, for some visa holders, with your biometric residence permit (BRP) details. The code is valid for 90 days from the date you create it.

The code lets your employer see your immigration status, the conditions attached to it, and how long your permission lasts. You do not hand over your passport or BRP; the employer simply enters the code and your date of birth on the employer-facing portal.

If you hold a BRP, an eVisa, or a digital status under the EU Settlement Scheme, you must use the online route. Physical BRPs are being phased out and most holders have already been migrated to eVisa status, so check your UKVI account to confirm your current status before any job offer stage.

1. Go to gov.uk and search 'prove your right to work'
2. Sign in with your UKVI account credentials
3. Select 'Generate a share code'
4. Choose the purpose: 'To show an employer'
5. Copy the nine-character code and note the 90-day expiry date
6. Give the code and your date of birth to your employer

List A and List B documents for manual checks

If you are a British or Irish citizen without a UKVI account, or if your employer uses the manual route, you will need to present original documents. The Home Office divides acceptable documents into two lists.

List A documents confirm an unlimited right to work. Presenting one of these gives the employer a permanent statutory excuse, meaning they do not need to repeat the check while you are employed. List B documents confirm a time-limited right to work, so the employer must carry out a follow-up check before your permission expires.

• List A examples: UK or Irish passport (current or expired), UK birth certificate plus proof of National Insurance number, certificate of registration or naturalisation as a British citizen
• List B Group 1 examples: a passport or travel document endorsed with a current visa or entry clearance
• List B Group 2 examples: a Positive Verification Notice from the Employer Checking Service, used when a document cannot be verified online

What British and Irish citizens need to prepare

If you hold a British or Irish passport, the simplest option is to present the original passport. An expired British passport is still acceptable for a manual check as long as it shows you as a British citizen. If you do not have a passport, a UK birth or adoption certificate combined with an official document showing your National Insurance number (such as a P60, payslip, or HMRC letter) forms an acceptable combination.

From October 2024, certified IDSPs became a mainstream option. Apps such as Yoti or Post Office EasyID can verify your identity digitally if your employer has signed up with a certified provider. This is optional for you; you can always fall back to a physical document.

Common problems and how to avoid them

The most frequent issues are expired share codes, mismatched names, and BRP holders who do not yet have a UKVI account. Here is how to handle each one.

If your name on your visa or eVisa differs from your passport (for example, after marriage), bring a deed poll or marriage certificate to the manual check, or contact UKVI to update your record before generating a share code.

If you are an EU, EEA, or Swiss citizen with pre-settled or settled status, you must use the online share code route. You cannot use your EU passport or national identity card alone for a right to work check in the UK since 1 July 2021.

• Expired share code: generate a new one; it takes under five minutes
• No UKVI account: create one at gov.uk using your BRP or vignette visa details
• Name mismatch: bring supporting documents to the manual check or update your UKVI record
• Employer Checking Service needed: this applies if your leave is being extended and your current documents show an expired date; the ECS issues a Positive Verification Notice valid for six months

How to stay organised across multiple applications

When you are applying to several roles at once, keeping track of which employers have asked for a check, which share code you gave them, and when each code expires can get complicated. A simple spreadsheet with columns for employer name, share code, date generated, and expiry date is enough for most people.

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