Right to Work Check Procedure template

2. When this procedure applies

• Before any new starter's first day of work — the check must be completed and recorded before they start, and the offer letter states that employment is conditional on it.
• Before an employee's time-limited permission to work expires (a follow-up check).
• When {{org.name}} takes on staff through a transfer or acquisition — check current GOV.UK guidance for the timescales that apply.
• Agency workers are checked by their agency, but [name/role] confirms in writing that the agency does so.

3. Roles and responsibilities

• Checking officer ([name/role, e.g. hiring manager or office manager]): carries out the check, makes the copies, and records the result before confirming a start date.
• Procedure owner ([name/role]): keeps this procedure aligned with current Home Office guidance, maintains the follow-up diary, and is the escalation point for any doubtful case.
• Hiring managers: never allow a start date before the checking officer confirms the check is complete.

4. Before you start — choose the right check

There are three routes, and the right one depends on the person's status: a manual check of original documents; an online check using a Home Office share code (the only valid route for most people with digital immigration status, such as an eVisa); or a digital identity check through a certified identity service provider (IDSP) for British and Irish citizens with a valid passport [where {{org.name}} has engaged a certified IDSP — name it here, or delete this route].

Never accept a photocopy or a photograph of a document. If you are unsure which route applies, check GOV.UK or ask [name/role] before proceeding.

5. Manual document check

1. 1Ask the candidate to bring original documents from the Home Office's current list of acceptable documents — check GOV.UK for the list in force on the day of the check.
2. 2Check the documents with the holder present (in person, or by live video call while you hold the originals): confirm the photograph and date of birth match the person in front of you.
3. 3Check the documents are valid and consistent: dates, name spellings across documents (with marriage or deed poll evidence for any difference), and no signs of alteration.
4. 4If the permission is time-limited or restricts the type or hours of work, record the expiry date and the restrictions, and confirm the role fits within them.
5. 5Copy each document clearly in a format that cannot be altered, including every page with personal details, the photograph, and any permission stamps or vignettes.
6. 6Mark the copy with the date of the check and your name, in the format: checked on [date] by [name].
7. 7Return the originals, store the copies in [secure system/location], and enter any follow-up date in the follow-up diary.

6. Online and digital checks

1. 1Ask the candidate for their share code and date of birth, and open the Home Office online right to work checking service via GOV.UK.
2. 2Run the check yourself on the employer service — do not accept a screenshot or a profile page the candidate generated.
3. 3Check the photograph on the online profile against the person, in person or on a live video call.
4. 4Confirm the online result covers the work in question, and note any expiry date or restrictions shown.
5. 5Save the profile page as a dated PDF or screenshot, mark it checked on [date] by [name], and store it in [secure system/location].
6. 6For British and Irish citizens checked through our IDSP, follow the provider's process, satisfy yourself the output matches the person, and retain the provider's output in the same way.

7. Follow-up checks for time-limited permission

Where a person's permission to work is time-limited, diarise a follow-up check before the recorded expiry date. [Name/role] reviews the follow-up diary [frequency, e.g. monthly] and books the re-check with the employee at least [number] weeks before expiry. A person whose follow-up check cannot be completed by the expiry date must not work beyond it until the position is resolved — see the section below.

8. Records and proof of completion

For every worker we retain: the document copies or online check output, the date of the check, the name of the checker, any restrictions, and the follow-up date if applicable. Home Office guidance sets how long records must be kept after employment ends — check current GOV.UK guidance for the period and record it here: [retention period].

These records are the statutory excuse. A check that was done but not recorded protects nobody, so the check is not complete until the record is filed in [system/location].

9. If something goes wrong

• Candidate cannot produce acceptable documents but has an outstanding Home Office application or appeal: do not start them. Use the Home Office Employer Checking Service via GOV.UK, and proceed only if a Positive Verification Notice is received; diarise the follow-up it specifies.
• The check fails or the online service shows no right to work: do not employ the person, keep the evidence, and escalate to [name/role] before communicating the decision — a calm "we are unable to proceed" is enough.
• An existing employee's follow-up check fails or their permission expires: suspend the work, escalate immediately to [name/role], and take advice before dismissing — status problems are sometimes resolvable, and a rushed dismissal creates its own legal risk.
• You discover a check was missed for a current employee: carry out a compliant check immediately, record it, and escalate to [name/role].