Right-to-Work Checks for New Starters: A Step-by-Step Guide for UK Employers

Quick answer

Before the worker's first day, ask for a share code or original List A/B documents. Check online at gov.uk/check-job-applicant-right-to-work or inspect the originals in person. Record what you checked, the date, and any expiry. If their right to work is time-limited, schedule a re-check before it expires.

Every time you hire someone, you must check their right to work in the UK before they start. Doing it the same way every time is what gives you a defensible compliance position. Below is exactly what to check, how to check it, and what to record.

Step 1: Ask for a document or share code before day one

Before the worker starts, ask them to provide either: (a) an original document from the Home Office's List A or List B; or (b) a share code generated via the Home Office View a Job Applicant's Right to Work Details service at gov.uk/view-right-to-work. It is illegal to discriminate by asking only non-UK nationals for proof, so you must conduct the same check for every worker.

Step 2: Check the document in person or use the online service

If checking a physical document: examine the original (not a photocopy), check the expiry date, check the photograph matches, and check any work restrictions. If using the online share code service: go to the Home Office URL, enter the share code and the worker's date of birth, and follow the prompts. Print or save a PDF of the result page; this is your record.

Step 3: Record what you checked and when

Record: the document type (e.g., 'UK Passport', 'BRP (Skilled Worker visa)', 'Share code result (settled status)'); any reference number or document number; the date you conducted the check; and the expiry date of any time-limited document or leave. If the right to work is time-limited, record the date you need to re-check.

Step 4: Schedule the re-check if the right to work is time-limited

If the worker's right to work expires on a specific date (a visa expiry, a pre-settled status expiry), you must schedule a re-check on or before that date. Don't rely on memory. Set a calendar reminder, use a dedicated tracking tool, or use StaffClock to monitor re-check dates automatically with escalating alerts.

Feature	List A	List B
Right to work	Unlimited	Time-limited
Re-check required	No	Yes
Example document	British passport	Skilled Worker visa share code
Risk if missed	Low	Civil penalty up to £45,000

What if the worker can't produce documents yet?

If a worker is waiting for a Home Office decision (for example, they have an outstanding leave to remain application and a 'positive verification notice'), they can still work. However, you must follow a specific process for this, using the Home Office Employer Checking Service and keeping a record of the response. Do not simply assume a worker has the right to work because they say they're waiting for an outcome.

Frequently asked questions

How do I check a new starter's right to work?

One of three ways: an online check using the worker's share code and date of birth, a manual check of original List A or List B documents, or a check through a certified identity service provider using Identity Document Validation Technology (IDVT). British and Irish citizens can't get a share code, so check their documents or use an identity service provider.

Can I ask only non-UK nationals for proof of right to work?

No. Checking only people you assume are migrants is unlawful discrimination. Run the same right-to-work check for every new starter, regardless of nationality or background.

Are BRP cards still valid proof in 2026?

No. Biometric Residence Permit (BRP) cards expired on 31 December 2024. Most people now prove their status with an eVisa viewed through their UKVI account, and you check it online using a share code rather than a physical card.

This is general information, not legal or immigration advice — check the linked GOV.UK guidance or a qualified adviser for your situation. Last reviewed against current official guidance on 2 June 2026.