Right to Work Checks: A Complete Guide
The recent UK transition to digital immigration status has revolutionised how workers can prove their right to work, affecting over 3.2 million non-UK workers and thousands of employers across Britain.
The shift from physical documents like Biometric Residence Permits (BRPs) to digital eVisas and share codes represents the most significant change to UK employment verification in decades.
Whether you're a worker needing to prove your right to work or an employer ensuring compliance, understanding the new share code system is crucial to avoid penalties of up to £60,000 per illegal worker.
This comprehensive guide from MGBe Legal covers the most important changes, from generating your first code to implementing compliant verification processes. This guidance is based on the most updated version of the UKVi guidance on right to work checks, published on 26.06.2025. Always check the latest UKVI guidance available online.
As specialists in UK immigration law, we are committed to help individuals and businesses navigate these changes successfully.
What Is a Right to Work Share Code?
A Right to Work share code is a unique 9-character alphanumeric code generated by the UK Home Office that allows workers to digitally prove their employment authorisation in real-time.
The share code system represents a fundamental shift from document-based verification to database-driven authentication.
When an employer enters your share code and date of birth into the Home Office checking service, they receive instant access to your current immigration status, work permission, and any restrictions - all verified against live government databases.
The anatomy of a share code reveals its purpose:
- Always begins with the letter 'W' (distinguishing it from rental or benefit codes)
- Contains 8 additional characters mixing letters and numbers
- Generated uniquely for each request, preventing reuse fraud
- Links directly to your immigration record in the Home Office database
The system operates under the Immigration, Asylum and Nationality Act 2006, with updated regulations reflecting the government's digital-first approach to immigration status verification.
This legislative framework ensures that digital verification carries the same legal weight as traditional document checks while providing enhanced security features.
Key features:
- Real-time verification: Instant confirmation from Home Office databases should eliminate outdated information risks
- Fraud prevention: Direct database connection should make document forgery impossible
- Privacy protection: Employers see only necessary work-related information, not full immigration history
- Accessibility: Available 24/7 through any internet connection.
The transition reflects broader digitalisation trends across UK government services, with share codes now integral to proving not just work rights, but also rental eligibility and access to public services.
| Worker Type | Check Required? | Notes | Type of Check |
|---|---|---|---|
| UK citizens | Yes | Valid UK passport or birth certificate with an NI number. | Manual or Digital Right to Work Check |
| Irish citizens | Yes | Irish passport/card accepted; no visa needed. | Manual or Digital Right to Work Check |
| EEA/Swiss nationals with digital status | Yes | To prove immigration status, you must use a share code issued by UKVI. | Online Right to Work Check |
| Non-EEA nationals | Yes | May hold BRP or digital immigration status. | Online or Manual Right to Work Check |
| Students (Tier 4/Student visa holders) | Yes | Work and study permissions must be confirmed, and term-time work limits. | Online Right to Work Check |
| Students (Tier 4/Student visa holders) | Yes | Work and study permissions must be confirmed, and term-time work limits. | Online Right to Work Check |
| Contractors and agency workers | Yes | Dependent on who engages the worker, employer or agency is responsible. | Depends on worker’s status (Online or Manual) |
| Gig economy workers/zero hours contacts | Yes | Checks are required before engagement. | Manual or Online Right to Work Check |
| Volunteers and unpaid interns | It depends | The role should be checked for regular duties or if it resembles paid work. | Manual or Online Right to Work Check |
| Existing EEA employees (pre-30.06.2021 hires) | No if EEA nationals | No check needed if continuous employment and valid prior check | Not required unless immigration status changes |
| Existing EEA employees (pre-30.06.2021 hires) | No if EEA nationals | No check needed if continuous employment and valid prior check | Not required unless immigration status changes |
| Employees with time-limited visas | Yes (ongoing) | Follow-up checks needed before visa expiry. | Online Right to Work Check |
Who Needs a Right to Work Share Code?
Most non-UK workers must now use share codes to prove their right to work, with specific requirements depending on their immigration status and the expiry of physical document systems.
Workers Who Need Share Codes:
1. EU/EEA/Swiss nationals with settled or pre-settled status under the EU Settlement Scheme cannot use physical documents and must generate share codes through their UKVI accounts.
2. Skilled Worker visa holders with eVisas use share codes as their primary verification method, replacing previous BRP-based checks.
3. Family visa holders including those with Spouse and Unmarried Partner Visas must use the digital system to prove their work rights.
4. Student visa holders generate share codes to confirm their 20-hour weekly limit during term time and full-time permissions during holidays.
5. Former BRP/BRC holders transitioning to eVisas should use share codes rather than expired physical documents.
How To Generate a Right to Work Share Code?
Workers can generate share codes in minutes through the official GOV.UK portal using their UKVI account credentials, but preparation and account setup often require more time.
Step-by-Step Process:
Step 1: Navigate to the official portal - Visit gov.uk/prove-right-to-work and click "Start now." Ensure you're using the official government website.
Step 2: Authentication and login - Enter your Government Gateway credentials (email and password). If you've forgotten your details, use "Forgotten your details?" link, which triggers a secure recovery process.
Step 3: Account verification - The system may request additional verification through:
- SMS codes to your registered mobile number
- Email verification links
- Security question answers
- Document reference numbers from recent applications
Step 4: Navigate to work verification section - From your account dashboard, select "Prove your right to work to an employer." This section is distinct from other services like right to rent or benefit applications.
Step 5: Confirm current details - Review and update your personal information including:
- Current address (must match immigration records)
- Contact details (email and phone)
- Passport information (if changed since account creation)
- Employment history (if relevant to your status)
Step 6: Generate your unique code - Click "Generate share code" to create your 9-character alphanumeric identifier. The code appears immediately with:
- Generation date and time
- Expiry date (90 days later)
- Usage instructions for employers
- Your personal reference number
Step 7: Record and share safely - Write down or securely store your code. Share only with legitimate employers and include your date of birth exactly as recorded in your immigration documents.
How Do Employers Verify Right to Work using the employee’s Share Code?
Employers must verify share codes through the official Home Office checking service before any worker begins employment.
- 1. Request the worker's share code and date of birth in writing, ensuring you have both pieces of information before proceeding.
- 2. Access the employer checking service at gov.uk/view-right-to-work within one working day of receiving the code.
- 3. Enter the 9-character code and date of birth exactly as provided by the worker.
- 4. Review the verification results including work permissions, restrictions, and validity periods.
- 5. Conduct in-person photo verification on the worker's first day to confirm identity matches the system photo.
- 6. Download and store PDF evidence of the check, recording the date and your company details.
Understanding Verification Results:
- The system displays crucial information including:
- Work permissions: Full-time, part-time, or restricted hours
- Validity periods: When follow-up checks are required
- Employment restrictions: Specific conditions or limitations
- Photo verification: Current image for identity confirmation
Compliance tip: Save verification results immediately as PDF files with clear naming conventions including worker name, check date and name of who verified the right to work.
What Are the Alternative Verification Methods to Share Codes?
When share codes aren't available, employers can use manual document checks, digital verification through approved providers, or the Employer Checking Service.
Manual Document Verification:
List A documents provide indefinite right to work verification and include:
- British or UK and Colonies passport (even if expired but not cancelled) showing right of abode.
- Irish passport or passport card (current or expired).
- Official document from Jersey, Guernsey, or the Isle of Man verified by the Home Office, confirming unlimited leave under their specific immigration rules.
- Passport endorsed to show exemption from immigration control, indefinite stay, or right of abode.
- Home Office Immigration Status Document confirming indefinite stay or no time limit, plus an official document showing their permanent National Insurance number and name.
- UK-issued birth or adoption certificate plus an official document showing the person’s name and permanent National Insurance number.
- Birth or adoption certificate from the Channel Islands, Isle of Man, or Ireland, also paired with the NI number and name document.
- Certificate of registration or naturalisation as a British citizen, again with the supporting NI number and name document.
List B Group 1 documents show time-limited work authorisation until permission expires:
- Current passport showing permission to remain in the UK and to do the relevant type of work.
- Document from Jersey, Guernsey, or the Isle of Man verified by the Home Office, confirming limited leave under their EU-related immigration rules.
- Current Immigration Status Document with photo issued by the Home Office, confirming the person may stay and work in the UK for the specific job, plus an official document showing their permanent National Insurance number and name.
List B Group 2 documents provide six-month statutory excuse protection:
- Application under the EU Settlement Scheme made on or before 30 June 2021 with a Positive Verification Notice.
- Non-digital Certificate of Application submitted on or after 1 July 2021 under the same scheme, with a Positive Verification Notice.
- Documents from Jersey, Guernsey, or the Isle of Man confirming application under their respective Appendix EU rules, plus a Positive Verification Notice.
- Application Registration Card issued by the Home Office stating work is permitted, along with a Positive Verification Notice.
- A standalone Positive Verification Notice issued by the Home Office Employer Checking Service confirming the person may stay and work in the UK.
Document examination procedures require specific techniques:
- Original document verification: Never accept copies or photographs
- In-person checking: Worker must be present during examination
- Photo comparison: Confirm identity matches document photographs
- Security feature examination: Check for obvious signs of tampering or forgery
- Expiry date verification: Ensure documents remain valid
Digital Right to Work Checks (IDVT):
Available for British and Irish passport holders through approved Identity Service Providers (IDSPs). This technology validates documents digitally while maintaining security standards equivalent to in-person checks.
Employer Checking Service (ECS):
Used when workers have outstanding Home Office applications or appeals. The service issues Positive Verification Notices valid for six months, providing statutory excuse protection during application processing.
System unavailable? If the online checking service experiences technical difficulties, employers can request manual verification or use the ECS as a temporary alternative.
What Are the Legal Requirements for Employers in 2025?
UK employers face statutory obligations to verify every worker's right to work, with updated penalties reaching £60,000 per illegal worker in 2025.
Core Legal Obligations:
Pre-employment checks must be completed before any worker begins their role, with no exceptions for urgent hiring needs.
Record-keeping requirements mandate storing verification evidence for the entire employment period plus two additional years.
Follow-up checks are required before immigration permissions expire, typically every 12-24 months for temporary workers.
Non-discriminatory practices must apply equally to all workers regardless of nationality, accent, or appearance.
Updated 2025 Penalties:
- First offense: Up to £45,000 per illegal worker
- Repeat offense: Up to £60,000 per illegal worker
- Criminal sanctions: Up to 5 years imprisonment for knowingly employing illegal workers
- Sponsor licence revocation: Loss of ability to sponsor international workers
The penalties reflect the government's serious approach to illegal working prevention and emphasize the importance of robust compliance systems.
For businesses operating in specific sectors, additional visa categories may be relevant, including Business Visitor Visa for short-term business activities or Innovator Founder Visa for entrepreneurs establishing UK businesses.
What Are Common Share Code Mistakes to Avoid?
Both workers and employers frequently make preventable errors that can delay employment or create compliance issues.
Worker Common Errors:
Wrong code types: Share codes for right to work start with 'W' - codes beginning with 'S' or 'R' are for different purposes and won't work for employment verification.
Expired codes: Workers often forget the 90-day validity period and provide outdated codes to employers.
Account access issues: Forgotten UKVI account credentials cause delays, especially for workers who created accounts years ago.
Document mismatches: Personal details must exactly match immigration records - even minor spelling differences can cause verification failures.
Employer Compliance Failures:
Accepting wrong documentation without proper verification leads to substantial penalties during Home Office inspections.
Inadequate record-keeping including missing PDF downloads or unclear filing systems creates compliance vulnerabilities.
Missing follow-up checks for workers with time-limited permissions result in automatic statutory excuse loss.
Discriminatory practices such as requesting share codes only from certain workers violate equality legislation.
Professional Support from MGBe Legal
Navigating the right to work system requires expert knowledge of immigration law and compliance obligations.
Whether you're applying for a Work Visa, managing Skilled Worker Sponsor Licence obligations, switching from a Student Visa to employment authorisation, or handling complex family cases involving Spouse and Unmarried Partner Visa applications, our experienced team provides specialist support.
Our team combines deep technical knowledge of immigration law with practical understanding of business operations, ensuring advice that works in real-world situations.
Frequently Asked Questions
Share codes remain valid for 90 days from generation. Workers should generate fresh codes if the previous one has expired, as employers cannot accept outdated codes for verification purposes.
Yes, the same share code can be used with multiple employers during its 90-day validity period. Each employer must conduct their own verification check and maintain separate records.
Check that you're using a 'W' code for work verification and that your date of birth matches exactly. If problems persist, generate a new code or contact the Home Office helpline for technical support.
Follow-up checks are required before current immigration permissions expire. For most workers, this means every 12-24 months, but specific timing depends on individual visa conditions.
