Right to Work Check Checklist

A systematic checklist ensures compliant right to work checks every time.

Before You Start

Pre-Check Questions

Question	Answer
Is this before employment starts?	Must be yes
Do you know which check type?	Online or manual
Is the person present?	In person or video
Do you have documents/code?	Ready to check

Determine Check Type

Person Has	Check Type
British/Irish passport	Manual (or IDSP)
EU Settled/Pre-settled	Online
BRP/eVisa	Online
Other visa	Usually online
UK birth cert + NI	Manual

Online Check Checklist

Before the Check

Step	Complete?
Employee has share code
Code valid (90 days)
Have employee's DOB
Video call arranged (if remote)

Conducting Online Check

Step	Complete?
Go to gov.uk checking service
Enter share code
Enter date of birth
View results
Compare photo to person
Check work rights shown
Note any restrictions
Note expiry date (if any)

Recording Online Check

Step	Complete?
Screenshot/print confirmation
Record date of check
Save securely
Set follow-up reminder (if needed)

Manual Check Checklist

Document Verification

Step	Complete?
Original document obtained
Document on approved list
Check for tampering
Check security features
Photo matches person
Name matches application
Document validity checked
Expiry date noted (if applicable)

Copy and Record

Step	Complete?
Clear copy made
All relevant pages copied
Date of check written on copy
"Original seen" noted
Original returned to employee

IDSP Check Checklist

For British/Irish Citizens

Step	Complete?
Employee has chipped passport
IDSP link sent to employee
Employee completes verification
Confirmation received
Date recorded
Confirmation saved

Identity Verification

Every Check Must Include

Verification	Done?
Person present (live/video)
Photo compared to person
Same person confirmed
Real-time check (not recording)

If Video Call

Additional Check	Done?
Live call confirmed
Document shown on camera
Both sides viewed (if needed)
Copy sent by employee
Copy matches what seen

Document Requirements

List A Documents (Ongoing Excuse)

Document	Acceptable?
British passport (current or expired)	Yes
Irish passport (current or expired)	Yes
UK birth cert + NI evidence	Yes
Certificate of naturalisation	Yes
Certificate of registration	Yes

List B Documents (Time-Limited Excuse)

Document	Acceptable?
Passport with valid visa	Yes
Current BRP (use online)	Yes
Positive Verification Notice	Yes
Immigration status document	Check validity

Record Keeping

Essential Records

Record	Required
Document copy OR online confirmation	Yes
Date check conducted	Yes
Evidence of photo verification	Recommended
Expiry date (if applicable)	Yes
Follow-up date set	If time-limited

Storage Requirements

Requirement	Met?
Secure storage
Access controlled
Backup exists
Retention planned

Retention Period

Duration	Period
During employment	Always
After leaving	2 years minimum
Then	Can destroy

Follow-Up Checks

If Time-Limited Document

Action	When
Record expiry date	At initial check
Set reminder	1 month before
Contact employee	In advance
Conduct new check	Before expiry

Follow-Up Tracker

Employee	Expiry Date	Reminder Set	Checked
[Name]	[Date]	Yes/No	Yes/No

Avoiding Discrimination

Consistency Check

Question	Answer Should Be Yes
Same process for everyone?
Accept any valid documents?
Don't require specific document?
Check before all employees start?
Same forms used for all?

Never

Prohibited Action	Checked
Only check some employees
Require passports specifically
Treat differently by nationality
Assume based on appearance

Troubleshooting

If No Share Code Available

Step	Action
Ask employee to generate	Via UKVI account
If they can't	Technical issues?
Use Employer Checking Service	ECS
Await Positive Verification	Notice

If Documents Seem Problematic

Concern	Action
May be fake	Seek advice
Don't match	Further verification
Expired	Check if still valid
Unknown type	Check approved list

If Check Fails

Situation	Action
Online service down	Try later
Document rejected	Verify with employee
No right shown	Do not employ
Employee can't prove	Cannot start work

Final Check Confirmation

Before Employment Starts

Confirmation	Verified
Right to work confirmed
All steps completed
Records saved
Follow-up scheduled (if needed)
Can now employ

Checklist Completed By

Field	Information
Employee name
Position
Check date
Checked by
Start date authorised

Quick Reference

Must Do

Requirement	Status
Before employment starts
Correct check type
Verify identity (photo)
Keep records
Note expiry
Follow up when due

Must Not Do

Avoid	Checked
Starting before check
Different treatment
Ignoring expiries
Poor records
Guessing status

Summary

Key Steps

Step	Purpose
Determine type	Online or manual
Verify documents	Genuine, valid
Check identity	Photo matches
Keep records	Evidence
Track expiry	Follow-up

Protection Achieved

If Completed	You Have
All steps done	Statutory excuse
Before start date	Valid defence
Records kept	Evidence
Follow-up done	Maintained excuse