Manual Right to Work Check
How do you conduct a manual right to work check? Understand the document-based checking process for physical documents.
Last updated: 30 January 2025
Manual right to work checks involve physical document verification.
When Manual Checks Apply
Appropriate For
| Status | Manual Check? |
|---|---|
| British citizens | Yes |
| Irish citizens | Yes |
| Passport with visa stamp | May be |
| Physical visa vignette | Some |
Not Appropriate For
| Status | Use Instead |
|---|---|
| EU Settled/Pre-Settled | Online |
| BRP holders | Online |
| eVisa holders | Online |
| Digital status | Online |
The Three-Step Process
Step 1: Obtain
| Action | Detail |
|---|---|
| Get original | Not a copy |
| In person | Or video call |
| From the employee | Directly |
Step 2: Check
| Action | Detail |
|---|---|
| Genuine document | Not fake |
| Correct person | Photo matches |
| Right to work | Status shown |
| Validity | Not expired (usually) |
Step 3: Copy and Record
| Action | Detail |
|---|---|
| Clear copy | Of relevant pages |
| Note date | Of check |
| Secure storage | Data protection |
| Return original | To employee |
Acceptable Documents
List A - Permanent Right
| Document | Notes |
|---|---|
| British passport | Current or expired |
| Irish passport | Current or expired |
| UK birth certificate + NI | With NI evidence |
| Certificate of registration | As British citizen |
List B - Time-Limited
| Document | Follow-Up |
|---|---|
| Passport with visa | Check expiry |
| Physical BRP | Use online check instead |
| Immigration status document | With photo |
Checking the Document
Authenticity
| Check | Look For |
|---|---|
| Security features | Watermarks, holograms |
| Quality | Not obviously fake |
| Consistency | Details match |
| Tampering | Signs of alteration |
Identity
| Verify | How |
|---|---|
| Photo matches | Person present |
| Name matches | Your records |
| DOB correct | Consistent |
| Signature | If visible |
Validity
| Check | Detail |
|---|---|
| Expiry date | If applicable |
| British passports | Can be expired |
| Visas | Must be current |
| Conditions | Work allowed? |
Making Copies
What to Copy
| For Passports | Copy |
|---|---|
| Photo page | Essential |
| Any endorsement | Work-related |
| Visa pages | If applicable |
For Other Documents
| Document | Copy |
|---|---|
| Birth certificate | Full document |
| NI letter | Showing NI number |
| Both sides | If relevant |
Quality Requirements
| Requirement | Detail |
|---|---|
| Clear | Readable |
| Complete | All information visible |
| Unaltered | No editing |
Recording the Check
On the Copy
| Write | Detail |
|---|---|
| Date of check | When you checked |
| "Original seen" | Confirms original |
| Checked by | Who did it |
Alternative Methods
| Method | Acceptable |
|---|---|
| Write on copy | Yes |
| Attached note | Yes |
| Digital record | With copy |
| HR system | With evidence |
In-Person vs Video
In-Person Checking
| Advantage | Detail |
|---|---|
| See original | Physical document |
| Full inspection | Security features |
| Immediate | No technology needed |
Video Call Checking
| Requirement | Detail |
|---|---|
| Live call | Real-time |
| See document | Clearly |
| See person | Compare to photo |
| Hold up document | Both sides |
Video Call Process
| Step | Action |
|---|---|
| 1 | Employee shows document on camera |
| 2 | View photo page clearly |
| 3 | Compare to person on screen |
| 4 | Employee sends copy |
| 5 | Verify copy matches |
Expired Documents
When Acceptable
| Document | Expired OK? |
|---|---|
| British passport | Yes |
| Irish passport | Yes |
| Other passports | No (usually) |
| Visas | No |
Why British/Irish Accepted
| Reason | Explanation |
|---|---|
| Citizenship | Doesn't expire |
| Document proves | Identity/citizenship |
| No end date | To being British/Irish |
List A Documents
Provide Ongoing Excuse
| Feature | Detail |
|---|---|
| No follow-up | Needed |
| Permanent right | To work |
| Check once | At start |
Full List
| Document | Detail |
|---|---|
| British passport | Any date |
| Irish passport | Any date |
| UK birth cert + NI | Combined evidence |
| Full adoption cert + NI | UK-issued |
| Certificate of registration | British citizen |
| Certificate of naturalisation | British citizen |
List B Documents
Require Follow-Up
| Feature | Detail |
|---|---|
| Time-limited | Right to work |
| Check expiry | Before it ends |
| Follow-up needed | When expires |
Examples
| Document | Follow-Up When |
|---|---|
| Visa in passport | Before expiry |
| Positive verification notice | As specified |
| Immigration status doc | Before expiry |
Identity Service Providers
Alternative to Manual
| IDSP | Feature |
|---|---|
| Digital check | For British/Irish |
| Passport chip | Read electronically |
| Confirmation | Sent to employer |
How It Works
| Process | Detail |
|---|---|
| Employee uses app | On phone |
| Scans passport | NFC chip read |
| Facial recognition | Matches to passport |
| Confirmation | To employer |
Benefits
| Advantage | Detail |
|---|---|
| No physical meeting | Remote |
| Chip verification | More secure |
| Automatic record | Generated |
Common Mistakes
Avoiding Errors
| Mistake | Correct Approach |
|---|---|
| Not seeing original | Always require it |
| Copy without date | Record when checked |
| Not checking photo | Always compare |
| Missing pages | Copy all relevant |
Unacceptable Documents
| Don't Accept | Why |
|---|---|
| Driving licence alone | Not on list |
| NI card alone | Not sufficient |
| Bank statements | Not evidence |
| Utility bills | Not RTW documents |
Record Keeping
What to Keep
| Record | Detail |
|---|---|
| Document copy | Clear and complete |
| Date noted | Of check |
| Secure storage | Data protection |
| Duration | Employment + 2 years |
Storage Requirements
| Requirement | Detail |
|---|---|
| Secure | Locked/encrypted |
| Accessible | If needed for audit |
| Protected | Data protection law |
| Destroyed | After retention period |
Summary
The Process
| Step | Action |
|---|---|
| 1 | Obtain original document |
| 2 | Check genuine and valid |
| 3 | Verify photo matches person |
| 4 | Make clear copy |
| 5 | Note date checked |
| 6 | Return original |
| 7 | Store copy securely |
Key Points
| Element | Detail |
|---|---|
| Original required | Not copies |
| In person/video | Real-time check |
| Date recorded | On copy |
| Keep 2 years | After leaving |
Related answers
British Citizen Right to Work
How do you verify right to work for British and Irish citizens? Understand acceptable documents and the verification process.
Right to Work Checks: UK Employer Guide
UK employers must verify every employee's right to work before they start. Learn the 3 methods, required documents, and penalties for non-compliance.
Online Right to Work Check
How do you conduct an online right to work check? Step-by-step guide to using the Home Office checking service with share codes.
Frequently Asked Questions
- When can I do a manual right to work check?
- Manual checks are only for British and Irish citizens, or those with physical documents like a passport with visa stamp. Most other workers now require online checks via share codes.
- What are the steps for a manual right to work check?
- Obtain the original document, check it's genuine and belongs to that person, make a clear copy, record the date you made the check, and return the original. The check must be done in person or via video call.
- What documents are acceptable for manual checks?
- British passports (current or expired), UK birth certificates with NI evidence, Irish passports, and certain physical visas in passports. A List A or List B document is required - not all documents are acceptable.