Right to Work Checks for Remote Workers
How do you check right to work for remote employees? Understand video call checks and digital verification options.
Last updated: 30 January 2025
Remote working requires adapted approaches to right to work verification.
Remote Work and Right to Work
When Checks Required
| Worker Location | UK RTW Needed |
|---|---|
| Working in UK | Yes |
| Fully overseas | No |
| Sometimes in UK | Yes |
| UK based, travels | Yes |
The Rule
| Principle | Application |
|---|---|
| If working in UK | Must have right |
| Location of work | Matters |
| Employer location | Less relevant |
| Where work performed | Key factor |
Video Call Checks
Now Permanent
| Status | Detail |
|---|---|
| Permanent option | Not just Covid measure |
| Valid method | For all employers |
| Same documents | Accepted |
| Clear requirements | Must follow |
How to Conduct
| Step | Action |
|---|---|
| 1 | Arrange video call |
| 2 | Employee shows documents |
| 3 | You view on camera |
| 4 | Verify it's live |
| 5 | Employee sends copy |
| 6 | Record the check |
During the Call
| Action | Purpose |
|---|---|
| See document clearly | Read details |
| Check photo | Matches person |
| Ask to tilt/move | Shows it's real |
| Live interaction | Not a recording |
Document Verification
What Employee Shows
| On Camera | Requirements |
|---|---|
| Photo page | Clear view |
| Both sides | If relevant |
| Any visa pages | Endorsements |
| Close enough | To read |
Verifying Authenticity
| Check | How |
|---|---|
| Appears genuine | Quality, features |
| Photo matches | Person on screen |
| Details visible | Name, dates |
| No obvious | Tampering |
Getting Copies
| Method | Acceptable |
|---|---|
| Scan and email | Yes |
| Photo and send | Yes |
| Courier original | Then return |
| Clear copy | Essential |
Recording Video Checks
What to Record
| Record | Detail |
|---|---|
| Date of call | When conducted |
| Documents seen | What checked |
| Photo matched | Person verification |
| Copy received | And kept |
Evidence Kept
| Keep | Format |
|---|---|
| Document copy | Scan/photo |
| Date checked | Noted |
| Method used | Video call |
| Check completed | By whom |
Online Checks for Remote Workers
Share Code Method
| Process | Same As |
|---|---|
| Employee generates | Share code |
| You check online | Via service |
| Confirmation | Received |
| Photo verification | Over video |
Verifying Identity
| Even Online | Must |
|---|---|
| Check photo | Against person |
| Video call | Recommended |
| Same person | Essential |
Identity Service Providers
For Remote British/Irish
| Option | Detail |
|---|---|
| IDSP | Certified provider |
| Digital check | Passport chip |
| Remote | Entirely |
| No video needed | Technology handles |
How It Works
| Process | Remote |
|---|---|
| Send link | To employee |
| They use app | Scan passport |
| Verification | Automated |
| Confirmation | To you |
Overseas Workers
Working Entirely Overseas
| Position | Rule |
|---|---|
| Never in UK | No UK RTW needed |
| Local laws | May apply |
| Tax implications | Consider |
| Immigration | Of that country |
Occasionally in UK
| If Ever | In UK |
|---|---|
| Work in UK | Need right |
| Even one day | Of work |
| Visit for work | Triggers need |
| Business trips | May count |
Hybrid Arrangements
| Situation | Requirement |
|---|---|
| Mostly overseas | But visits UK |
| For work | UK RTW needed |
| Just holidays | May not need |
| Assess properly | Each case |
Practical Challenges
Time Zones
| Challenge | Solution |
|---|---|
| Different times | Schedule appropriately |
| Inconvenient | Be flexible |
| Document | What works |
Technology Issues
| Problem | Approach |
|---|---|
| Poor connection | Rearrange |
| Can't see clearly | Try again |
| Document unclear | Better camera |
| Persist | Until satisfied |
International Post
| If Sending | Consider |
|---|---|
| Courier | For speed |
| Tracking | Important |
| Insurance | For documents |
| Digital | May be better |
Common Scenarios
Scenario 1: Fully Remote UK Worker
| Situation | Approach |
|---|---|
| Lives in UK | Must check |
| Works from home | Video call check |
| Never meets | In person |
| Valid method | Video call |
Scenario 2: Overseas Worker, UK Visits
| Situation | Requirement |
|---|---|
| Based in USA | No UK RTW |
| Visits UK quarterly | For meetings |
| But works from UK | During visits |
| Must have | UK right to work |
Scenario 3: British Citizen Abroad
| Situation | Position |
|---|---|
| British citizen | Working overseas |
| For UK company | Remotely |
| Never in UK | No check needed |
| If moves to UK | Then check |
Best Practices
For Remote Checking
| Practice | Benefit |
|---|---|
| Clear process | Consistency |
| Document everything | Evidence |
| Use technology | IDSP if eligible |
| Follow up | If issues |
Communication
| Tell Employee | In Advance |
|---|---|
| What's needed | Documents |
| How it works | Process |
| When | Scheduled |
| Send copy | Requirement |
Record Keeping
Remote Check Records
| Keep | Same As |
|---|---|
| Document copies | In-person |
| Date recorded | When checked |
| Method noted | Video call/IDSP |
| Duration | Same rules |
Additional Notes
| Consider | Recording |
|---|---|
| Video call date | When held |
| Platform used | Teams, Zoom etc |
| Issues | If any arose |
| Resolution | How resolved |
Summary
Remote Options
| Method | For |
|---|---|
| Video call + docs | Anyone |
| IDSP | British/Irish |
| Online + video | Share code users |
Key Points
| Element | Detail |
|---|---|
| Video calls | Valid permanent option |
| Must verify | Identity on screen |
| Keep copies | Same requirements |
| Overseas only | No UK check needed |
Related answers
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.
Identity Service Providers (IDSP)
What are Identity Service Providers for right to work checks? Understand digital identity verification as an alternative to manual checks.
Manual Right to Work Check
How do you conduct a manual right to work check? Understand the document-based checking process for physical documents.
Frequently Asked Questions
- Can I do right to work checks via video call?
- Yes. You can conduct checks over video call as a permanent measure. The employee must show their documents on camera, you must verify it's a live call (not a recording), and the employee must send a copy of the documents for your records.
- Do remote workers based overseas need UK right to work?
- No. If someone works entirely overseas and never performs work in the UK, they don't need UK right to work. However, if they ever work from the UK (even temporarily), UK immigration rules apply.
- What are the options for remote right to work checks?
- You can: conduct video call checks with document verification, use Identity Service Providers (for British/Irish only), use the online checking service with share codes, or arrange an in-person check if practical.