What happens if I don't do right to work checks?

You could face civil penalties up to £60,000 per illegal worker (reduced to £45,000 for first breach). Directors can be criminally prosecuted. You won't have a statutory excuse if the worker is found to be illegal.

When must right to work checks be completed?

Before employment starts - not on the first day, but before. If you cannot complete the check before the start date, you cannot legally employ the person until it's done.

Do I need to do checks on all employees?

Yes. You must check everyone, not just those you think might need checking. Checking only certain people based on appearance or nationality is discrimination.

Use this checklist to ensure compliant right to work checks.

Right to Work Check Checklist

Before the Check

Task	Done	Notes
Determine check type needed (online/manual/IDSP)	[ ]
Schedule check before employment starts	[ ]
Request documents/share code from applicant	[ ]
Confirm you will check all employees equally	[ ]

Online Check (Preferred Method)

Use this for: Anyone with a share code (EUSS, BRP, visa holders)

Step	Done	Notes
Obtain share code from applicant	[ ]	Code format: 9 characters
Get applicant's date of birth	[ ]
Go to gov.uk/view-right-to-work	[ ]
Enter share code and date of birth	[ ]
View result on screen with applicant present	[ ]	Video call is acceptable
Confirm photo matches the person	[ ]
Download/print the positive verification	[ ]
Record date of check	[ ]
Note if follow-up check required	[ ]
Store copy securely	[ ]

Manual Document Check

Use this for: British/Irish citizens with passports or other List A documents

Obtaining Documents

Task	Done	Notes
Request original documents	[ ]	Copies not acceptable
Check documents are on approved list	[ ]	List A or List B
Applicant presents documents in person	[ ]	Video call acceptable for some

Checking Documents

For each document, verify:

Check	Done	Notes
Genuine - No signs of tampering	[ ]
Original - Not a photocopy	[ ]
Belongs to holder - Photo matches person	[ ]
Valid dates - Not expired (unless List A*)	[ ]
Correct person - Name matches or explained	[ ]
Right to work - Permits the work offered	[ ]
Any restrictions - Hours/type of work	[ ]

*Expired passports acceptable for British/Irish citizens only

Document Security Features

Feature	Checked
Watermarks	[ ]
Holograms	[ ]
Photographs	[ ]
Biographical details	[ ]
Consistency across documents	[ ]

Making and Storing Copy

Task	Done	Notes
Copy all relevant pages	[ ]
Include photo page	[ ]
Include any visa/endorsement pages	[ ]
Write "Verified [date] by [name]" on copy	[ ]
Record date of check	[ ]
Store securely	[ ]

IDSP Check (Identity Service Provider)

Use this for: British/Irish passport holders (chip-enabled passports)

Step	Done	Notes
Use certified IDSP from approved list	[ ]
Employee completes digital identity verification	[ ]
Obtain verification report from IDSP	[ ]
Verify report shows positive outcome	[ ]
Store IDSP response securely	[ ]
Record date of check	[ ]

Follow-Up Checks

Required when: Document has expiry date (time-limited permission)

Task	Done	Notes
Diary date before document expiry	[ ]
Contact employee before expiry	[ ]
Request new share code or documents	[ ]
Complete follow-up check before expiry	[ ]
Record new check	[ ]
Update records	[ ]

What to Record

Information	Recorded
Employee name	[ ]
Date of birth	[ ]
Documents checked	[ ]
Date of check	[ ]
Who conducted check	[ ]
Next check date (if applicable)	[ ]
Copy of documents/verification	[ ]

Document Storage

Requirement	Done
Stored securely (locked cabinet or secure digital)	[ ]
Accessible only to authorised personnel	[ ]
Kept for duration of employment	[ ]
Kept for 2 years after employment ends	[ ]
GDPR compliant storage	[ ]

Red Flags - Do Not Employ If:

Warning Sign	Action
Documents appear tampered with	Do not employ - seek advice
Photos don't match the person	Do not employ - seek advice
Dates don't add up	Seek clarification
Name doesn't match (without explanation)	Seek clarification
Document not on approved list	Request acceptable document
Cannot produce any documents	Do not employ
Pressuring you to skip checks	Do not employ

Statutory Excuse Achieved

You have a statutory excuse (defence against civil penalty) if you:

Requirement	Met
Conducted check before employment started	[ ]
Checked original or used approved online check	[ ]
Verified genuineness of documents	[ ]
Kept clear dated copies	[ ]
Conducted follow-up checks where required	[ ]

Quick Reference - Approved Documents

List A (Permanent Right to Work)

UK/Irish passport (current or expired)
Certificate of registration/naturalisation as British citizen
Biometric residence permit showing ILR

List B (Time-Limited)

Current passport with valid visa
Biometric residence permit (time-limited)
Application Registration Card (asylum seeker - conditions apply)
Immigration Status Document with valid endorsement

Check Complete

Confirmation	Done
All steps completed	[ ]
Documents/verification stored	[ ]
Follow-up date set (if applicable)	[ ]
Employee can legally start work	[ ]

Checked by: _________________ Date: _________

Notes

[Space for any additional notes]

Use this checklist to ensure compliant right to work checks.

Right to Work Check Checklist

Before the Check

Task	Done	Notes
Determine check type needed (online/manual/IDSP)	[ ]
Schedule check before employment starts	[ ]
Request documents/share code from applicant	[ ]
Confirm you will check all employees equally	[ ]

Online Check (Preferred Method)

Use this for: Anyone with a share code (EUSS, BRP, visa holders)

Step	Done	Notes
Obtain share code from applicant	[ ]	Code format: 9 characters
Get applicant's date of birth	[ ]
Go to gov.uk/view-right-to-work	[ ]
Enter share code and date of birth	[ ]
View result on screen with applicant present	[ ]	Video call is acceptable
Confirm photo matches the person	[ ]
Download/print the positive verification	[ ]
Record date of check	[ ]
Note if follow-up check required	[ ]
Store copy securely	[ ]

Manual Document Check

Use this for: British/Irish citizens with passports or other List A documents

Obtaining Documents

Task	Done	Notes
Request original documents	[ ]	Copies not acceptable
Check documents are on approved list	[ ]	List A or List B
Applicant presents documents in person	[ ]	Video call acceptable for some

Checking Documents

For each document, verify:

Check	Done	Notes
Genuine - No signs of tampering	[ ]
Original - Not a photocopy	[ ]
Belongs to holder - Photo matches person	[ ]
Valid dates - Not expired (unless List A*)	[ ]
Correct person - Name matches or explained	[ ]
Right to work - Permits the work offered	[ ]
Any restrictions - Hours/type of work	[ ]

*Expired passports acceptable for British/Irish citizens only

Document Security Features

Feature	Checked
Watermarks	[ ]
Holograms	[ ]
Photographs	[ ]
Biographical details	[ ]
Consistency across documents	[ ]

Making and Storing Copy

Task	Done	Notes
Copy all relevant pages	[ ]
Include photo page	[ ]
Include any visa/endorsement pages	[ ]
Write "Verified [date] by [name]" on copy	[ ]
Record date of check	[ ]
Store securely	[ ]

IDSP Check (Identity Service Provider)

Use this for: British/Irish passport holders (chip-enabled passports)

Step	Done	Notes
Use certified IDSP from approved list	[ ]
Employee completes digital identity verification	[ ]
Obtain verification report from IDSP	[ ]
Verify report shows positive outcome	[ ]
Store IDSP response securely	[ ]
Record date of check	[ ]

Follow-Up Checks

Required when: Document has expiry date (time-limited permission)

Task	Done	Notes
Diary date before document expiry	[ ]
Contact employee before expiry	[ ]
Request new share code or documents	[ ]
Complete follow-up check before expiry	[ ]
Record new check	[ ]
Update records	[ ]

What to Record

Information	Recorded
Employee name	[ ]
Date of birth	[ ]
Documents checked	[ ]
Date of check	[ ]
Who conducted check	[ ]
Next check date (if applicable)	[ ]
Copy of documents/verification	[ ]

Document Storage

Requirement	Done
Stored securely (locked cabinet or secure digital)	[ ]
Accessible only to authorised personnel	[ ]
Kept for duration of employment	[ ]
Kept for 2 years after employment ends	[ ]
GDPR compliant storage	[ ]

Red Flags - Do Not Employ If:

Warning Sign	Action
Documents appear tampered with	Do not employ - seek advice
Photos don't match the person	Do not employ - seek advice
Dates don't add up	Seek clarification
Name doesn't match (without explanation)	Seek clarification
Document not on approved list	Request acceptable document
Cannot produce any documents	Do not employ
Pressuring you to skip checks	Do not employ

Statutory Excuse Achieved

You have a statutory excuse (defence against civil penalty) if you:

Requirement	Met
Conducted check before employment started	[ ]
Checked original or used approved online check	[ ]
Verified genuineness of documents	[ ]
Kept clear dated copies	[ ]
Conducted follow-up checks where required	[ ]

Quick Reference - Approved Documents

List A (Permanent Right to Work)

UK/Irish passport (current or expired)
Certificate of registration/naturalisation as British citizen
Biometric residence permit showing ILR

List B (Time-Limited)

Current passport with valid visa
Biometric residence permit (time-limited)
Application Registration Card (asylum seeker - conditions apply)
Immigration Status Document with valid endorsement

Check Complete

Confirmation	Done
All steps completed	[ ]
Documents/verification stored	[ ]
Follow-up date set (if applicable)	[ ]
Employee can legally start work	[ ]

Checked by: _________________ Date: _________

Notes

[Space for any additional notes]

Right to Work Check Checklist

Before the Check

Online Check (Preferred Method)

Manual Document Check

Obtaining Documents

Checking Documents

Document Security Features

Making and Storing Copy

IDSP Check (Identity Service Provider)

Follow-Up Checks

What to Record

Document Storage

Red Flags - Do Not Employ If:

Statutory Excuse Achieved

Quick Reference - Approved Documents

List A (Permanent Right to Work)

List B (Time-Limited)

Check Complete

Notes

Frequently Asked Questions

Right to Work Check Checklist

Before the Check

Online Check (Preferred Method)

Manual Document Check

Obtaining Documents

Checking Documents

Document Security Features

Making and Storing Copy

IDSP Check (Identity Service Provider)

Follow-Up Checks

What to Record

Document Storage

Red Flags - Do Not Employ If:

Statutory Excuse Achieved

Quick Reference - Approved Documents

List A (Permanent Right to Work)

List B (Time-Limited)

Check Complete

Notes

Frequently Asked Questions