A right to work check can vary in time depending on the type of check being conducted. An online check using a share code typically takes just a few minutes, as it involves accessing the government’s verification service and quickly retrieving the employee’s status. A manual document check can take longer, as it requires verifying physical documents in person.

Three steps of a manual right to work check are as follows

1. Request original documents – Ask the employee to provide original documents from List A or List B of acceptable documents.
2. Verify validity in person – You must check that the documents are genuine and that the person presenting them is the prospective employee or employee, the rightful holder and allowed to do the type of work you are offering.
   • Do the photographs match across all documents and with the individual presenting themselves for work?
   • Are the dates of birth correct and consistent throughout the documents?
   • If applicable, are the expiry dates for time-limited permission to stay in the UK still valid and in the future?
   • Have you checked for any work restrictions to confirm the individual can work for you and perform the role offered? For students with limited permission to work during term time, have you obtained, copied, and kept records of their academic term and vacation dates for the duration of their employment in the UK?
   • Have you taken all reasonable steps to verify that the document is genuine, untampered, and belongs to the individual?
   • Have you reviewed the reasons for any name discrepancies across documents (e.g., marriage certificate, divorce decree, deed poll), and retained copies of any supporting documents?
3. Copy and retain – Make clear copies of the documents in a format that cannot be manually altered, record the date of the check. You must copy and keep the following:

For passports:

• Any pages showing the document’s expiry date, holder’s nationality, date of birth, signature, immigration permission, expiry date, biometric details, and photograph.
• Any pages indicating the holder’s right to enter or remain in the UK (e.g., visa or entry stamp) and their eligibility to perform the work offered.
• The front cover does not need to be copied.

For all other documents:

• • The entire document.
  • Both sides of an immigration status document.
  • Both sides of an Application Registration Card.

Retain these copies securely for the duration of worker’s employment and for two years afterwards. The copy must then be destroyed.

For more information, visit the gov.uk website.

For support with conducting right to work checks, please get in touch with our specialist team.