How to approach right-to-work checks with the correct method, records, repeat checks and clear HR responsibilities.

Check before employment begins

Employers are responsible for establishing an individual’s right to work using a permitted checking method. The correct method depends on the person’s immigration and identity evidence.

• Use an approved check method

• Retain the required evidence and date

• Track follow-up checks where the guidance requires them

A visual check of the wrong document, or reliance on a screenshot that is not acceptable under the guidance, may not establish the required protection against a civil penalty.

Online and document checks

The Home Office provides online checking services for relevant statuses and publishes guidance on acceptable manual documents and other permitted methods.

Use the appropriate official process rather than relying on informal assurances from an applicant.

Keep evidence securely

Retain a record of how and when the check was completed, following Home Office requirements and data protection duties. Check names, photographs and any restrictions relevant to the work.

A consistent HR record helps prove that the organisation followed its process.

Repeat checks when required

Some employees have time-limited permission. Employers should identify where follow-up checking is required and avoid unnecessary checks for workers who have a continuous right to work.

Make the process consistent and non-discriminatory across applicants. Immigration compliance should not create unfair hiring decisions.

Next steps

Explore a related service below, or book a consultation to discuss your own case.

Official guidance: Home Office employer guide

Explore service: Right to Work Check Audit

Explore service: Follow-up Right to Work Checks

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