Get 30 Days FREE When You Sign Up Today
Click Here To Get Started
Contact UsBook Online Demo
HR
Blog
The Employer’s Guide to Right to Work Checks in the UK
Return to blog
Free Intro Call
Return to blog
Free Intro Call

How to stay compliant, avoid fines, and onboard faster.

Hiring in the UK doesn’t just mean finding the right person for the job – it also means proving they’re legally allowed to work.

Fail to do this correctly and your business could face severe financial penalties, reputational damage, or even criminal sanctions. Get it right, and you gain what’s known as a statutory excuse, protecting you if an issue arises later.

Here’s a clear, practical guide to doing right to work checks the right way – without slowing down your hiring process.

Why Right to Work Checks Matter

Under UK law, all employers must verify that every new hire or worker has the legal right to work before employment begins.

A compliant check:

  • Protects your business from fines and legal action
  • Demonstrates due diligence if challenged
  • Creates a smoother, more professional onboarding experience

A poor or incomplete check? That’s where risk creeps in.

The 3 Approved Ways to Carry Out a Right to Work Check

UK law allows employers to use one of three methods. Choosing the correct route is essential.

  1. Manual Document Check

  2. Digital Identity Check (IDVT)

  3. Online Right to Work Check (Gov.uk)

Let’s break these down.

  1. Manual Right to Work Checks

This is the traditional method – but it must be done precisely.

What you must do:

  • Ask the candidate to present original documents
  • Scans or photocopies are not acceptable
  • Documents must come from the official List A or List B (on Gov.uk) 

Common examples:

  • UK or Irish passport
  • Other Home Office-approved documents depending on status

What you need to check:

  • Documents are genuine and unexpired
  • The photo matches the person
  • Date of birth is consistent
  • Any work restrictions are compatible with the role

Important: The right to reside does NOT automatically mean the right to work.

Record keeping:

  • Take clear copies of documents (front and relevant pages)
  • Record the date of the check
  • Confirm a statutory excuse has been established
  • Store everything securely

If the individual has time-limited permission, you must diarise a follow-up check before it expires.

  1. Digital Identity Checks (IDVT)

For eligible individuals with a UK or Irish passport, employers can now use an Identity Service Provider (IDSP).

Why employers choose IDVT:

  • Faster than manual checks
  • Reduced human error
  • Secure digital verification
  • Ideal for remote or high-volume hiring

An approved IDSP verifies the identity and confirms eligibility – giving you confidence and compliance without the paperwork burden.

  1. Online Right to Work Checks (Gov.uk)

If a candidate has a digital immigration status – such as:

  • An e-visa
  • Settled or pre-settled status

The online check is the ONLY valid method. 

How it works:

  • Candidate provides a share code and date of birth
  • You enter this into the official Home Office service on Gov.uk
  • Within seconds, you receive confirmation – completely free

The result includes a photo, which you must match to the individual (in person or via video call).

Don’t forget to:

  • Save and retain the check result
  • Record the date the check was completed

Where Employers Commonly Go Wrong

Right to work checks can feel complex – especially when:

  • Nationalities differ
  • Work permissions are restricted
  • Rights expire at different times

Common mistakes include:

  • Using the wrong checking route
  • Accepting scanned documents
  • Missing follow-up checks
  • Poor record keeping

And remember: checks must be completed before work starts.

 The Smarter Way to Stay Compliant

If this feels like a lot to manage – especially alongside recruitment, onboarding, and HR admin – you’re not alone.

That’s why many employers use automated onboarding solutions that:

  • Guide you to the correct check every time
  • Integrate digital identity verification
  • Securely store evidence
  • Flag upcoming expiries automatically

HR Software like HRoes, with built-in onboarding and access to trusted ID verification services, helps businesses:

  • Reduce compliance risk
  • Save time
  • Hire faster and more confidently

Right to Work Checks Don’t Need to Be Stressful

With the right process (and the right tools), you can:

  • Stay fully compliant
  • Reduce the risk of costly claims
  • Deliver a seamless candidate experience

If you want to remove admin, reduce risk, and simplify onboarding, it may be time to move beyond manual checks and spreadsheets – and let automation do the heavy lifting with our HR software. Book a free demo here!

Menu