17 October 2026
Right to work checks for small employers: share codes and records
The steps GOV.UK sets out for employer right to work checks, the copies to keep and for how long, written for small employers hiring a handful of people.
Before someone starts work, a UK employer must check they have the right to work. If the person gives you a share code, check it on GOV.UK's online service. British and Irish citizens cannot get a share code, so check their original documents or use an identity service provider. Keep a copy of the check for the length of employment plus 2 years.
Route 1: online share code check
From GOV.UK's employer guidance:
- Ask the applicant for their share code. The online check is only possible if they give you one.
- Check their right to work on the GOV.UK online service.
- Biometric residence cards and permits are no longer accepted as documents, so ask holders for a share code instead.
Route 2: manual document check
- See the original documents with the applicant present.
- Check they are genuine, original, unchanged and belong to the person.
- Check photos and dates of birth match across documents. If names differ, ask for supporting documents such as a marriage certificate.
- For people who are not British or Irish, check the right to work has not expired, that it covers the work and hours offered, and, for students, their term and vacation dates.
What to keep
- A clear copy that cannot be changed, such as a photocopy or scan saved securely.
- For passports, the details page and the expiry page, plus any endorsements such as a visa.
- For other documents, a complete copy.
- The date you made the check.
Keep the records for the duration of employment and for 2 years after the person stops working for you, handled in line with data protection law.
Follow-up checks
If someone's right to work is time-limited, repeat the check before it expires. Put the date in your calendar when you file the first check.
If the applicant cannot show documents
Ask the Home Office to check their immigration status, and keep the Positive Verification Notice if one is issued. GOV.UK lists an Employer Enquiry helpline on 0300 790 6268.
Penalties
GOV.UK says you could face a civil penalty if you employ someone without the right to work and did not carry out a correct check.
Where this fits in hiring
Acas suggests telling applicants in the advert that you will need proof of their right to work; our job advert template includes that line. The check itself happens after you choose someone, so it should never influence the shortlist.
HireSieve screens CVs against the requirements in your advert and does not consider nationality, name or photo. A person makes every decision, and the right to work check comes later, for the person you offer the job to.
Related reading from Braivex
Multi-site employers can keep each branch's Google profile in order with our guide to Google Business Profile for multiple locations. Landlords taking on staff for an HMO portfolio may also want our HMO licensing guide.
Frequently asked questions
Can British citizens give a share code?
No. Check their original documents or use an identity service provider.
How long must I keep right to work records?
For the length of employment plus 2 years after it ends.
Are biometric residence permits still accepted?
No. GOV.UK says to ask for a share code instead.
Next step
Get to the offer stage faster with a shortlist that shows its evidence. Screen five CVs free at hiresieve.braivex.com.