Right to work share code: a guide for UK employers in 2026

A right to work share code lets an employer check a person’s immigration status through the Home Office online service. The employer needs the nine-character code and the person’s date of birth. A correct online check can establish a statutory excuse against a civil penalty, provided the employer confirms the person’s identity, checks any work restrictions and keeps evidence.

What is a Right to Work Share Code?

A right to work share code is a nine-character code generated through a person’s UK Visas and Immigration account. It gives an employer temporary access to that person’s digital immigration status.

The Home Office result can show:

• whether the person has permission to work in the UK
• when that permission expires
• the types of work they can perform
• limits on working hours or other conditions

The code does not prove a person’s identity on its own. The employer must compare the photograph shown by the online service with the person presenting themselves for work.

Share codes are part of the wider digital immigration system. As physical immigration documents have been replaced by eVisas, online checks have become the standard route for many workers with UK immigration permission.

Who can generate a share code?

People with a digital immigration status can usually generate a code through their UKVI account. This includes many people with:

• settled or pre-settled status under the EU Settlement Scheme
• indefinite leave to remain
• a Skilled Worker or other work visa
• limited leave to remain
• frontier worker status
• an outstanding EU Settlement Scheme application in certain circumstances

Most EU, EEA and Swiss citizens must use the Home Office online service unless another permitted route applies. An EU passport or national identity card alone generally does not prove a person’s right to work. Irish citizens are treated differently and can use an Irish passport or passport card.

British and Irish citizens do not normally use the Home Office share-code service. Employers can check their documents manually or use an approved digital identity service where the person has an eligible passport.

See Veremark’s step-by-step guide to UK right to work checks for the permitted routes for different applicants.

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How long does the code last?

A code is valid for 90 calendar days from the date it is generated. It can be used more than once during that period.

The code must have been generated for a right to work check. Codes created for other purposes cannot be accepted. A work code begins with the letter “W”. Codes beginning with “R” or “S” relate to other government services.

An expired code cannot be renewed by the employer. The applicant must generate a new one.

The code’s expiry date is separate from the person’s immigration permission. A code may expire after 90 days while the person continues to have a valid right to work.

How to check a worker’s status

Employers should follow a clear process.

1. Obtain the correct information

Ask the applicant for:

• their nine-character work share code
• their date of birth

The applicant may send the code directly or arrange for the Home Office service to email it to the employer.

2. Use the employer checking service

Enter the details through the employer section of the Home Office online right to work service.

Do not rely on a screenshot or status page supplied by the applicant. The employer must access the official service directly to establish a statutory excuse.

3. Check the person’s identity

Confirm that the photograph displayed by the service matches the person presenting themselves for work. This can be done in person or by live video call.

The employer remains responsible for deciding whether the record relates to the applicant. Receiving a valid result does not remove that responsibility.

4. Read the work conditions

Check that the person is permitted to perform the role being offered. Pay attention to:

• visa expiry dates
• limits on weekly working hours
• restrictions on job type
• conditions that apply to students
• any requirement for a later check

A person may have permission to work in the UK while being prohibited from doing a particular job or working the hours required.

5. Save evidence of the check

Keep a clear copy of the Home Office profile page. It should show the date on which the check was completed.

Store the evidence securely throughout the person’s employment and for two years after their employment ends. After that period, destroy it securely in line with the organisation’s retention policy.

For a wider view of the process, read Veremark’s essential guide to right to work checks.

When is a follow-up check required?

A follow-up check is needed when the employee has time-limited permission to work. The employer should complete it before the existing statutory excuse expires.

The new check may use:

• another online Home Office check
• the Employer Checking Service
• another permitted route that applies to the person’s status

Employers should record expiry dates when the first check is completed. Relying on the employee to raise the issue creates an avoidable compliance risk.

A follow-up check is generally unnecessary when the original check confirms an unlimited right to work.

Can an employer accept an expired BRP?

An expired biometric residence permit should not be accepted as proof through a manual document check.

A person may be able to use details from an expired BRP to access their UKVI account or generate a share code. The employer must still complete the check through the Home Office online service.

This distinction matters. An expired card may help the worker access their digital record, but the physical card itself does not give the employer a statutory excuse.

What happens when an online check is unavailable?

Use the Home Office Employer Checking Service where the applicant cannot provide acceptable documents or an online result and one of the permitted circumstances applies.

This may include cases involving:

• an outstanding immigration application
• an outstanding appeal or administrative review
• certain application registration cards
• technical problems with a digital immigration record

A Positive Verification Notice from the service normally provides a time-limited statutory excuse. The employer must carry out another check before that protection expires.

What are the penalties for getting the check wrong?

An employer may face a civil penalty of up to £60,000 for each illegal worker where the prescribed checks were not completed correctly.

A person who knowingly employs someone without permission to work, or has reasonable cause to believe they lack permission, may also face criminal prosecution, an unlimited fine and imprisonment.

The practical defence is a valid statutory excuse. That depends on completing the prescribed check before employment begins, retaining evidence and repeating the check when required.

Common errors include accepting the wrong type of code, failing to match the photograph, overlooking work restrictions and keeping no dated copy of the result. Veremark covers further examples in its guide to common right to work check mistakes.

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What To Do After Obtaining the Share Code from the Candidate?

The applicant may give you the share code directly or use an email service to send it to you. Once you have it, you can proceed to the Right to Work Service.gov.uk and enter the share code along with the applicant’s date of birth. 

This will direct you to the page showing the candidate’s photo and right to work details.

Below the right to work status are listed instructions on how to avoid penalty (gain statutory excuse) should you decide to employ the person. Here’s an example of the list of instructions:

If you employ this person

To avoid penalty you must:

• Check this looks like the person you meet face-to-face 
• Keep a secure copy of this online check (either electronically or in hard copy) for the duration of the employment and for two years after
• Get and keep details of their academic term and vacation times
• Do this check again when their visa expires on 19  November 2023 

In other words, viewing the right to work status is not enough to gain a statutory excuse. In general, you must still do the following:

• Check if the person in the photo is indeed the candidate you are considering to hire, which means that information truly relates to them. 
• Retain the evidence of the check (download the page or make a physical copy) and store it securely for the duration of the employment and for two years after. 
• Follow additional instructions as listed in the status page 

If ever you know or have reasonable grounds to believe that the person doesn’t have the right to work, and you employ them anyway, remember that you may be found guilty of a criminal offence. 

Advantages and Challenges of Right to Work Share Code for Employers

The Right to Work Share Code system, introduced by the UK government, has significantly streamlined the verification process for employers. However, like any system, it comes with its own set of advantages and challenges. 

Advantages:

• Efficiency in Right to Work Verification: The share code allows employers to quickly access an employee's right to work information online, significantly reducing the time spent on manual document checks.
• Reduced Risk of Fraud: As the details are provided directly by the Home Office, the risk of accepting forged documents is greatly minimised.
• Up-to-Date Information: Employers access the most current information about an employee’s right to work status, which is especially beneficial in cases where immigration statuses might change.

Disadvantages

• Limited Applicability: Not all employees can generate a UK share code. This requires employers to still maintain familiarity with and processes for physical document checks. 
• Limited Understanding: While the right to work share code system is quite straightforward, many employees - particularly those who aren’t a confident English-speaker - may struggle with slightly different wordings which point to the same thing (eg. demonstrate right to work, get a share code)
• Risk of Complacency:  Employers may become complacent with share codes, mistakenly believing that viewing right to work status is sufficient, when in fact, additional verification steps are necessary to fully establish right to work and secure statutory excuse.

Alternative Methods for Right to Work Checks Beyond Share Codes

As mentioned earlier, not all applicants can generate the right to work share code. Besides using a share code, the Home Office also permits the following methods: 

• A right to work check using IDVT via the services of Veremark
• A Manual right to work check 

Right to Work Check Using IDVT

Identity Document Validation Technology (IDVT) is an option to check the right to work of a British or Irish citizen who holds a valid passport. An Identity Service Provider, such as Veremark, then takes charge of verifying the documents to prove the individual’s right to work. 

Note however, that you shouldn’t treat those who don’t hold a valid passport or those who don’t wish to get their documents verified by an IDSP less favourably. 

Manual Right to Work Checks 

For manual right to work check, here are the documents you need to physically verify:

Helping Candidates: Step by Step Guide on How to Generate the Share Code

If your candidate needs help generating their right to work share code, you may share with them the following information:

• The website where they can view their immigration and work status and generate a share code: https://www.gov.uk/view-prove-immigration-status 
• Things they need to prepare:some text
  • Their passport, national identity card, or biometric residence card or permit
  • The mobile number and email address they used to create a UKVI Account (a security code will be sent in one of these)
  • Their date of birth 
• The validity of their share code - it’s only good for 90 days. 
• The steps in getting a share code.  They are outlined in the website and involve choosing their ID document, inputting its number, entering their date of birth, choosing how to receive their security code and receiving it, viewing their status, and finally, getting the share code. 

Here’s an easy to follow flow chart you may share with them:

Remind candidates that choosing the correct reason (To prove my right to work) is important to generate the share code correctly. Employers won’t be able to use a share code to check the right to work if it was generated for another purpose. 

Of course, inform candidates that you also need their date of birth to conduct the online right to work check. 

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Frequently asked questions

Can an employer check a share code without a date of birth?

No. The employer needs both the code and the person’s date of birth to access the Home Office result.

Can a share code be used by several employers?

Yes. The same valid code can be used more than once during its 90-day validity period.

Does a share code beginning with “S” prove permission to work?

No. Employers need a work code beginning with “W”. Codes generated for other services cannot be used for a right to work check.

Is a screenshot from the applicant enough?

No. The employer must conduct the check through the employer section of the official Home Office service.

Does a right to work share code remove the need to check identity?

No. The employer must confirm that the photograph and personal details shown by the service relate to the person being hired.

How long must employers keep the result?

Keep the dated result throughout employment and for two years after the employment ends.

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Partnering with Veremark to Prove a Candidate’s Right to Work 

In the UK, employers looking to further streamline the verification of a candidate's right to work can partner with Veremark, an expert in facilitating various compliance checks. 

Veremark offers Right to Work Check Services such as Passport checks, ID validation, and Imposter checks, ensuring that each candidate's identity is accurately verified. Additionally, Veremark handles all necessary consent procedures and conducts manual checks in strict adherence to the General Data Protection Regulation (GDPR). 

This comprehensive approach not only simplifies the hiring process but also ensures that all data handling is fully compliant with legal standards.

Conclusion

A right to work share code is a digital confirmation used by employers in the UK to verify a candidate’s eligibility to work. It streamlines the process by providing quick and direct access to the necessary immigration status information through a secure online system. However, while a UK share code offers efficiency, they also present challenges such as reliance on digital access and limited applicability. 

As conducting right to work checks is the legal obligation for employers, it's crucial that they exercise thorough due diligence. Beyond using share codes, manual document checks, and ID Verification Technology (IDVT), employers can also collaborate with reputable background screening companies. This partnership ensures comprehensive right to work verification and confirms that candidates are indeed authorised to work in the UK, safeguarding the employer against legal repercussions and fostering a compliant workplace environment.

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