UK employer guide · October 2026
Detailed guidance on UK right-to-work checks, share codes, manual checks, follow-up checks, evidence retention and 2026 changes to working arrangements.
This in-depth guide is written for UK employers researching uk right to work checks employer guide. It explains the practical process, the key compliance risks and the official resources to check before acting. Immigration law and Home Office guidance change, so treat the linked official sources as the current reference point for the individual case, not as a substitute for case-specific advice.
Quick summary
- Define the genuine job and check the current UK rules before promising sponsorship.
- Use official GOV.UK occupation, salary, sponsor and right-to-work guidance for the actual case.
- Keep the contract, job description, occupation code, sponsorship record and real work consistent.
- Assign an accountable owner, retain evidence and track deadlines and follow-up actions.
- Re-check official guidance immediately before applying because rules, fees and procedures can change.
Who must be checked and when
Employers must complete the applicable right-to-work check before a person starts work. The check should be applied consistently and not selected based on nationality, name or appearance. The correct method depends on the person’s status and permitted evidence route. Use the latest official employer guide to right-to-work checks rather than a historic checklist.
Choose the prescribed check method
Depending on the individual, the permitted method may involve the Home Office online service, a manual document check where allowed, or an approved digital identity service for eligible people. A screenshot or photocopy is not a substitute where the rules require a prescribed online result or another specific process. Follow the current guide step by step and train anyone who conducts checks.
Online checks and share codes
Where an online check is required, the worker supplies the relevant share code and date of birth so the employer can access the Home Office service. The employer must view the result, match the photograph to the person and confirm that the permission permits the work offered. Save the result and date. A share code alone is not proof that the employer has completed the check.
Manual document checks
Where permitted, inspect the original acceptable documents in line with the current guidance, confirm the person is the rightful holder and review relevant dates or restrictions. Retain the prescribed copies and record the date. If the documents do not fit the permitted route or the case is unclear, use the official verification process rather than improvising.
Repeat checks and time-limited permission
Some workers need follow-up checks because their permission is time-limited. Track the required date centrally and assign an owner. Do not assume that a check completed once proves indefinite permission. If the worker’s status changes or a new result includes restrictions, review the person's entitlement to do the actual job and follow the official process.
October 2026 changes and contractors
The Home Office updated guidance in 2026 on the scope of right-to-work checks for certain working arrangements commencing from 1 October 2026, including some workers under a worker’s contract, individual subcontractors and online matching services. The precise application depends on the arrangement and current rules. Do not assume that calling someone self-employed automatically removes obligations. Read the latest official guide before changing contractor onboarding.
Sponsored workers and statutory excuse
Sponsors also have duties relating to right-to-work checks for sponsored workers, and the check must align with the work and permission. A correctly completed check can establish a statutory excuse against a civil penalty, but only if the prescribed method and evidence requirements are followed. Maintain a record of the check and any follow-up date.
Avoid discrimination and poor record keeping
Apply the process consistently, explain it neutrally and refer unusual cases to HR. Keep evidence of the prescribed check rather than informal notes about a person's identity. Do not let a manager make assumptions based on accent or passport nationality. Audit a sample of records and update training whenever the Home Office changes the guidance.
If permission is restricted or unclear
Do not allow a person to perform work they are not permitted to do. Check restrictions on employer, role, hours or type of work and use the applicable official verification process if a case is pending or unclear. Do not guess based on an expired card, a verbal explanation or a document from an unrelated application.
Right-to-work audit checklist
Before the start date, use the correct method, verify identity and work permission, review restrictions, save the result, record the date and set follow-up reminders. Review contractors and other arrangements against the October 2026 guidance. Keep evidence accessible and audit the process regularly.
Practical employer checklist
- Name a process owner and backup.
- Save the official guidance links and the date of the check.
- Keep the role, salary, contract and sponsorship records consistent.
- Track evidence, deadlines, dependencies and decisions in one case record.
- Complete required right-to-work checks before work starts and retain evidence.
- Schedule post-hire reviews and recurring compliance checks.
Frequently asked questions
Is a share code enough?
No. The employer must complete the prescribed online check and retain its result.
Can every applicant use the same check method?
No. The correct method depends on status and the permitted route.
Do checks apply to contractors?
The scheme was extended to certain working arrangements from October 2026. Check the current official guidance against the facts.
When should the check be completed?
Before the person starts the relevant work.
Official resources and next steps
The following primary sources provide the authoritative starting point for UK employer sponsorship and immigration compliance. Follow the route-specific guidance and check the publication date before using a page to make a decision.
Planning an international hire?
Recruitroo helps employers coordinate international recruitment and immigration case processes. Start with the genuine role, verify current UK requirements and plan the process before committing to a start date.
Important: This guide provides general information for employers, not legal advice and not a guarantee that a specific job or worker qualifies. UK immigration rules, fees, occupation lists and Home Office guidance can change. Verify the current official requirements for the exact case and seek advice from an appropriately qualified UK immigration professional where needed.