Perform UK right-to-work verification using an employee's share code and record the statutory excuse

Steps

1. Collect the employee's 9-character share code and date of birth before their first day of work; share codes are generated by the employee through the UK Visas and Immigration online service.
2. Navigate to the official GOV.UK employer right-to-work checking service (the authoritative tool for this check) and enter the share code and the employee's date of birth to retrieve their immigration status and work permission details.
3. Confirm that the status displayed shows the individual has the right to work for your type of role and that any restrictions (such as maximum working hours) are compatible with the position.
4. Record the outcome of the check, the date it was performed, and retain a copy of the check result as provided by the GOV.UK service — this documentation establishes the statutory excuse against civil penalties.
5. Note the share code validity: codes are typically valid for 90 days from generation; if a hire is delayed beyond expiry, a fresh code must be requested.
6. Set a reminder for time-limited right-to-work permissions (such as pre-settled status or visa expiry dates) so that follow-up right-to-work checks are conducted before the permission lapses.