Employers across the United Kingdom must verify that every new worker has the legal right to work before employment begins. The share code system provides a digital pathway for confirming immigration status without requiring sensitive documents to change hands. Understanding how this process works protects both employers and employees while maintaining compliance with Home Office requirements.
This guide walks through the complete employer verification workflow, from requesting a share code to recording the check for your records. Whether you are hiring someone with settled status, a biometric residence permit, or another form of digital immigration documentation, the share code check delivers a standardised and secure method for establishing eligibility.
How do employers check a right to work share code?
The verification process follows a clear sequence that any employer can complete using the official government service. You will need the worker’s share code and their date of birth before you can begin the check. The system then displays the individual’s current immigration status, work permissions, and any restrictions that apply.
Only the official gov.uk checking service constitutes a valid right to work check. Screenshots, photographs of screens, or emails from workers do not meet legal requirements. You must enter the code directly into the system yourself.
Digital code for UK right to work proof
Non-UK/Irish citizens with work authorisation
Enter code plus date on gov.uk tool
Legal compliance for all hiring decisions
- The share code is a unique 9-character alphanumeric identifier generated by the worker
- Verification must occur within one working day of receiving the code from the employee
- The checking service displays work permissions including full-time, part-time, or restricted hours
- Validity periods shown indicate when follow-up checks become necessary
- Current photographs allow you to confirm identity matches on the worker’s first day
- PDF evidence of the check must be downloaded and stored immediately after verification
- Employers face significant financial penalties for employing workers without verified eligibility
| Aspect | Details |
|---|---|
| Code validity | 90 days from date of issue |
| Required information | 9-character share code plus date of birth |
| Who can use | Employers verifying non-UK/Irish applicants |
| Covers | eVisa holders, settled status, BRP holders |
| Official service URL | gov.uk/view-right-to-work |
| Record keeping | PDF file with worker name, check date, verifier name |
Step-by-step verification workflow
The employer verification process begins when you request the share code from a job applicant. This request should come in writing, ideally at the point when you sign a job offer or earlier if the offer remains conditional on immigration status. Once you receive the code, you have one working day to complete the check through the official service.
When you access the government checking service, you will enter the 9-character code exactly as provided, along with the worker’s date of birth. The system then returns detailed information about the individual’s right to work, including any conditions attached to their immigration status. After reviewing the results, you must download the PDF evidence and store it securely for future reference.
What happens after the check
Following a successful check, you must still complete an in-person identity verification on the worker’s first day. This involves comparing the worker’s appearance to the photograph displayed in the system results. If the photograph does not match the person standing before you, you must not proceed and should contact the Home Office immediately.
All verification records must be stored as PDF files with clear naming conventions. Include the worker’s full name, the date of the check, and the name of the person who performed the verification. These records remain important for audit purposes and must be retained throughout the employee’s tenure and for an additional period afterwards.
What is a right to work share code?
A right to work share code is a 9-character alphanumeric identifier that employees generate through their UK Visas and Immigration account. This code allows workers to prove their immigration status to employers without physically handing over sensitive documents such as passports or biometric residence permits.
The system emerged as part of the UK’s transition to digital immigration status following Brexit and the expansion of the EU Settlement Scheme. Instead of carrying physical documents that could be lost or stolen, individuals with digital immigration records can now share their status instantly with any employer who needs to verify their right to work.
Who needs a share code
Not every worker requires a share code. UK and Irish citizens with valid passports do not need one. Employers verify these individuals by checking the original document and keeping a copy on file, following the same process that has applied for years.
Share codes become necessary when hiring workers who fall into one of these categories:
- Non-British or non-Irish citizens holding a work visa
- Individuals with a Biometric Residence Permit
- Those with digital immigration status including EEA and Swiss nationals with settled status
- British, Irish, or Commonwealth citizens holding a digital certificate of entitlement proving right of abode
A share code cannot be used if the individual’s certificate of entitlement appears as a vignette sticker in their passport. In such cases, employers must check the physical document directly rather than using the online verification service.
The shift to digital immigration status
The introduction of share codes reflects a broader movement towards digital immigration documentation in the United Kingdom. The Home Office now records immigration status digitally rather than relying solely on physical documents like the older biometric residence permits. Workers with eVisas or settled status through the EU Settlement Scheme can access their records through the UKVI account and generate share codes whenever they need to prove their eligibility.
How to get a share code for proving right to work
Workers generate share codes through their UKVI account if they meet certain prerequisites. They must either hold a biometric residence permit that remains valid for up to 18 months after its expiry date, or they must have an existing UKVI account established through previous visa applications, the EU Settlement Scheme, or the UK Immigration ID Check app.
The generation process involves several stages. First, account holders must verify their identity through SMS codes, email links, security questions, or document reference numbers. Once logged in, they navigate to the section labelled “Prove your right to work to an employer” and review their current personal details including address, contact information, and passport details. After confirming everything remains accurate, they click “Generate share code” to create their unique identifier.
Share codes remain valid for 90 days from the date of issue. Once expired, workers must generate a new code before providing it to employers. A code generated for right to rent checks cannot be reused for right to work purposes, and vice versa. Each check type requires its own fresh share code.
Workers can access the share code generation service through the official gov.uk portal. They do not need to visit a government office or make an appointment. The entire process completes online within minutes, provided they have access to their UKVI account and can verify their identity through the available authentication methods.
Requirements for generating a share code
To generate a share code, workers need an active UKVI account and one of the following immigration documents or statuses recorded in that account:
- A biometric residence permit currently valid or expired within the last 18 months
- Settled or pre-settled status under the EU Settlement Scheme
- An existing digital immigration record showing work authorisation
- A certificate of entitlement recorded digitally rather than as a passport vignette
Workers who do not have a UKVI account or who cannot access their existing account may need to create a new one or recover access before they can generate share codes. The Home Office provides recovery options through security questions and document references, though the process may take several days if additional verification becomes necessary.
How to check immigration status using a share code
Employers use the share code to access detailed information about a worker’s immigration status. The checking service at gov.uk displays multiple data points that help you determine whether someone can legally work for you and under what conditions.
Information displayed during verification
When you successfully enter a share code and date of birth, the system returns a comprehensive response. This includes the worker’s permissions indicating whether they can work full-time, part-time, or only during specific hours. The results also show validity periods that tell you when you need to conduct a follow-up check, as some immigration statuses require periodic re-verification.
The display includes any employment restrictions or conditions attached to the worker’s status. For example, some visa holders may only work for licensed sponsors or may be prohibited from certain types of employment. The system also presents a current photograph of the worker that you must compare against their physical appearance on their first day.
Share code validity for settled status holders
EEA and Swiss nationals who applied to the EU Settlement Scheme and received settled status can generate share codes through their UKVI account. Their status grants them the right to work in the United Kingdom without any additional requirements, though employers must still complete the share code verification to document their compliance.
Settled status holders receive the same share code generation rights as other digital immigration status holders. Their codes function identically and provide employers with the same level of verification detail. The system confirms their unlimited right to work without time restrictions, provided their settled status remains active.
eVisa share codes and work authorisation
Workers with eVisa status, meaning their immigration record exists entirely in digital form without a physical biometric residence permit, generate share codes from their online UKVI account. Their codes function in exactly the same way as those generated by BRP holders, and employers receive the same verification information when completing checks.
eVisa holders represent an increasing proportion of the workforce as the Home Office continues its transition to fully digital immigration records. By 2025, physical documents like BRPs will no longer be issued to most immigrants, making share code verification the primary method for establishing work authorisation. The Home Office provides ongoing guidance for employers adapting to this digital-first approach.
Share code verification timeline
Understanding the sequence of actions helps employers plan their hiring processes efficiently. Each step carries specific deadlines and requirements that affect when you can finalise employment arrangements. For more details on this new system, you can Watch Teachers British TV series online.
- Job offer made — Employer requests share code from candidate in writing at this stage if possible
- Share code received — Worker generates code and provides it along with their date of birth
- Verification initiated — Employer accesses the checking service within one working day of receiving the code
- Results reviewed — Employer examines work permissions, restrictions, validity periods, and photograph
- PDF evidence downloaded — Verification record stored immediately with appropriate naming convention
- First day identity check — Physical appearance compared against system photograph before employment begins
- Records retained — Documentation kept throughout employment and beyond for audit compliance
Requesting the share code early in your hiring process prevents delays. Candidates can generate codes instantly once they have access to their UKVI account, so you can request the code alongside or even before the formal job offer letter.
Share code validity and common issues
| What is confirmed | What remains unclear or requires investigation |
|---|---|
| Current right to work status at the moment of check | Future changes to immigration status after verification |
| Work permissions and restrictions displayed on screen | Whether restrictions have changed since the code was generated |
| Photo identity confirmation via system photograph | Identity if photo quality is poor or outdated |
| Validity periods for follow-up checks | Exact timing if employee claims status has changed |
| Pass or fail result from official Home Office service | Status of codes generated for other purposes like right to rent |
If a share code check fails or returns unexpected results, employers must not proceed with hiring until the situation resolves. Contact the employer checking service helpline for guidance when you encounter codes that appear invalid, expired, or generated for different purposes. The Home Office can advise on alternative verification methods or next steps depending on the specific circumstances.
Name or date of birth discrepancies between the share code results and the person’s actual documentation require immediate investigation. Do not assume the discrepancy is minor or proceed based on verbal assurances. The employer request a check service allows you to escalate concerns and receive official clarification before making any employment decisions.
Why the share code system matters for UK employers
The share code system represents a significant change in how employers verify work eligibility. Previously, physical documents dominated the process, requiring employers to examine passports, biometric residence permits, and other papers manually. This approach created risks of document fraud and storage challenges while offering limited real-time information about changing immigration statuses.
Digital verification through share codes addresses many of these challenges. Employers receive up-to-date information directly from Home Office systems, reducing the possibility of fraudulent documents passing inspection. The process also streamlines record-keeping, as PDF records from the checking service provide clear evidence of compliance that audits can easily verify.
The shift towards digital immigration status verification aligns with broader government strategy to modernise identity management across the United Kingdom. Employers should view share code verification as a permanent feature of their hiring processes rather than a temporary measure, particularly as physical documents continue their phased replacement by digital alternatives.
Compliance implications for businesses
Failing to conduct proper right to work checks exposes employers to substantial penalties. The Home Office can issue fines of up to £20,000 per illegal worker for employers who knowingly employ individuals without the right to work. Even unintentional employment of ineligible workers can result in financial penalties, though these may be lower in cases where employers can demonstrate they followed correct procedures.
Beyond financial penalties, employers who fail to verify right to work may face criminal prosecution in serious cases of negligence or deliberate disregard for their legal obligations. Reputational damage can also affect businesses found to have employed workers illegally, particularly if media coverage highlights failures in compliance procedures.
For organisations hiring across multiple locations or employing significant numbers of workers from outside the UK and Ireland, establishing robust systems for requesting, tracking, and recording share code checks becomes essential. Many employers develop internal checklists and training programmes to ensure that all staff involved in hiring understand their responsibilities under the right to work regulations.
Understanding your sources
“The share code is valid for 90 days from the date you generate it. Once it expires you cannot use it and will need to generate a new one.”
— Citizens Advice on right to work share codes
“Only use the official gov.uk employer checking service. Screenshots, emails, or other informal documentation do not constitute valid checks.”
— Home Office Employer Guidance documentation
The information in this guide draws from official government sources including Home Office employer guidance published in June 2025, the gov.uk portal for share code generation and verification, and established advisory sources including Citizens Advice. These sources provide the authoritative foundation for understanding employer obligations and worker rights under the current right to work regulations.
Key points for employers using share code verification
Share code checks provide a secure, standardised method for verifying that workers have the legal right to work in the United Kingdom. The process requires employers to request codes from non-UK and non-Irish applicants, enter those codes into the official government service within one working day, and retain PDF evidence of every verification completed. Part time jobs in London and elsewhere follow the same verification requirements regardless of employment type or location.
Workers generate their own share codes through UKVI accounts, and these codes remain valid for 90 days. Employers must complete in-person identity verification on each worker’s first day using the photograph displayed during the online check. Any discrepancies in name, date of birth, or physical appearance require immediate investigation before employment can proceed.
The share code system continues to expand as digital immigration status replaces physical documents across the UK workforce. Employers who establish efficient procedures for requesting, processing, and recording share code checks position themselves well for ongoing compliance with right to work regulations.
Frequently asked questions
What happens if a share code check fails or returns invalid results?
If a share code check fails, do not proceed with hiring until you resolve the issue. Contact the Home Office employer checking service helpline for guidance. The worker may need to generate a new code if the previous one has expired or was created for a different purpose such as right to rent verification.
Do settled status holders need share codes for employment?
Yes. Settled status holders must generate share codes to prove their right to work to employers. Their settled status grants them unlimited work rights, but employers still need to complete the verification process and retain records of the check for compliance purposes.
How long is a share code valid once generated?
Share codes remain valid for 90 days from the date of issue. After this period, workers must generate a new code before providing it to employers. Each code can only be used for one verification purpose and cannot be reused across different check types.
Can employers use screenshots of share code results as evidence?
No. Screenshots, photographs of screens, or any informal documentation do not constitute valid right to work checks. Employers must use the official gov.uk checking service, download the PDF evidence directly from the system, and store that file as the official record of compliance.
What should employers do if the system photo does not match the applicant?
If the photograph displayed in the verification results does not match the person standing before you on their first day, do not allow them to begin work. Contact the Home Office immediately for guidance on how to proceed and document your concerns in writing.
Are share codes required for part-time and temporary workers?
Yes. All workers regardless of employment type, hours, or contract duration require right to work verification. The share code system applies equally to full-time employees, part-time workers, temporary staff, and contractors who work in the United Kingdom.
What records must employers keep after completing a share code check?
Employers must store PDF evidence of each verification immediately after completing the check. Files should include the worker’s name, the date of the check, and the name of the person who performed the verification. These records must be retained throughout employment and for an appropriate period afterwards to satisfy audit requirements.
Do UK and Irish citizens need share codes?
No. UK and Irish citizens with valid passports do not need share codes. Employers verify these workers by checking their original passport and keeping a copy on file, following the document-based verification process that has applied for years.
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Joseph Lang is Managing Editor at UKBullet.uk, running the daily news list and publishing schedule.