Understanding Right to Work Checks in the UK: A Guide to Home Office Share Codes

In the UK’s increasingly stringent immigration landscape, employers must exercise due diligence when hiring non-UK nationals. A simple oversight in right to work checks can lead to severe financial and reputational consequences. Fortunately, the Home Office’s share code system offers a secure, digital solution to streamline verification while keeping businesses fully compliant with immigration laws.

A Share Code is a unique, nine-character code generated through the UK Government’s online system. It enables non-UK nationals to securely prove their immigration status to employers, landlords, or other relevant parties. Instead of handling physical documents, the code provides direct access to the individual’s verified immigration record held by UK Visas and Immigration (UKVI).

Non-UK nationals can use the service if they have:

• A Biometric Residence Permit (BRP) – valid for 18 months after the printed expiry date
• A Biometric Residence Card (BRC)
• A UKVI account linked to an eVisa (for individuals granted permission to stay in the UK for six months or longer)

This digital approach supports the Home Office’s shift toward a fully online immigration system, enhancing both security and efficiency.

To generate a Share Code, the individual must log into the official GOV.UK website using the identification details from their original visa application. They will also need access to the email address or mobile number associated with their UKVI account.

Once logged in, they can view their immigration profile and create a Share Code to provide to their employer or landlord.

Each code remains valid for 90 calendar days and may be reused multiple times during that period.

For employers, completing a right to work check using a Share Code is straightforward:

1. Obtain the individual’s Share Code and date of birth.
2. Visit the Home Office online checking service on GOV.UK.
3. Enter the details to view the individual’s immigration status.

The system will then display the person’s right to work in the UK, including any conditions or restrictions (such as limits on the type of employment or hours permitted).

Employers must ensure that:

• The photograph on the online profile matches the person being hired.
• The details and permissions are carefully reviewed for compliance.
• A record of the online check is retained either printed or saved digitally showing the employee’s photo, status, and the date the check was completed.

This record must be kept for the duration of employment and for two years after it ends.

Similarly, landlords can use the same Share Code system to confirm a prospective tenant’s right to rent in the UK. By following the same verification steps on the government website, landlords can ensure they meet their legal duties and avoid potential civil penalties.

For employers and landlords, understanding and correctly using Home Office Share Codes is not just a best practice, it’s a legal requirement. Regularly reviewing your right to work and rent procedures helps ensure compliance, protect your organisation from penalties, and demonstrate your commitment to lawful employment and housing practices.

With over 20 years of experience and a steadfast commitment to excellence, Morgan Smith Immigration is your trusted partner for all UK immigration matters. If you are ready to turn your innovative idea into a successful UK-based enterprise, contact our team today for tailored advice and end-to-end application support. For any enquiries or assistance, call us at 0203 959 3335 or email [email protected].