Right to Work (RTW) Policy

Last Updated: 29/04/2025

Next Review Date : 29/04/26

1. Purpose

This policy outlines the Company’s approach to ensuring compliance with UK immigration legislation by carrying out statutory Right to Work (RTW) checks.

The purpose is to prevent illegal working, protect the Company from penalties, and ensure all employees are eligible to work in the UK.

2. Scope

This policy applies to:

• All employees (permanent, temporary, placement or fixed-term), 

• Contractors and agency staff engaged directly by the Company, 

• Any individual whose Right to Work is subject to time-limited permission.

3. Responsibilities

• Hiring Managers must ensure RTW checks are completed before an individual begins work.

• Managers are responsible for storing records securely and monitoring any follow-up checks.

• Employees must provide valid, genuine documentation proving their Right to Work.

4. Right to Work Check Process

Timing of checks

• All RTW checks must be carried out before employment begins.

• No employee may commence work without a valid check.

Acceptable documents

• Only documents from the Home OƯice’s oƯicial list of acceptable documents will be

accepted.

• Examples include:

           o A valid UK or Irish passport,

           o A biometric residence permit (BRP),

           o A share code for an online check,

           o A UK birth or adoption certificate plus proof of National Insurance number.

Verification and records

• Documents must be checked in the presence of the individual (either in person or via live video link).

• A clear scan of each document must be taken and securely stored.

• Where documents are scanned and uploaded directly to the system, the act of scanning by the checker will be taken as confirmation that the original was verified.

• Each record must include the checker’s name and the date of the check (recorded digitally, e.g. in file name or notes).

• For Home OƯice online checks (using a share code), the confirmation page must be downloaded or saved as evidence.

Follow-up checks

• Where an employee has time-limited permission to work, a follow-up check must be carried out before the expiry date.

• If valid documentation is not provided by this time, the individual may not continue working until eligibility is re-confirmed.

5. Data Protection

All RTW documentation will be handled in accordance with the Company’s Data Protection Policy and GDPR.

Copies will be stored securely and retained for the duration of employment plus the required statutory period, after which they will be securely destroyed.

6. Review

This policy will be reviewed annually or sooner if required by changes in legislation.

Appendix A – Acceptable Documents

The following is a summary of documents accepted under Home Office guidance: 

List A – Continuous right to work (no follow-up needed)

• A valid UK or Irish passport.

• A passport showing the holder is a British citizen or citizen of the UK & Colonies with right of abode.

• A current document showing permanent residence, indefinite leave to remain, or settled status.

• A UK birth or adoption certificate with proof of National Insurance number.

List B – Time-limited right to work (follow-up checks required) 

Group 1 (follow-up when permission expires):

• A valid biometric residence permit (BRP) showing limited leave to remain.

• A current immigration status document issued by the Home Office with proof of NI number.

• A valid passport endorsed with time-limited leave to enter or remain. 

Group 2 (6-month follow-up required):

• A positive verification notice issued by the Home OƯice Employer Checking Service.

Important:

This appendix provides only a summary of commonly accepted documents. Managers must always refer to the oƯicial Home OƯice guidance before completing a check.

The most up-to-date list of acceptable documents is available at Gov.UK – Employers’ right to work checklist.