Right to Work Share Code: Complete Guide for 2025

Ensuring every employee has the legal right to work in the UK is a legal requirement for all businesses. Since 2022, the UK government has relied heavily on the Right to Work share code system to simplify digital checks for migrant workers.

Whether you are:

• a job applicant proving your immigration status, or
• an employer trying to stay compliant with right to work check rules,

understanding how the share code works is essential.

This guide covers:

• What a Right to Work share code is
• Who needs one
• How to generate a share code
• How employers can verify it
• Alternatives if no code is available
• Penalties for non-compliance
• Best practices for HR teams

We’ll also show how Borderless helps organisations simplify compliance and protect their sponsor licence.

What is a Right to Work Share Code?

A Right to Work share code is a unique 9-character alphanumeric code issued by the UK Home Office. It allows employers to digitally check a worker’s immigration status through the government’s online service.

Instead of showing physical documents (like a Biometric Residence Permit (BRP)), the worker provides:

• their share code (starting with “W”), and
• their date of birth.

The employer then uses these details to confirm work eligibility.

Key facts:

• Codes are valid for 90 days.
• They can be generated as many times as needed.
• Each code is purpose-specific: “W” = Work, “R” = Rent, “S” = Status.

Who Needs a Right to Work Share Code?

A share code is required mainly by individuals with digital immigration status.

You need one if you are:

• An EU, EEA, or Swiss citizen with settled or pre-settled status.
• A visa holder (e.g. skilled worker visa, health and care worker visa, seasonal worker visa).
• Someone with a BRP, BRC, or Frontier Worker Permit.
• A person with refugee status or indefinite leave to remain in digital form.

You do not need a share code if you are:

• A British or Irish citizen.
• Someone proving their right to work with a valid passport, or birth certificate + NI document.

How to Get a Right to Work Share Code

To generate your code, you’ll need one of the following:

• UKVI account details
• BRP, BRC, passport, or national ID card
• Date of birth

Step-by-Step Process:

1. Go to GOV.UK: Prove your right to work.
2. Log in with your UKVI account.
3. Select Prove your right to work.
4. Confirm your details and generate the code.
5. You’ll receive a 9-character code (starting with “W”).
6. Share it with your employer alongside your date of birth.

How Employers Can Check a Right to Work Share Code

Employers must carry out a Right to Work check before employment begins.

Steps:

1. Visit GOV.UK: View a job applicant’s right to work details.
2. Enter the share code + date of birth.
3. Review the worker’s status:
   • Permission type
   • Expiry date
   • Any work restrictions
4. Record the check (screenshot or PDF) and store securely for the employment period + 2 years.

💡 Employers using the sponsor management system (SMS) should integrate share code checks into their compliance process.

Common Issues with Share Codes

• Wrong code type: Must start with “W”.
• Expired codes: Valid for 90 days.
• Mismatched details: DOB and name must match.
• System errors: If unclear, use the Employer Checking Service.

Alternatives if No Share Code is Available

Sometimes a candidate cannot generate a code. Alternatives include:

1. Manual Right to Work Check

For British and Irish citizens using passports or birth certificates.

2. Identity Document Validation Technology (IDVT)

For British and Irish passport holders, via certified IDSPs.

3. Employer Checking Service (ECS)

For workers with pending visa applications or Home Office-held documents.
Produces a Positive Verification Notice (valid 6 months).

Penalties for Failing Right to Work Checks

Failing to check work eligibility has serious consequences:

• Civil fines: up to £60,000 per illegal worker.
• Criminal liability: up to 5 years’ prison.
• Sponsor licence revocation, suspension, or refusal of renewal.
• Business and reputational damage.

Employers must stay compliant to protect their sponsor licence.

Best Practices for Employers

• Use a centralised HR platform for share code storage.
• Re-check when visas near expiry.
• Train hiring teams on Home Office rules.
• Download our Right to Work Checklist for audit-ready compliance.

Borderless also helps you calculate government fees with our visa fees calculator.

How Borderless Helps Employers

Borderless simplifies compliance with:

• Centralised record-keeping.
• Direct integration with your SMS.
• Support for care providers, retailers, and regulated sectors.

👉 Get in touch to protect your business from compliance risks.

FAQs about the Right to Work Share Code

What is a Right to Work share code?
A 9-character code issued by the Home Office to prove a migrant worker’s eligibility to work.

How long does it last?
90 days from issue.

Can I reuse the same share code for multiple jobs?
Yes — as long as it hasn’t expired.

Do British citizens need a share code?
No, they can use a passport or birth certificate + NI.

What happens if an employer cannot verify it?
They should use the Employer Checking Service.

Is a Right to Rent code the same?
No — only codes starting with “W” are valid for employment.