Right to Work Share Code: Complete Guide for 2025

As of 2025, the UK government has made it easier than ever for non-British citizens to prove their right to work—thanks to the Right to Work share code system. Whether you’re a migrant worker trying to start a new job, or an employer managing compliance, understanding how share codes work is essential to avoiding delays and legal issues.

In this guide, we explain what a Right to Work share code is, who needs one, how to get it, how employers can use it to stay compliant with Home Office rules, and what to do if a share code isn’t available. We also explore penalties for non-compliance, real-world use cases, and how Borderless helps organisations streamline this process.

What is a Right to Work Share Code?

A Right to Work share code is a unique, 9-character alphanumeric code generated by the UK Home Office. It enables employers to digitally verify a non-UK citizen’s immigration status through the Home Office’s online checking service.

Rather than supplying physical documents like a Biometric Residence Permit (BRP) or visa stamp, the individual provides this code—along with their date of birth—to confirm their right to work.

The share code is valid for 90 days from the date of issue and can be generated as many times as needed. It streamlines the verification process and reduces the chance of document fraud or errors.

Who Needs a Share Code to Prove Their Right to Work?

Share codes are primarily used by:

• EU, EEA or Swiss nationals with settled or pre-settled status under the EU Settlement Scheme
• Individuals with digital immigration status (eVisa)
• Visa holders, including Skilled Worker visa and Health and Care Worker visa holders
• Those with a Biometric Residence Permit (BRP), Biometric Residence Card (BRC), or Frontier Worker Permit

You do NOT need a share code if you are:

• A British or Irish citizen
• Someone with proof of right to work using a valid UK or Irish passport or birth certificate and National Insurance document

However, all others with digital immigration status must use a share code to prove their right to work.

How to Get a Right to Work Share Code

You can obtain a share code by visiting the GOV.UK Prove your right to work page. Here’s what you’ll need:

• Access to your UK Visas and Immigration (UKVI) account
• Your BRP, BRC, passport, or national ID card
• Your date of birth

Step-by-Step Process:

1. Log in using your details on the GOV.UK website
2. Follow the on-screen prompts to prove your status
3. Generate your unique share code
4. Share the code and your date of birth with your employer

Employers then use this code to verify your work eligibility.

What You’ll See:

Once the code is generated, you’ll receive a 9-character alphanumeric code that begins with the letter "W" (specific to Right to Work). Codes that begin with "R" or "S" are for other purposes (Right to Rent or View Status) and should not be used for employment.

How Employers Can Verify a Share Code

Employers must complete the verification process before a worker starts employment.

How to Verify:

1. Go to the GOV.UK View a job applicant's right to work details
2. Enter the employee's share code and date of birth
3. View the applicant’s status, including:
   • Type of permission to work
   • Expiry date
   • Any work restrictions (e.g. hours per week)

Record-Keeping:

Employers are legally required to:

• Save a copy of the results
• Retain it securely for the duration of employment plus two years

Acceptable formats include a digital screenshot or PDF saved to a secure HR platform or file system.

Common Issues When Using Share Codes

• Incorrect code type: Make sure the code starts with "W"
• Expired code: Codes are valid for 90 days; request a new one if expired
• Mismatched information: Ensure the name and date of birth match the individual’s documents

If a share code doesn't work or the employer is unsure of the result, they may use the Employer Checking Service as a backup.

Alternatives to Share Codes

If a share code is unavailable or inappropriate, employers may:

1. Conduct a Manual Right to Work Check

Accepted for:

• British or Irish citizens
• Those with physical documents proving permanent residency

Employers must:

• See original documents
• Check photos and names match
• Retain a copy (in-person or live video permitted)

2. Use Identity Document Validation Technology (IDVT)

Available for British and Irish passport holders, IDVT lets employers digitally verify identity via certified Identity Service Providers (IDSPs).

3. Use the Employer Checking Service (ECS)

Used when:

• A person has an outstanding visa application
• Their documents are with the Home Office
• They have a Certificate of Application

The ECS can issue a Positive Verification Notice (PVN), valid for 6 months.

Employer Penalties for Non-Compliance

The consequences of failing to check Right to Work status include:

• Civil penalties: Up to £60,000 per illegal worker
• Criminal charges: Including up to 5 years in prison
• Sponsor licence revocation, suspension, or refusal of renewal
• Reputational harm and potential loss of business

To avoid these risks, employers must:

• Conduct a check before employment begins
• Keep accurate, secure records
• Re-check documents when visa expiry is near
• Use a sponsor management system (SMS) to track sponsored workers’ statuses

Best Practices for Employers

• Use a centralised HR platform to manage share code verification and document retention
• Stay updated on Home Office rules through official channels
• Train hiring managers on digital Right to Work processes
• Download our Right to Work Check Checklist to ensure nothing gets missed

This checklist helps your HR team:

• Avoid fines and administrative errors
• Keep clear audit trails
• Follow legal obligations step-by-step

How Borderless Can Help

At Borderless, we simplify Right to Work compliance for UK employers with:

• Automated share code reminders
• Centralised recordkeeping and audit-ready documentation
• Direct SMS integration
• Support for sponsored workers and visa tracking

We support care providers, retailers, and other regulated sectors where compliance is critical.

Contact us to learn how we can reduce your admin load and protect your business.

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