UK Share Code: What It Is & How to Check 2026

Section A: What is a Share Code?

A share code is a unique, government-issued alphanumeric code that gives controlled access to a person’s current immigration status held on the Home Office system. It sits at the centre of the UK’s shift to a digital immigration system, allowing third parties such as employers, landlords and letting agents to view live status information through the official online checking services. When used correctly, the code links directly to the individual’s UKVI record and shows who they are, what type of permission they hold, any conditions attached to that permission and when it expires. For work checks, it will also indicate whether there are restrictions on the kind of work that can be carried out.

The share code itself is not proof of status. It is the key that unlocks the official Home Office record when entered into the correct GOV.UK checking portal along with the individual’s date of birth. A compliant check relies on the result page produced by the system, not on the code in isolation or on a screenshot supplied by the individual. Employers and landlords are expected to run the check themselves, verify that the photograph and biographical details match the person in front of them and keep a clear copy of the result page as evidence. Where those steps are followed, the check helps to establish a statutory excuse against a civil penalty for illegal working or unlawful renting.

Share codes play a particularly important role as physical documents are phased out and more people rely on eVisas and other digital statuses. Many EU, EEA and Swiss nationals with settled or pre settled status under the EU Settlement Scheme, and an increasing number of visa holders, no longer hold a Biometric Residence Permit or vignette that can be presented for copying. Instead, they log into their UKVI account, generate a nine character share code and provide it to the organisation that needs to complete a check. The code is usually valid for 90 days and can be reused during that period for the specific purpose it was created for, such as right to work or right to rent.

There is also a clear separation between different types of share code. A right to work code cannot be used for a right to rent check, and vice versa, because the underlying services display different information and reflect different legal tests. Employers and landlords should therefore be clear about which check they need and ensure that the individual has generated the correct type of code before they proceed. Attempting to repurpose a code for the wrong check, or relying on informal evidence outside the official services, exposes the organisation to compliance risk.

Outside immigration, the phrase “share code” appears in a range of unrelated contexts such as gaming platforms and education software, where it simply refers to an invitation or access code. Those uses have no connection with Home Office systems and do not carry legal consequences. In the UK context, however, when people talk about a share code without further detail they are usually referring to the digital mechanism for proving right to work or right to rent, and it is that meaning that carries legal and operational significance for employers, landlords and migrants.

Section B: Share Codes for Right to Work Checks

UK employers are under a legal duty to prevent illegal working, which means carrying out prescribed right to work checks before employment starts. For anyone with digital immigration status, that check now usually relies on a share code rather than a physical document. Instead of copying a Biometric Residence Permit or visa vignette, HR teams ask the individual to generate a right to work share code and then use the GOV.UK online service to view the live Home Office record. Used properly, this route can give the organisation a statutory excuse against a civil penalty if it later turns out the person had no right to work.

The enforcement stakes are high. Where the Home Office finds an illegal worker and the employer cannot show compliant checks, the civil penalty can reach up to £45,000 per illegal worker for a first breach and up to £60,000 per illegal worker for repeat breaches for breaches within scope of the current Code of Practice (that is, breaches identified on or after 13 February 2024), with separate exposure to criminal sanctions where the employer knew or had reasonable cause to believe the person was working illegally. A robust process for obtaining, using and recording share code checks is therefore a legal requirement. It is a core part of financial and regulatory risk management for any organisation that recruits staff.

As eVisas and digital status replace most BRPs, many new hires will only be able to prove their status online. EU, EEA and Swiss nationals with settled or pre settled status, and an increasing number of sponsored workers and other visa holders, are now expected to log in to their UKVI account, generate a nine character code and pass this to their prospective employer along with their date of birth. The code is generally valid for 90 days and can be reused during that period, but it is tied to a specific purpose such as right to work, so it cannot be repurposed for other checks.

1. Right to work checks before employment starts

Right to work checks are expected to take place before the individual starts work. In practice, employers usually build the share code step into the later stages of recruitment, once a conditional offer is on the table. Where the person has digital status, they are asked to use the “Prove your right to work to an employer” service, generate a code and send it to HR along with their date of birth. Until that online check is completed and recorded, the organisation has no statutory excuse and is exposed if the person later turns out to be working illegally.

If a share code is clearly needed but the employer allows work to begin without it, the Home Office is likely to treat that as a failure to carry out a compliant check. Good faith is not enough. The statutory excuse depends on following the process in the guidance, rather than on what the employer believed at the time. That means building non-negotiable steps into onboarding: no start date is confirmed until a valid check has been completed using either the online service or another prescribed route for those who qualify for manual or a Digital Verification Service (DVS – formerly known as an Identity Service Provider or IDSP) check.

2. How to use a share code for right to work checks

The share code process is simple on paper, but it needs to be followed precisely. Once the applicant has generated a right to work code, the employer goes to the “View a job applicant’s right to work” service on GOV.UK and enters the code and the person’s date of birth. The system then displays the live Home Office record for that individual. The result page sets out the person’s name, photograph, type of immigration status, whether they have unlimited or time limited permission to work and any restrictions on the work they can do.

The key checks should happen in a consistent sequence. The employer should first confirm that the photograph on the screen matches the person in front of them or, if the check is carried out remotely, that it matches the individual seen on the video call. They should then confirm that the biographical details on the result page match the information held in the recruitment file. Only once identity is confirmed should they move on to the substance of the status, reading the permissions and conditions carefully rather than assuming that any positive result is enough. Sponsored workers in particular may have restrictions on hours, type of work or supplementary employment that need to be factored into role design and scheduling.

Each share code is generally valid for 90 days. The employer can use the same code more than once within that window, for example if the hiring manager wants to recheck the result, but once the code expires it no longer gives access to the record and a fresh code is needed. The employer should always run the check through the official service rather than accepting a screenshot, printout or email forwarded by the individual. Evidence that is not generated directly from the GOV.UK service will not support a statutory excuse.

Where the online service does not confirm the right to work, for example because the person has an in time application or appeal that is covered by section 3C leave, the employer is expected to use the Employer Checking Service. If the Home Office is satisfied that the individual has continuing permission to work, it will issue a Positive Verification Notice that protects the employer for a limited period. Allowing work to start in the absence of either a clear online result or a Positive Verification Notice carries a high risk of enforcement action if the person turns out to have no right to work.

3. Employer record keeping and follow up checks

Record keeping is not an optional extra. To rely on the statutory excuse, employers are expected to retain a clear copy of the right to work check for the duration of the person’s employment plus a further two years after it ends. For online checks, that usually means downloading or screenshotting the final result page in a way that shows the individual’s details, their status, any time limits and the date on which the check was carried out. The copy should be stored securely but be easily retrievable if the Home Office visits or requests evidence.

Time limited permission requires additional discipline. Where the online result shows that the right to work will end on a particular date, the employer is expected to complete a follow up check before that date. In practice, HR teams should record the expiry date from the result page and set reminders well in advance so that a new share code can be requested and a fresh check carried out in good time. If the follow up check is missed and the person’s permission has expired, the earlier check no longer protects the employer from a civil penalty.

Finally, it is good practice to embed share code checks into broader compliance systems. That usually involves standard wording in offer letters explaining when a code will be requested, checklists for HR and recruiting managers, and regular audits of right to work files to confirm that online records exist, are legible and match the roles people are actually doing. In the current enforcement climate, organisations that treat share codes as an informal convenience rather than as a formal compliance step are more likely to see problems when the Home Office starts asking questions.

Section C: Share Codes for Right to Rent Checks

Right to rent checks are a legal requirement for landlords and letting agents in England. The obligation applies before a tenancy begins and runs alongside the wider duty to avoid letting property to someone who does not have permission to rent. As more tenants hold digital immigration status, the Home Office increasingly expects landlords to use the share code and online checking service for those with digital-only status, although tenants who hold eligible physical documents can still use those instead and landlords must not refuse a valid document simply because it is not a share code. The process mirrors right to work checks in structure, but the information displayed and the legal test are different. A right to work code cannot be used for a right to rent check and the systems are not interchangeable.

Where a prospective tenant has digital status, they will need to generate a right to rent share code through the “Prove your right to rent in England” service. The code, alongside their date of birth, gives landlords access to the official Home Office record. This will show the individual’s name, photograph and whether they have an unlimited right to rent or a time limited right to rent. If time limited, the result page will show the expiry date and indicate whether a repeat check will be needed at a later point. A compliant check depends on reviewing this result page, matching the photograph to the individual and keeping a clear copy of the result. Screenshots or images provided by the tenant are not sufficient.

1. Obligations for landlords and letting agents

Under the Immigration Act 2014, landlords and agents are expected to check the status of anyone who will occupy the property as their main home. The check must take place before the tenancy starts and evidence of the check should be kept throughout the tenancy and for at least one year after it ends. Where the tenant has digital status, the share code process is the Home Office’s prescribed method for carrying out the check. Failure to complete a compliant check can lead to civil penalties of up to £5,000 per lodger and £10,000 per occupier for a first breach, and up to £10,000 per lodger and £20,000 per occupier for repeat breaches, with the risk of criminal sanctions in cases involving deliberate or repeated non-compliance.

Agents acting on behalf of landlords share liability unless the written agreement between them makes it clear that the agent is responsible for checks. Even in those cases, the landlord is expected to confirm that the agent’s processes are compliant. As with right to work checks, a record of the check and a consistent process are central to reducing exposure. Landlords should ensure that identification is checked in person or via a live video link and that the photograph displayed on the result page is a reliable match for the tenant.

2. Using the share code on the Home Office portal

The correct method for landlords is to use the “View a tenant’s right to rent” online service on GOV.UK. Once the prospective tenant has generated their share code, the landlord enters the nine character code and the tenant’s date of birth. The system then displays the Home Office record. The result page will confirm whether the tenant has an unlimited right to rent or a time limited right to rent. Where the right is time limited, the page will set out the date on which it ends.

The landlord should then check that the biographical details and photograph on the result page match the person presenting for the tenancy. If the check is being carried out remotely, the landlord should see the tenant on a live video link and confirm that they match the photograph displayed. Once satisfied, the landlord should take a copy of the result page. The copy can be stored digitally or in paper form, provided it is secure, legible and available promptly if the Home Office inspects or requests evidence. As with employment checks, landlords should not rely on screenshots provided by the individual. Only checks carried out directly by the landlord using the Home Office service will support a statutory excuse.

3. Time limits and repeat checks

If the result page shows that the tenant’s right to rent is time limited, a follow up check is required on or before the date the permission expires. The landlord should diarise the expiry date and request a fresh code in good time so the repeat check can be completed before the deadline. If the follow up check is missed and the permission has expired, the statutory excuse falls away and the landlord may be exposed to enforcement action. Landlords are also expected to report to the Home Office if a follow up check shows that the tenant no longer has a right to rent.

The need for repeat checks makes accurate record keeping important. Each copy of the result page should show the date the check was carried out and the details displayed. Copies should be kept throughout the tenancy and for at least one year after it ends. Landlords who manage large portfolios may wish to build automated reminders or integrate expiry tracking into property management systems, as the Home Office expects a consistent and proactive approach.

Section D: How to Do a Share Code Check

Checking a share code online is a prescribed legal process, not just a quick look at a website. Employers, landlords and other organisations are expected to use the official gov.uk services, enter the code and date of birth themselves and review the status information in real time. Screenshots sent by the individual or copies of their UKVI account do not meet the Home Office standard and will not give an employer a statutory excuse against a civil penalty.

For right to work checks, the correct service is “Check a job applicant’s right to work: use their share code” on gov.uk. For right to rent, the correct service is “Check a tenant’s right to rent in England: use their share code”. For other purposes, the organisation should use the service that the individual is signposted to when they generate a code under “something else”.

Step 1: Access the Official Website

The first step is to go directly to the official gov.uk site. For right to work checks, use the service that allows employers to “check a job applicant’s right to work using their share code”. For right to rent checks, use the service labelled “check a tenant’s right to rent in England using their share code”.

It is important to access these services from the gov.uk domain rather than through search engine adverts, third party links or embedded widgets. That reduces the risk of phishing and ensures the check is carried out on the correct Home Office platform.

Step 2: Select the Appropriate Option

Once on gov.uk, select the option that matches the type of check you are carrying out. If you are an employer, choose the right to work share code service. If you are a landlord or letting agent, choose the right to rent share code service. If you are another organisation checking a code generated for “something else”, follow the instructions provided by the person who gave you the code or use the general View and Prove signpost to the right checker page.

Using the wrong service can lead to incomplete or misleading information because each service presents the immigration status in a format tailored to the required legal check.

Step 3: Enter the Share Code

On the verification page, enter the share code exactly as it appears. Share codes are nine characters long and alphanumeric. Enter them exactly as shown, without adding spaces or punctuation. It can be helpful to copy and paste the code from the email or message, then visually confirm it matches.

If the code is rejected, check carefully for common character errors, such as confusing O and 0 or I and 1. If the code still does not work, it may have expired or been entered for the wrong service, in which case the individual will need to generate a new code with the correct purpose.

Step 4: Enter the Individual’s Date of Birth

You also need to enter the individual’s date of birth. This acts as a second piece of information to link you to the correct record and helps prevent misuse of share codes. Ask the person to confirm their date of birth rather than relying on what appears in other documents.

Any mismatch between the date of birth and the share code will prevent you from viewing the profile. Where the system reports a mismatch, double check what has been entered. If the details remain inconsistent, raise this with the individual before proceeding.

Step 5: Submit the Information

After entering the share code and date of birth, select the button to continue or check. The system will then retrieve the person’s current status details from the Home Office database. The time this takes is usually short, but it can be longer during busy periods or if the service is experiencing technical issues.

If you receive an error message or the site times out, repeat the process once. Persistent errors may indicate a wider outage and you may need to try again later or check the gov.uk service status page.

Step 6: Review the Results Carefully

When the profile appears, review it with care. For employers, the right to work profile will normally show:

a. the person’s name and photograph
b. the type of permission they hold and the route
c. whether they have an unlimited or time-limited right to work
d. any restrictions, such as limits on hours, types of work or specific sponsor details

You should check the photograph against the person in front of you, either in person or on a live video call, and confirm that the profile details match the information you have from the individual. Pay close attention to any end dates and to any conditions that limit the role, hours or employer they can work for.

For landlords, the right to rent profile will show whether the person has an unlimited or time-limited right to rent in England and the relevant expiry date where applicable. Check that the photograph matches the prospective tenant and note any date after which a follow-up check will be required.

Other organisations will see a version of the profile tailored to their purpose, but the principle is the same. The checker needs to be satisfied that the record belongs to the correct person and that the conditions support the activity being arranged.

Step 7: Print or Save the Results and Record the Date

Once you are satisfied that the profile is accurate and supports the proposed employment, tenancy or service, save an electronic or printed copy for your records. Employers should keep a clear copy of the profile that shows the person’s photo, immigration status and any conditions, together with a record of the date on which the check was carried out. Landlords should keep equivalent records for right to rent checks.

The copy needs to be clear and legible. For digital records, store the file in a secure system that is easy to retrieve if the Home Office requests evidence. For paper copies, make sure they are filed in a way that links them to the relevant person and can be produced quickly if needed.

Carrying out the share code check in this prescribed way, and keeping the required evidence, is what allows employers and landlords to rely on a statutory excuse if the Home Office later questions a person’s status. Where permission is time-limited, you should also diarise the expiry date and schedule follow-up checks in good time, which will usually involve asking the individual for a new, updated share code once their status has been extended or varied.

Section E: Common Issues with Share Code Checks

Although the share code system is designed to be straightforward, issues can arise in practice. Some problems relate to the code itself, while others stem from misunderstandings about what the system can show or how to carry out a compliant check. Employers and landlords should be alert to these pitfalls, because relying on an incomplete or incorrect check risks losing the statutory excuse and can expose the organisation to civil penalties. This section outlines the issues most frequently reported and the steps that typically resolve them.

Issue 1: Invalid Share Code

An invalid code error is one of the most common problems. Errors usually occur where the code has expired, where it has been generated for a different purpose or where characters have been misread. Because share codes are alphanumeric, a single incorrect character will prevent access to the record. Confirm the code has been entered exactly as provided and check whether the correct type has been used. A right to rent code will not work on the right to work service, and vice versa. If the code is older than 90 days, the individual needs to generate a new one. Where the code and date of birth appear correct but the error persists, it is sensible to ask the individual to log into their UKVI account and produce a fresh code.

Issue 2: Incorrect Date of Birth

If the date of birth does not match the Home Office record linked to the share code, the system will not allow the check to proceed. In most cases this is a simple data-entry issue, so confirm the date directly with the individual and re-enter it carefully. Where the details still do not match, ask the individual to check their UKVI account. If their UKVI account contains an incorrect date of birth because of an error in their original application, they will need to request a correction from UKVI, and the check cannot be completed until the data aligns.

Issue 3: Technical Difficulties

The Home Office digital services occasionally experience periods of slow performance or unexpected outages. If the site fails to load, times out or displays an error message, retry the check after a short pause. Try switching browser, clearing cache and cookies or testing a different device. If the issue persists, check the gov.uk service status page to see if the Home Office has reported a wider problem. Employers and landlords carrying out checks close to start dates or tenancy deadlines should factor in possible delays and build in time for repeat attempts.

Issue 4: Access Denied

“Access Denied” indicates that the checker has reached the wrong service or the system cannot link the share code to the type of check being attempted. It does not mean you are personally barred from carrying out the check. The most common cause is trying to use a right to work code on the right to rent checker or vice versa. Check which purpose the individual selected when generating the code. If a code for “something else” has been issued, the organisation needs to follow the link provided by the individual or the route signposted through the View and Prove service.

Issue 5: Outdated Browser

The checker pages rely on modern browser functions. Older systems, disabled JavaScript or certain corporate security settings can prevent the page from loading or displaying correctly. Updating the browser usually resolves the problem. Organisations that rely heavily on right to work checks should ensure their HR or compliance teams use up-to-date systems to avoid unnecessary disruption.

Issue 6: Server Errors

Home Office systems occasionally go offline for maintenance, and service interruptions can also occur without warning. If you receive a “service unavailable” or similar message, wait and retry later. Persistent errors may indicate a wider outage, so checking the service status page is helpful. Build some flexibility into your process when time-limited checks are needed, particularly for start dates that cannot be moved.

Issue 7: Status Not Showing for Pending Applications

Some individuals with outstanding in-time applications, pending administrative reviews or certain forms of 3C leave may temporarily be unable to generate a share code because their updated digital profile is not yet enabled. The starting point is to see whether their status can be checked online with a share code – for many eVisa holders, the online right to work service now supports checks while an in-time application is pending and will give a six-month statutory excuse. Where you cannot complete an online or manual check in line with the guidance – for example because the person holds a non-digital Certificate of Application or an Application Registration Card – you should request an Employer Checking Service response (and a Positive Verification Notice) instead. For right to rent, equivalent Home Office processes apply.

Section F: Share Codes for Workers and Tenants

Workers and tenants are the ones who generate share codes. Employers, landlords and agents cannot create or edit codes themselves and should not ask for login details or screenshots of someone’s UKVI account. The individual signs in to the official service, requests a code for a specific purpose and then passes that code and their date of birth to the organisation that needs to carry out the check. The result the employer or landlord sees is pulled directly from the Home Office database, so the accuracy of the process depends on the information held in the person’s UKVI account.

As the UK moves to a fully digital system, more people are expected to use share codes rather than present physical documents. Individuals with eVisas or an active UKVI account will be directed to the “view and prove” service to get a code that can be used for right to work, right to rent or other status checks. Some BRP holders can also obtain a share code instead of handing over the card, including for a period after the date printed on the BRP, although the Home Office is gradually moving those groups across to digital only status.

1. Who can generate a share code?

Anyone who has an eligible form of digital immigration status or a BRP that is supported by the online service can generate a share code. In practice, that includes most EU, EEA and Swiss nationals with pre settled or settled status under the EU Settlement Scheme, many work and study visa holders who applied using the UK Immigration ID Check app and individuals whose status has been converted to an eVisa. These people will usually already have, or be able to create, a UKVI account which becomes the single point of access for viewing and proving their status.

Some people without an eVisa can still use the share code route if they hold a BRP that is recognised by the service. The right to work guidance confirms that BRP holders can continue to use an expired BRP to access the online right to work service and generate a share code, provided their underlying permission to stay in the UK remains valid.  This sits alongside more traditional document based options, although those are being squeezed as physical documents are phased out. Individuals who have only historic paper documents and no online record cannot generate a share code and will instead rely on the manual check routes set out in the employer and landlord guidance.

2. Using the GOV.UK services

The starting point is always the official GOV.UK service, not a search engine shortcut or third party website. Workers who need to prove their status to an employer use the “Prove your right to work to an employer” service, while tenants use the “Prove your right to rent in England” service. People with an eVisa can also access their status through the dedicated “view your eVisa and get a share code” pages, which route them into the same underlying system. Although the front doors look slightly different, they all point into the same UKVI account infrastructure.

Once on the correct service, the individual signs in using the details linked to their status. That could be a passport, national identity card, BRP or other reference used when the account was created, together with the email address or mobile number registered on the account. The system then asks what the code is needed for. Selecting “work” generates a right to work code, “rent” generates a right to rent code and “other” produces a code that can be used for different types of status check, for example with a university or government department. The individual then receives a nine character code which they can give to the employer or landlord in writing, verbally or by email, along with their date of birth.

Where people struggle is usually at the identity stage. If the Home Office record still shows an old passport, or if the name format has changed, the system may not recognise the details entered and will refuse access. In those cases the individual needs to update their UKVI account and, if necessary, report an error with their eVisa so that the record can be corrected. Until the account is aligned with their current identity documents, attempts to generate a share code are likely to fail, which can stall recruitment or tenancy processes.

3. Code validity and reuse

A share code currently lasts for 90 days from the date it is issued. During that period it can be used as many times as needed for the purpose it was created for, so a worker does not need to generate a separate code for each role they apply for. Once the 90 days have passed, the code expires and will no longer retrieve the status record, although the person can log in and generate a fresh one whenever necessary. The underlying immigration status is unaffected by the expiry of the code and remains as set out in the Home Office system.

Employers and landlords should work on the assumption that a code is short lived and time their checks accordingly. There is little value in asking for a code months ahead of a start date or tenancy commencement because the result may be out of date by the time it is needed. Equally, individuals should avoid generating codes too early in the process if they know that background checks, referencing or onboarding will take time. A simple practice is to treat share codes as near real time and to align generation of the code with the point at which the organisation is ready to run the formal check.

Section G: Share Code vs Biometric Residence Permit

The UK’s move toward a fully digital immigration system has changed how individuals prove their status. Where employers and landlords once relied heavily on Biometric Residence Permits, the Home Office now expects most checks to be completed through the online share code route. This shift reflects a wider policy decision to phase out physical documents, reduce the risk of fraud and ensure that the information used for right to work and right to rent checks is drawn directly from live Home Office records. As a result, many individuals who previously relied on a BRP to evidence their status will now generate a share code instead, even if their BRP is still technically in date.

The distinction matters because the presence of a BRP does not guarantee it can be used for a compliant check. The Home Office has confirmed that BRPs and Biometric Residence Cards will no longer be valid evidence for right to work or right to rent checks once digital status is rolled out in full. In practice, this means employers and landlords should avoid relying on the physical card and instead ask the individual to sign in to their UKVI account and provide a share code. The online result will then confirm the person’s identity, their status, any work or rent conditions and the relevant expiry date. This is now the authoritative method for proving immigration status in most cases.

1. Transition to digital status

The Home Office is moving all eligible migrants onto a digital-only system. Many people already fall within this category, including EU, EEA and Swiss nationals with pre settled or settled status, work visa holders who used the identity verification app and individuals who have been issued eVisas following an application or variation of leave. These groups will not receive new physical documents and are expected to prove their status online. The digital record updates automatically when a decision is made, meaning employers and landlords view the most current position, rather than relying on a document that may predate a change in circumstances.

The transition has also affected BRP holders. While some BRPs remain valid as immigration evidence in their own right, they no longer function as the primary method for right to work or right to rent checks. The Home Office encourages BRP holders to create a UKVI account, link it to their current passport and access their digital status. Once this is complete, the individual can generate a right to work or right to rent share code and use that as their formal proof of status.

2. BRPs and checking rules

Employers and landlords should be clear about what a BRP can and cannot be used for. A BRP may still confirm a person’s immigration position in other contexts, but it is no longer an acceptable standalone document for right to work or right to rent checks once the digital record is active. Relying on the card without running the online check can invalidate the statutory excuse because the Home Office expects checks to be based on the online system wherever possible. A BRP that appears valid may not reflect the most recent decision or conditions, so the online route is treated as the definitive source of truth.

People holding older BRPs that have been superseded by digital status often do not appreciate that their card is no longer the relevant proof. Employers and landlords should therefore ask early in the process whether the individual has an eVisa or an active UKVI account. Where they do, the digital route must be used. The only time a BRP is still relied upon for a check is where the person has no digital status at all and the BRP is listed in the Home Office guidance as an acceptable document for a manual check. These cases are becoming increasingly rare.

3. Practical implications for employers and landlords

The shift to digital evidence requires updated internal processes. Employers should review onboarding procedures, update templates and ensure recruitment teams understand when a share code is required. Any references to accepting a BRP as standalone proof should be removed from internal guidance. For existing employees who presented a BRP at the point of hire, HR teams should check whether their status has since moved online and schedule repeat checks if the online record shows a time limit.

Landlords and letting agents face a similar position. They should avoid accepting BRPs without running the corresponding online check and ensure all staff understand that a physical card is no longer enough to establish a statutory excuse. Where a prospective tenant struggles to generate a code, the landlord should direct them to the official GOV.UK services rather than attempting to work from copies of documents that may no longer be valid for rent checks.

The direction of travel is clear. Share codes now sit at the heart of right to work and right to rent compliance, and reliance on physical documents will continue to narrow. Organisations that embed digital checks into their processes early will be better protected when enforcement visits or audits take place.

Section H: Share Code Common Errors & Penalties

Employers carry direct legal responsibility for preventing illegal working, and the share code system now sits at the centre of that duty. A compliant right to work check is the employer’s only protection against a civil penalty if it later emerges that a worker had no permission to work. The Home Office expects checks to be thorough, consistent and carried out before employment begins. Where digital status applies, that means using the share code route and retaining clear evidence of the online result. Treating the process as an administrative formality, or relying on information supplied informally by the individual, carries substantial risk.

1. Penalties

Where the Home Office identifies an illegal worker and the employer cannot produce evidence of a compliant check, the financial consequences are significant. Civil penalties can reach up to £45,000 per illegal worker for a first breach and up to £60,000 for subsequent breaches. These penalties sit alongside wider risks, including reputational damage and increased scrutiny of future immigration activities. Where the employer knew, or had reasonable cause to believe, that the individual did not have permission to work, the exposure moves into the criminal sphere, with potential prosecution and wider organisational fallout.

Relying on expired or incomplete evidence does not provide a defence. A copy of a BRP, a forwarded screenshot of a digital status record or a share code that was never checked through the official portal are all treated as non-compliant. The statutory excuse depends entirely on the employer having used the correct GOV.UK service, having confirmed identity against the displayed photograph and having retained a clear copy of the result page produced by the system.

The Home Office conducts audits both on a routine basis and in response to intelligence. These audits can be on-site or digital and typically involve a detailed review of right to work records, recruitment practices and systems for tracking follow-up checks. Employers should assume that any record may be requested and should ensure that files are complete, legible and retrievable. Caseworkers will look for gaps such as missing screenshots, outdated checks, mismatched personal details or reliance on documents that should no longer be accepted.

For sponsors, the stakes are even higher. A civil penalty or evidence of weak processes can trigger a sponsor licence review, downgrade, suspension or even revocation. This can disrupt the business, affect sponsored workers and lead to reputational consequences that extend well beyond the immediate penalty. The Home Office increasingly uses audit findings to build a picture of organisational behaviour, with repeated issues treated as indicators of systemic non-compliance.

The financial penalty is only one part of the overall risk. Once the Home Office records an organisation as having employed someone illegally, that information can be used to justify wider scrutiny. Future applications, including sponsor licence renewals or requests for additional Certificates of Sponsorship, may be delayed or examined more closely. Some employers also find that clients, regulators or procurement partners carry out due diligence checks and take action when a business appears on the civil penalty list.

Operational impact is another consideration. Enforcement activity can involve unannounced visits, interviews with staff and requests for immediate documentation. These events can disrupt business operations, damage internal confidence and create uncertainty for teams responsible for recruitment and HR. Employers therefore benefit from treating right to work checks as part of broader risk management rather than an isolated administrative task.

Integrated systems, updated policies and regular training help ensure that share code checks are completed accurately and that evidence is recorded consistently. Organisations that adopt this approach are better protected if the Home Office intervenes and are less likely to face avoidable penalties that stem from process failures rather than intent.

2. Common Issues & Errors with Share Codes

The share code system is designed to simplify checks, but problems still arise in practice. Some issues come from expired or mistyped codes, while others stem from gaps or errors within the individual’s UKVI account. Because the online service reads directly from the Home Office database, anything incorrect or outdated in the underlying record will feed through to the employer or landlord when they run the check. Understanding the typical problem areas helps avoid delays and reduces the risk of non-compliant checks that would fail to provide a statutory excuse.

A common issue is the use of expired codes. Every share code has a limited lifespan and becomes invalid once it passes its expiry date. Entering an expired code will not produce a result, and employers sometimes waste time troubleshooting what appears to be a system fault when the problem is simply an outdated code. Mistakes also arise where characters are misread, especially when letters and numbers look similar. The online service will not correct these errors, and the code must be entered exactly as generated.

Another source of confusion is the purpose of the code. Right to work and right to rent codes are different. If a tenant produces a right to work code for a rent check, the landlord will not be able to retrieve the record. Workers can also generate general-purpose codes for access by other organisations, but these do not replace the specific right to work code needed for employment checks. Where a code fails, the first step should always be to confirm that it is the correct type, still in date and has been copied accurately.

Because the system reflects live Home Office data, it will only show what the digital record currently holds. This can cause concern where the individual believes they have been granted permission but the online result has not yet updated. Delays between a decision being made and the system updating can happen, particularly where the person has varied their leave or moved from physical to digital status. In those situations, the employer or landlord should avoid relying on informal assurances and wait for the digital record to show the correct status before proceeding.

Unexpected results can also indicate that something is missing or incorrect in the person’s UKVI account. Identity details may not match current passports, names may be recorded differently or important updates may not have been processed. Until those details are corrected, the share code will continue to pull the inaccurate record. Individuals in this position should update their UKVI account and, if needed, report an error with their digital status. Employers and landlords should avoid progressing checks until the system displays the correct information.

Some individuals cannot generate a share code at all. The most common reason is that they no longer have access to the email address or phone number linked to their UKVI account. Others may struggle because they are attempting to log in with identity documents that do not match what the Home Office has on record. Where login attempts fail, the person must recover their UKVI account or update their identity details through the official routes. Share codes cannot be created until the account is accessible and aligned with accurate information.

Another obstacle appears where a person has a pending application, appeal or administrative review that places them on temporary protection such as section 3C leave. Digital records often do not show current work or rent rights during these periods. The online checking service may therefore produce no record or indicate that the person cannot be confirmed. In employment cases, the correct route is for the employer to request a check through the Employer Checking Service, which can issue a Positive Verification Notice if the individual has continuing permission. Landlords who cannot generate a code for tenants with pending cases should seek confirmation through the Landlord Checking Service before moving forward with any tenancy agreement.

Organisations should not accept alternative evidence when a share code is required. A person emailing screenshots of their digital status, forwarding correspondence or showing a BRP that should no longer be used for checks does not meet Home Office requirements. Where a code cannot be generated, the problem must be resolved through the official system rather than bypassed. Delaying the start date or tenancy is safer than conducting a non-compliant check that later exposes the organisation to penalties.

Summary

Share codes now sit at the heart of immigration checks in the UK. For many workers and tenants, they have replaced physical documents as the main way to prove status. For employers and landlords, they are the route to a statutory excuse. That protection only exists where the online services are used properly and where evidence of each check is stored in a way that stands up to Home Office scrutiny.

The practical risks tend to arise in the detail. Codes expire. People generate the wrong type of code. Digital records do not always reflect name changes or new passports. Pending applications and eVisas can leave gaps that only the Employer Checking Service or Landlord Checking Service can resolve. When these issues appear, pressing ahead without a compliant check turns a process problem into a legal one.

The safest approach is structured and consistent. Build share codes into your standard hiring and onboarding workflows. Train staff to use the correct GOV.UK services, to read the result pages carefully and to keep clear copies. Where a case throws up anomalies, slow down rather than work around the rules. If you are unsure how to deal with a particular status, or a check is proving difficult, take advice before employment starts or a tenancy agreement is signed.

Need Assistance?

Share codes sit at the point where digital systems meet real legal risk. When checks go wrong the impact is rarely limited to one hire or one tenancy. It can mean a civil penalty, sponsor licence issues, unwanted attention from the Home Office and awkward conversations with clients or lenders. If you are unsure whether your current procedures are compliant, or you are dealing with a difficult case where the digital record does not match what you expect, it is safer to get advice early.

We work with employers, HR teams, landlords and letting agents on all aspects of right to work and right to rent compliance, including share code processes, policy reviews and audit preparation. We can review your current approach, identify gaps and help design practical procedures that work across your organisation. Where you already face an investigation, penalty or licence concern, we can advise on responses, evidence and next steps.

If you would like tailored guidance on share codes, digital status or wider immigration compliance, contact our team. We can talk through your position, explain the options in plain terms and help you decide the safest way forward for your organisation.

Share Code FAQs

What is a share code used for?

A share code allows an employer or landlord to view the live Home Office record that confirms a person’s immigration status. It provides controlled access to work or rent permissions and replaces the need for most physical documents.

How long does a share code last?

A share code is valid for a limited period and stops working once it expires. After that point the individual will need to generate a fresh code before any check can be completed.

Can a right to work share code be used for right to rent?

Each code is purpose specific. A code created for employment checks will not work for a tenancy check and vice versa. The individual must generate the correct type of code for the check being carried out.

Why does the online service show no record for someone who can work or rent?

This can happen where the person’s UKVI account is outdated or where they have a pending application that is not yet reflected in their digital record. The check should be paused until the record updates or the correct checking service confirms the position.

Can an employer or landlord rely on a screenshot instead of running the check?

The Home Office requires the employer or landlord to complete the check themselves through the GOV.UK service and keep a copy of the result page. Screenshots provided by the individual do not create a statutory excuse.

What should be done if the share code does not work?

First check that the code has not expired and that it was generated for the correct purpose. If it is still not recognised the individual should log back into their UKVI account and create a new code. If the system still fails they may need to update their identity details or recover their account.

Do existing employees need new checks if they previously used a BRP?

Where the person’s status is time limited, a follow up check is required before the permission expires. If their status has since moved to digital, the follow up should use a share code rather than relying on the BRP that was used at the original check.

What happens if someone cannot access their UKVI account?

They will be unable to generate a share code until the account is recovered or updated. Employers and landlords should not proceed with a check based on alternative evidence. The person must regain access through the official recovery process before the check can be completed.

Is a share code needed for every job application?

The same code can be reused within its validity period, provided it was generated for the correct purpose. Once it expires a new code will be required for any further checks.

What if the share code shows unexpected work restrictions?

The employer should not rely on assumptions or proceed informally. The digital record is treated as the authoritative position. The individual may need to update their UKVI account or seek advice if they believe the information is incorrect.

Glossary

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