Share Code: Right to Work & Rent Checks UK

If you’re an employer in the UK, particularly a hiring manager or HR professional, it’s essential to stay up to date with your legal responsibilities around right to work checks. One key part of this is understanding the Share Code system—an online tool introduced by the Home Office that enables you to check a non-UK national’s immigration status quickly and compliantly.

A Share Code is a unique, nine-character code that allows you to view a worker or tenant’s immigration status via the government’s online checking service. It replaces the need to see certain physical documents and is especially relevant for EEA nationals, visa holders, and others with digital immigration status.

 

 What This Article Covers

 

This article provides a clear and comprehensive guide to the Share Code system for UK employers and landlords. It explains:

 

• What a Share Code is and when it should be used
• How to carry out right to work checks using a Share Code
• How landlords and letting agents can use it for right to rent checks
• The legal obligations around checking and recording immigration status
• Common issues and how to resolve them
• Practical tips for HR teams and business owners to remain compliant

 

Whether you’re onboarding new staff or managing property lets, this guide will help you understand your responsibilities, avoid costly compliance errors, and implement efficient processes for verifying immigration status in line with UK law.

 

Section A: What is a Share Code in UK Immigration?

 

A Share Code is a unique, government-issued alphanumeric code that allows employers, landlords and letting agents to view a migrant’s immigration status online using the Home Office checking service. It forms part of the UK’s move towards a fully digital immigration system, replacing the need for many physical documents when proving the right to work or the right to rent in the UK.

The code is generated by the individual with digital immigration status—such as an EU national with settled or pre-settled status, or a visa holder—and shared with the employer or landlord who then uses it to access real-time confirmation of that person’s rights.

For employers, using a Share Code correctly forms part of a statutory excuse against civil penalties for illegal working. For landlords, it ensures compliance with right to rent requirements under immigration law.

 

 Section B: When Do Employers Need a Share Code?

 

Employers in the UK are under a legal duty to conduct right to work checks on all new employees to ensure they are not employing someone illegally. In cases where a worker does not hold a physical immigration document—such as a Biometric Residence Permit or passport with visa vignette—they may instead have digital immigration status. In these cases, the employee must provide a Share Code that enables the employer to verify their status online via the Home Office’s official service. This digital checking process has become increasingly common since the UK left the EU and moved towards a paperless immigration system.

 

 1. Right to Work Checks: Pre-Employment

Employers must carry out a right to work check before employment begins, ideally during the recruitment process and certainly before the employee’s start date. For individuals with digital status, this means obtaining a Share Code and checking their status using the ‘View a job applicant’s right to work’ service on GOV.UK. Without this check, an employer cannot establish a ‘statutory excuse’—a legal defence that protects against civil penalties if it later turns out the individual did not have the right to work.

If a Share Code is required but not obtained, and the individual is found to be working illegally, the employer may face a civil penalty of up to £60,000 per breach, along with reputational and operational risks. This makes timely and accurate right to work checks essential.

 

 2. Avoiding Illegal Working Penalties

Using a Share Code properly is a key part of protecting your business from enforcement action. The Home Office expects employers to take reasonable steps to verify a person’s status and to retain evidence of that check, including a screenshot of the online results page showing the individual’s right to work. Failure to do so may be treated as employing someone unlawfully, even if you believed in good faith that the person was eligible to work.

It’s not enough to simply ask for a Share Code—the employer must also complete the check using the Home Office’s online portal and retain a compliant record. Employers who rely solely on documents, or who use expired or incorrect Share Codes, may find they have no statutory excuse.

 

 3. Digital Status vs Physical Documents

The shift towards digital immigration status means many individuals no longer possess physical documents that prove their right to work. For example:

• EU, EEA and Swiss nationals with settled or pre-settled status under the EU Settlement Scheme can only prove their status online using a Share Code.
• Many visa holders, including those on Skilled Worker or Student visas, now have a digital immigration status instead of a Biometric Residence Permit (BRP).
• From 1 January 2025, BRPs will no longer be valid for right to work or rent checks—even if they are still in date—further reinforcing the need for digital checks using Share Codes.

Employers should update their onboarding procedures to ensure HR teams are aware of these changes and are confident in requesting and using Share Codes.

 

Summary: When Is a Share Code Required?

A Share Code is required whenever an individual has digital immigration status and cannot provide a physical document to prove their right to work. Employers must carry out the online check before employment begins, using the code and the individual’s date of birth, and retain a record of the result. With the move towards a fully digital system and the phasing out of physical BRPs, the use of Share Codes is no longer optional—it’s a core part of compliance for any UK employer hiring non-British nationals.

 

 Section C: How to Use a Share Code for Right to Work Checks

 

Where an employee or job applicant has digital immigration status, employers must use the Home Office online checking service to verify their right to work. This replaces the manual document-based checks traditionally used for British and Irish citizens or visa holders with physical permits. The online check requires a Share Code and the individual’s date of birth, and if completed correctly, provides a statutory excuse against civil penalties. The process is straightforward but must be followed precisely to remain legally compliant.

 

 1. Step-by-Step Process

 

1. Ask the Applicant to Generate a Share Code
   The individual must visit the official ‘Prove your right to work to an employer’ service on the GOV.UK website. To generate a Share Code, they’ll need their:
   • Biometric Residence Permit (if applicable)
   • Digital status account login
   • Personal details (e.g. passport number or BRP reference)

   Once generated, the Share Code is valid for 90 days and can be shared with the employer via email, in writing, or verbally.

2. Go to the GOV.UK Right to Work Checking Service
   Employers must visit the Home Office’s ‘View a job applicant’s right to work’ page:
   👉 https://www.gov.uk/view-right-to-work
   This is the only valid service for completing an official check using a Share Code.
3. Enter the Share Code and Applicant’s Date of Birth
   On the GOV.UK checking page, input:
   • The 9-character Share Code (letters and numbers)
   • The applicant’s date of birth, exactly as it appears in their immigration record

   Click ‘Continue’ to access the individual’s current right to work status.

4. Review the Right to Work Result
   The portal will display:
   • The individual’s immigration status
   • The type of work they are permitted to do (e.g. Skilled Worker restrictions)
   • Whether there is any time limit on their right to work
   • Whether a follow-up check will be needed in future

   If the system confirms they have the right to work, the check can be relied upon to establish a statutory excuse—but only if recorded properly.

 

 2. What You Must Record as an Employer

 

To benefit from a statutory excuse (a legal defence against a civil penalty), employers must:

• Complete the online check before employment starts
• Confirm the photograph matches the individual
• Retain a record of the check (see below)

 

Recordkeeping Duties

Employers must:

• Keep a clear record of the online right to work check
• Save this for the duration of employment plus two years
• Ensure the record is retrievable for Home Office audits or investigations

Acceptable formats include printed hard copies or securely stored digital files.

 

 

Screenshot Guidance

You should take a screenshot or PDF of the final results page, which includes:

• The person’s name
• Photo
• Immigration status and work permissions
• Date the check was carried out

 

This evidence proves that the check was performed correctly and on time. Do not rely on screenshots provided by the individual—these are not legally valid. You must conduct and capture the check yourself using the official portal.

 

 3. Summary: Online Right to Work Checks Using Share Codes

 

Using a Share Code is now a core part of verifying immigration status for many non-British workers. By following the official online process and retaining proper evidence, employers can safely meet their legal obligations and establish a statutory excuse. With penalties for non-compliance reaching up to £60,000 per illegal worker, it’s vital that right to work checks using Share Codes are carried out consistently, correctly, and on time by trained HR or compliance staff.

 

Section D: How to Check a Tenant’s Right to Rent with a Share Code

 

Landlords and letting agents in England are legally required to verify that prospective tenants have the right to rent before a tenancy agreement begins. This duty applies to anyone letting residential property, and failure to comply can lead to civil penalties or even criminal prosecution in cases of repeated non-compliance. Where a prospective tenant holds digital immigration status, the correct method of verification is through a Share Code and the official Home Office online checking service. This digital process has replaced physical document checks for many foreign nationals, particularly those with settled or pre-settled status under the EU Settlement Scheme or visa holders using digital status accounts.

 

 1. Obligations for Landlords and Letting Agents

 

Under the Immigration Act 2014, landlords and agents must:

• Conduct a right to rent check before the start of a new tenancy
• Ensure the tenant has the legal right to reside in the UK
• Avoid knowingly letting to someone who does not have permission to rent

 

If the tenant provides a Share Code, this must be used to perform an online right to rent check through the Home Office portal. Failing to complete a compliant check—or failing to retain evidence of it—can result in civil penalties of up to £3,000 per occupant, and potentially more in cases of organised or repeat breaches.

The obligation applies whether you’re dealing directly with a tenant or acting through a managing agent. Letting agents who conduct the checks on behalf of landlords must do so properly and retain evidence to shield both parties from liability.

 

 2. Using the Code on the Home Office Portal

 

1. Request the Share Code from the tenant
   The tenant must generate a code using the Home Office’s ‘Prove your right to rent in England’ service. Codes are valid for 90 days.
2. Visit the GOV.UK online checking service
   👉 https://www.gov.uk/view-right-to-rent
3. Enter the tenant’s Share Code and date of birth
   These must be entered exactly as provided by the tenant. You will be shown the tenant’s right to rent status, including time limits (if any).
4. Check the photo and status information
   Verify that the photo shown matches the person and confirm whether they have a time-limited or unlimited right to rent.
5. Record the results
   Take and retain a copy or screenshot of the results page showing:
   • Tenant’s name and photo
   • Status and expiry (if applicable)
   • Date the check was performed

   This evidence must be kept for at least one year after the tenancy ends.

 

 3. Time Limits and Repeat Checks

 

If a tenant has a time-limited right to rent—for example, if they are on a visa with an expiry date—you must:

• Carry out a repeat check before their permission to stay in the UK expires
• Keep a note of the deadline and have a system in place for tracking follow-up dates

If the follow-up check shows the person no longer has the right to rent, you are legally required to:

• Report the situation to the Home Office via their online reporting form
• Take appropriate action, which may include ending the tenancy depending on the circumstances and legal advice

Failing to conduct repeat checks when required can invalidate your protection against enforcement and lead to penalties.

 

 Summary: Share Codes and Right to Rent Compliance

 

Landlords and letting agents must stay up to date with right to rent rules in England, particularly when dealing with tenants who hold digital immigration status. By using the Share Code system correctly—checking through the official GOV.UK portal, verifying the identity of the tenant, and retaining the evidence—property owners and agents can meet their legal obligations and avoid costly penalties. With the UK immigration system now largely digital, Share Codes are fast becoming the standard for verifying the right to rent in a lawful, efficient, and compliant way.

 

Section E: How to Get a Share Code (for Workers and Tenants)

 

To prove their immigration status in the UK, many non-British nationals are now expected to use a digital system rather than presenting physical documents. This applies to both workers proving their right to work and tenants proving their right to rent. In each case, the individual must generate a Share Code using the official GOV.UK online service and provide this to the employer or landlord. The code enables access to their up-to-date immigration status directly from the Home Office database. Understanding how this process works from the individual’s side can help employers and landlords avoid delays, errors, or non-compliance.

 

 1. Who Can Generate a Share Code?

 

A Share Code can be generated by anyone who holds digital immigration status in the UK. This includes:

• EU, EEA and Swiss nationals with pre-settled or settled status under the EU Settlement Scheme
• Visa holders with digital status, such as Skilled Workers, Students, or Health and Care Workers
• Individuals with limited leave to remain, indefinite leave to remain (ILR), or other digital-only permissions

People who only have a physical immigration document (such as a Biometric Residence Permit) but no online status cannot use a Share Code for checks—however, this is becoming increasingly rare as the UK transitions fully to digital systems.

 

 2. GOV.UK Service Walkthrough

 

To obtain a Share Code, the individual must use the relevant Home Office online service:

• For workers: Prove your right to work to an employer
• For tenants: Prove your right to rent to a landlord

Steps to Generate a Share Code:

1. Visit the correct GOV.UK service depending on the purpose (work or rent)
2. Log in using identity details such as:
   • Biometric Residence Permit number
   • Passport or national identity card
   • Date of birth and Home Office reference (if applicable)
3. Select the purpose of the check (right to work or right to rent) – note: these are not interchangeable
4. Generate the Share Code (a 9-character alphanumeric code)
5. Share the code and date of birth with the employer or landlord

The employer or landlord must then use the official GOV.UK checking service to view the person’s status.

 

 3. Code Validity Period (90 Days)

 

Each Share Code is valid for 90 days from the date it is generated. After this period, the individual must log in again and create a new code if needed.

• Employers or landlords should complete their checks within this timeframe
• Codes should be verified promptly to avoid using expired information
• Codes can be reused for multiple checks during the 90-day period, but only for the specific purpose they were created (work or rent)

 

 Summary: Helping Individuals Generate a Share Code

 

To carry out compliant right to work or right to rent checks, employers and landlords must often rely on individuals to generate Share Codes via the GOV.UK system. The process is straightforward, but mistakes—such as using the wrong service, sharing an expired code, or selecting the wrong check type—can delay onboarding or tenancy agreements. By understanding how Share Codes are generated and what’s required from the applicant, employers and landlords can guide individuals through the process and ensure timely, legally compliant checks every time.

 

Section F: Share Code vs Biometric Residence Card

 

Historically, foreign nationals in the UK have used physical documents—such as a Biometric Residence Permit (BRP) or Biometric Residence Card (BRC)—to prove their immigration status. However, the UK is phasing out physical proof in favour of a fully digital immigration status system. As part of this shift, individuals who previously relied on a BRP or BRC are now expected to use a Share Code to evidence their right to work or rent. For employers, this change marks a significant evolution in compliance procedures and demands a proactive update of internal right to work processes ahead of key deadlines.

 

 1. Transition to Digital Status

 

The Home Office is transitioning all eligible individuals from physical immigration documents to digital-only status through an online immigration system. This change is part of the government’s strategy to:

• Reduce reliance on paper-based checks
• Improve accuracy and real-time validation
• Streamline the way employers and landlords verify immigration status

Many individuals already have digital status and are expected to use Share Codes for verification. This includes:

• EU, EEA and Swiss nationals under the EU Settlement Scheme
• Visa holders granted status via the UK’s Points-Based Immigration System
• Individuals renewing or extending leave via online applications

The online system allows third parties to view immigration status in real time, reducing the risk of accepting fraudulent or outdated documents.

 

 2. BRPs No Longer Valid for Checks from 2025

 

From 1 January 2025, Biometric Residence Permits (BRPs) and Biometric Residence Cards (BRCs) will no longer be valid for the purposes of right to work or right to rent checks—even if the physical document has not yet expired. This means:

• Employers and landlords must not accept a BRP or BRC as evidence of status from this date
• Individuals will be expected to prove their status exclusively via a Share Code
• Right to work checks that rely on expired methods could invalidate your statutory excuse

The Home Office has already stopped issuing new BRPs with long expiry dates and instead encourages affected individuals to create a UK Visas and Immigration (UKVI) account to access their digital status.

 

 3. What This Means for Employers

 

This transition carries several key implications for UK employers and HR teams:

• Update internal right to work check procedures
  Remove references to accepting BRPs or BRCs for checks beyond 31 December 2024 and ensure all recruitment teams are trained to use the Share Code system.
• Communicate with existing employees
  If any current staff previously presented a BRP or BRC during onboarding, check whether their status has transitioned to digital and plan ahead for repeat checks.
• Ensure full compliance from 1 January 2025
  After this date, only online checks using Share Codes will be valid for those with digital status. Relying on a physical BRP—even if in date—could lead to penalties.
• Use the official GOV.UK service for Share Code checks
  https://www.gov.uk/view-right-to-work

 

 Summary: Moving from BRPs to Share Codes

 

The shift from physical documents like Biometric Residence Permits and Cards to digital immigration status marks a significant change in how employers must verify right to work. From 1 January 2025, BRPs and BRCs will no longer be valid for right to work or rent checks, and all status checks must be carried out using a Share Code via the official GOV.UK portal. Employers must act now to update their processes, train staff, and prepare for full compliance with digital-only checks to avoid penalties and maintain a valid statutory excuse.

 

Section G: Common Issues and Errors with Share Codes

 

While the Share Code system is designed to simplify and streamline right to work and right to rent checks, it can still present practical challenges for employers and landlords. Issues often arise when Share Codes are entered incorrectly, have expired, or when the individual’s immigration status hasn’t yet been updated on the Home Office system. Understanding these common pitfalls—and how to deal with them—can help employers and HR teams avoid delays, non-compliance, and potential penalties.

 

1. Expired or Incorrect Codes

 

One of the most frequent problems employers encounter is the use of expired or mistyped Share Codes.

• Share Codes are valid for 90 days from the date of generation. Codes older than this will not work and will not retrieve a status.
• Mistakes are common with alphanumeric codes—confusing characters like ‘O’ and ‘0’, or ‘I’ and ‘1’ can result in failure.
• Codes are also purpose-specific. A right to work Share Code cannot be used for a right to rent check, and vice versa.

Solution: Ask the individual to generate a new Share Code. Double-check the purpose and input before proceeding with the check on GOV.UK.

 

2. Issues with Digital Status Not Updating

 

In some cases, the individual’s immigration status may not appear accurately in the Home Office system:

• The individual may have recently been granted or extended leave, but their status has not yet been updated digitally.
• There may be mismatched information in the Home Office records (e.g. name variations, passport number errors).
• The code may have been generated before the update occurred, showing outdated status.

Solution: If a status issue is suspected, the individual should contact UKVI for assistance. Employers should document the issue, avoid onboarding without a valid check, and consider legal advice where delays persist.

 

3. Employee or Tenant Unable to Generate a Share Code

 

Sometimes individuals are unable to generate a Share Code due to:

• Lost access to their GOV.UK digital status account
• Forgotten login credentials or identity document details
• Confusion about which service to use (right to work vs right to rent)
• Assuming that their Biometric Residence Permit (BRP) is still valid when it is not

Solution: Guide the individual to the correct service:

• Prove your right to work to an employer
• Prove your right to rent to a landlord

If they cannot access their account, they can request help from UKVI via the official support links. Employers should offer reasonable support, but cannot lawfully employ the individual until a compliant check is completed.

 

Summary: Managing Share Code Problems in Practice

 

Share Code errors are common but manageable. Employers must ensure codes are valid, inputted correctly, and used for the intended purpose. While delays or status issues can be frustrating, it remains a legal requirement to carry out a proper check before employment or tenancy begins. By preparing for these challenges and responding swiftly, employers can protect their statutory excuse and maintain full immigration compliance.

 

 Section H: Employer Compliance and Penalties

 

UK employers have a legal obligation to prevent illegal working by conducting right to work checks on all prospective employees before they begin employment. With the shift to digital immigration status, this often means checking an applicant’s status using a Share Code and the official GOV.UK online service. Failure to carry out these checks correctly, or at all, can expose businesses to significant civil penalties, reputational damage, and even criminal sanctions in the most serious cases. Understanding your responsibilities—and the consequences of non-compliance—is essential to safeguarding your business.

 

 1. Illegal Working Penalties

 

If an employer is found to have employed someone who does not have the right to work in the UK, and cannot demonstrate that they carried out a compliant right to work check, they may face a civil penalty of up to £60,000 per illegal worker.

Key risk areas include:

• Failure to complete a right to work check before employment begins
• Relying on expired or fraudulent documents
• Accepting a screenshot or printed check from the applicant rather than performing the check directly
• Not identifying time-limited status or missing repeat checks

A statutory excuse can only be established if the employer:

• Uses the correct GOV.UK online service
• Inputs the Share Code and date of birth accurately
• Confirms that the photo matches the applicant
• Retains a compliant record of the check

 

2. Home Office Audits

 

The Home Office conducts compliance audits, both routinely and in response to intelligence. These audits may include:

• Review of employee right to work documentation
• Inspection of recruitment and onboarding procedures
• Interviews with HR and line managers
• Cross-referencing employee records with UKVI databases

Non-compliant checks or missing documentation can result in civil penalties and inclusion in the Home Office’s public register of offending businesses.

 

3. Impact of Non-Compliance

 

The consequences of non-compliance extend beyond financial penalties:

• Reputational damage – being named publicly in enforcement reports can impact brand image
• Sponsor licence risks – sponsors of Skilled Workers or Students may face licence suspension or revocation
• Criminal sanctions – knowingly employing an illegal worker carries unlimited fines and up to 5 years’ imprisonment
• Operational disruption – unannounced enforcement visits may result in arrests, business interruption, or staff resignations

To mitigate these risks, employers must be proactive in their right to work compliance strategies, especially when using Share Codes as part of the verification process.

 

Summary: Why Compliance with Share Code Checks Matters

The Home Office expects employers to carry out all right to work checks consistently and in accordance with up-to-date legal guidance. As the use of digital immigration status becomes the norm, employers must adapt internal processes, train staff, and document each check thoroughly. By doing so, you’ll maintain your statutory excuse, avoid costly penalties, and protect your business from wider compliance failures.

 

Section I: Best Practices for HR and Hiring Teams

 

For employers, ensuring compliance with right to work legislation is not just a legal formality—it’s a critical part of risk management. As the UK immigration system shifts towards fully digital status checks using Share Codes, HR and hiring teams must be equipped with the right tools, training, and procedures to carry out checks correctly every time. Implementing structured internal processes, supported by clear policies and up-to-date training, helps protect the business from legal and financial exposure, while also ensuring a smooth and professional candidate experience.

 

 1. Policy Templates

 

Every employer should have a clear, written Right to Work Policy that:

• Sets out the organisation’s legal obligations under the Immigration Act 2016
• Explains when and how right to work checks should be carried out (including pre-employment and follow-up checks)
• Defines who is responsible for conducting checks (e.g. HR, recruitment, line managers)
• Includes procedures for using Share Codes and storing digital evidence

Tip: Provide a standardised email template for requesting Share Codes from candidates, making the process smoother and more consistent.

 

2. Digital Checklists

 

Digital checklists are an effective way to standardise right to work checks and ensure no steps are missed. A good checklist should include:

• Verification that a Share Code has been provided and is still valid (within 90 days)
• Use of the correct GOV.UK checking portal
• Confirmation that the individual’s photo and status match the applicant
• Screenshot of the final status page saved in the employee record
• Notes on whether the status is time-limited and whether a follow-up check is scheduled

Using cloud-based HR systems or secure shared folders can help maintain these records and automate reminders for repeat checks.

Bonus: Add a checklist for line managers and non-HR staff who may occasionally carry out checks, ensuring business-wide consistency.

 

3. Training Staff on Right to Work Processes

 

Training is essential to ensure that all employees involved in hiring or onboarding are aware of:

• The legal importance of right to work checks
• How to use the Share Code system correctly
• What constitutes a valid check and how to record it
• How to identify and escalate issues such as incorrect, expired, or fraudulent information

Training should be provided:

• As part of onboarding for HR and recruitment personnel
• Annually, or whenever legislation changes
• Immediately when new procedures (such as Share Code use) are introduced

A mix of e-learning, live sessions, and reference guides will ensure the message is retained. Consider including compliance training in your regular HR policy cycle to keep everyone accountable.

 

Summary: Creating a Robust Compliance Culture

 

To stay compliant with UK right to work laws, HR teams must move beyond ad-hoc checks and adopt a structured, policy-driven approach. By implementing a clear right to work policy, using digital checklists, and training staff consistently, employers can reduce risk, avoid penalties, and ensure seamless onboarding experiences. With Share Codes now central to many checks, investing in systems and staff readiness is no longer optional—it’s a key part of protecting your organisation and meeting your legal duties.

 

 Section J: FAQs About Share Codes and Employer Checks

 

 1. What is a Share Code used for?

A Share Code is a unique, 9-character alphanumeric code that allows employers or landlords to access a non-UK national’s immigration status online. It confirms whether the individual has the right to work or rent in the UK.

 2. Who needs to provide a Share Code?

Anyone with digital immigration status, such as EU citizens with settled/pre-settled status or visa holders who no longer have a physical document, must provide a Share Code to prove their right to work or rent.

 3. How do I check a Share Code?

Visit the official GOV.UK checking service:
https://www.gov.uk/view-right-to-work
Enter the individual’s Share Code and date of birth to view their current status.

 4. Can I accept a screenshot or printout of a Share Code check from the employee?

No. Employers must perform the check themselves using the GOV.UK portal. A screenshot or PDF provided by the worker does not provide a statutory excuse.

 5. How long is a Share Code valid for?

Each Share Code is valid for 90 days from the date it is generated. If the code has expired, the individual must generate a new one.

 6. What if the Share Code doesn’t work?

Double-check the code for errors (e.g. confusing ‘O’ with ‘0’). If still invalid, ask the individual to generate a new one. If their status is missing or incorrect, they should contact UKVI.

 7. What’s the difference between a right to work Share Code and a right to rent Share Code?

The purpose is embedded in the code itself. A right to work Share Code cannot be used for a right to rent check, and vice versa. Individuals must select the correct reason when generating the code.

 8. Do I need to repeat checks for employees with limited status?

Yes. If the online check shows the person has time-limited permission to work, you must schedule and carry out a repeat check before the permission expires.

 9. Will BRPs still be valid for right to work checks after 2025?

No. From 1 January 2025, Biometric Residence Permits and Cards will no longer be acceptable. All right to work checks must be completed using a Share Code via the online service.

 10. Do British and Irish citizens need a Share Code?

No. British and Irish nationals typically prove their right to work using a valid passport or passport card. Share Codes are only used for individuals with digital immigration status.

 

Section K: Conclusion

 

As the UK immigration system moves towards a fully digital model, understanding and using Share Codes correctly has become a vital part of right to work compliance. For employers, this means adapting recruitment and onboarding processes, training staff, and embedding clear procedures to verify immigration status online.

The consequences of non-compliance are serious—from civil penalties to reputational harm—so it’s essential that HR teams and business owners take a proactive approach. By using Share Codes properly, retaining evidence, and staying up to date with Home Office requirements, you can protect your business, avoid enforcement action, and ensure a legally sound hiring process.

Ultimately, Share Codes offer a faster, more secure way to confirm immigration status—but only when used correctly and consistently as part of a robust compliance framework.

 

 Section L: Glossary

 

Term	Definition
Share Code	A 9-character alphanumeric code used to prove a non-UK national’s immigration status online.
Right to Work Check	A legal requirement for UK employers to verify that a prospective employee has permission to work in the UK.
Statutory Excuse	A legal defence against a civil penalty for employing someone who is later found to be working illegally, provided proper checks were completed.
Right to Rent Check	A legal check required of landlords in England to confirm a tenant’s legal right to rent property in the UK.
Digital Immigration Status	An individual’s immigration status recorded electronically by the Home Office, without the need for a physical visa or permit.
Biometric Residence Permit (BRP)	A physical card previously issued to non-UK nationals as proof of immigration status, being phased out from 1 January 2025.
EU Settlement Scheme	The Home Office scheme that grants EU, EEA, and Swiss nationals settled or pre-settled status in the UK post-Brexit.
UKVI	UK Visas and Immigration—the division of the Home Office responsible for the UK’s visa system and immigration services.

 Section M: Links and Additional Resources

 

• GOV.UK – View a job applicant’s right to work
  Official Home Office service to check right to work status using a Share Code.
• GOV.UK – Prove your right to work to an employer
  Service for individuals to generate a Share Code for employment purposes.
• GOV.UK – View a tenant’s right to rent in England
  For landlords and letting agents to confirm right to rent using a Share Code.
• GOV.UK – Prove your right to rent to a landlord
  Service for tenants to generate a Share Code for renting property.
• GOV.UK – Penalties for employing illegal workers
  Home Office guidance on civil penalties for illegal working.
• GOV.UK – Employer’s guide to right to work checks
  Comprehensive guidance for UK employers on right to work compliance.
• GOV.UK – Right to Rent Code of Practice
  Official Home Office code of practice for landlords in England.
• GOV.UK – Contact UKVI for Immigration Enquiries
  Support for individuals having difficulty accessing or updating their immigration status.