Last reviewed: May 2026
Key facts:- Employers check a share code through the gov.uk Check a job applicant right to work service.
- The check requires the 9-character share code plus the applicant date of birth.
- Employers must save a clear copy of the immigration profile and keep it for the duration of employment plus 2 years to maintain the statutory excuse.
UK Visa and Immigration Hub › Immigration Status Check Share Code
Checking a share code is a quick online process for employers, landlords and other parties needing to verify UK immigration status. The gov.uk Check service is free and operates 24 hours a day. This upgraded guide walks through the check from both the employer and employee perspectives, the documents to keep, and what to do when something looks wrong.
The gov.uk Check Service
Employers use the gov.uk Check a job applicant right to work service. The service is at gov.uk/check-job-applicant-right-to-work. Landlords use a separate but similar Check right to rent service.
The check screen asks for the share code and the applicant or tenant date of birth. Once entered, the service returns a profile page showing the immigration status, conditions and any expiry date.
The service is free and does not require employer registration. Each check is logged in the Home Office system. Repeated incorrect attempts may lock the share code; the holder can regenerate a fresh code if needed.
What the Employer Sees
The profile page shows the applicant photograph, full name, date of birth, nationality, current immigration status, conditions and restrictions, and any expiry date. The status shows clearly whether the right to work is granted or restricted.
Where the right to work is time-limited (such as a visa with an expiry date), the profile shows the date until which the right applies. The employer must carry out a follow-up check before that expiry date to maintain the statutory excuse.
Where the right to work has conditions (such as a limit on hours during term-time for students), the profile shows the conditions clearly. The employer must ensure the actual employment complies with those conditions.
Saving the Evidence
Once the check is complete, the employer must save a clear copy of the profile page. The page can be downloaded as a PDF or printed. A screenshot is also acceptable if it shows the full profile and the date of the check.
The saved copy must be retained for the duration of employment plus two years after the employment ends. Records held only on paper must be stored securely and accessibly. Electronic records must be backed up and protected against loss.
The retention period is set out in the Home Office Employer Right to Work Checks Code of Practice. Failure to retain the records can lead to the employer losing the statutory excuse, even where the check itself was carried out properly.
Follow-Up Checks for Time-Limited Status
Where the right to work is time-limited, the employer must carry out a follow-up check before the expiry date. The applicant generates a fresh share code, and the employer carries out a new check using the new code.
The follow-up check must be saved like the original check. The retention period runs from the date of each check separately. So an employer may end up with multiple saved profiles for the same employee over the course of a long-term employment.
Where the employee has applied for an extension of their visa but the decision has not yet been made, the Employer Checking Service can be used. This is a separate Home Office service that confirms whether the employee continues to have the right to work pending the decision.
When Something Looks Wrong
If the share code does not work, the most common cause is mistyping. Codes are case-sensitive and must be entered exactly. The date of birth must also be entered correctly. If the code still does not work, the holder should generate a fresh code from the View and Prove service.
If the profile shows incorrect information, the holder should contact UKVI. Common issues include outdated photographs (BRP card holders moving to digital status) or stale conditions following a successful change of conditions application. UKVI corrects these on request.
If the employer suspects fraud - for example, the photograph does not match the applicant in person - they should not proceed with the employment until the discrepancy is resolved. Fraudulent use of share codes is a criminal offence under the Immigration Act 1971.
Maintaining Right to Work Records
Naming convention. Store right to work checks consistently. A folder for each employee named with their full name and start date helps locate the check quickly when needed. Documents should be PDFs of the gov.uk profile page.
Retention period. The retention period is the duration of employment plus two years after employment ends. Documents must be accessible for the full period. Where the employer changes payroll systems or HR software, records must be migrated to the new system.
Follow-up tracking. Time-limited statuses require fresh checks before expiry. A spreadsheet or HR system field tracking expiry dates ensures follow-up checks are not missed. Many employers set automatic reminders 60 days before each expiry.
Subject access requests. Employees can request a copy of their own right to work records under the Data Protection Act 2018. Employers must respond within one month. Maintained records make this straightforward to handle.
Where to Get Free Independent Help
The Office of the Immigration Services Commissioner (OISC) regulates immigration advisers in the UK. The OISC adviser register at gov.uk lists qualified advisers who can provide regulated immigration advice on check share code. Advice from a non-regulated person is a criminal offence under the Immigration and Asylum Act 1999.
The Joint Council for the Welfare of Immigrants (JCWI) is a charity that provides free advice and casework support on immigration and nationality issues. JCWI is OISC-regulated and can take on representation in some cases. The JCWI website at jcwi.org.uk lists current services.
Citizens Advice provides free initial advice on check share code and can refer onwards to OISC-regulated immigration advisers for casework. Some local Citizens Advice offices have OISC accreditation for level 1 or 2 immigration advice.
Refugee Council, Refugee Action and similar charities provide specialist advice for refugees and asylum seekers. The British Red Cross also operates an immigration and refugee service. For asylum-related queries, the Migrant Help national service is the first point of contact.
For employment-related immigration issues (Skilled Worker visa sponsorship, right to work checks, etc.), the Home Office sponsor compliance team is the relevant body. The gov.uk sponsor licence pages set out the rules and obligations for licensed sponsors.
The Immigration Tribunal handles appeals against Home Office decisions on visas, settlement and citizenship. The tribunal is independent of the Home Office and decides cases on the evidence. The First-tier Tribunal (Immigration and Asylum Chamber) is the entry point; appeals go to the Upper Tribunal and ultimately to the Court of Appeal.
Putting It All Together
The rules above set out the legal framework, the practical steps and the support routes available. Where the situation is straightforward, the gov.uk pages and the official tools should be enough to act on. Where the situation is more complex, the free advice services listed in the previous section can usually clarify the position and identify the right next step. Many issues that look intractable at first turn out to be resolvable once the right service is engaged.
Keeping written records of communications and decisions throughout is good practice. Where a decision needs to be challenged later - through an internal complaint, an ombudsman, a tribunal or a court - the quality of the contemporaneous record often decides the outcome. Dates, names, reference numbers and copies of correspondence are the building blocks of any later dispute. The gov.uk advice pages and the relevant ombudsman or tribunal websites all set out the evidence they consider when reviewing decisions, and gathering that evidence from the start is one of the most effective protections available.
Frequently Asked Questions
Where do employers check a share code?
On the gov.uk Check a job applicant right to work service. The service is free and accessible 24 hours a day.
Do I need the applicant date of birth?
Yes. The share code is single-factor; the date of birth provides the second factor. Without both, the immigration profile cannot be viewed.
How long must I keep the check evidence?
Employment: duration of employment plus 2 years. Tenancy: duration of tenancy plus 1 year. These retention periods are set out in the relevant Home Office codes of practice.
What is a follow-up check?
Where the immigration status is time-limited, a fresh check must be carried out before the expiry date. The employee generates a new share code and the employer carries out a new check.
What if the share code does not work?
Check the entry for typos. If still not working, the holder should generate a fresh code through the View and Prove service. Codes are case-sensitive and the date of birth must match exactly.
Is the check service free for employers?
Yes. The gov.uk Check service is free. The Home Office does not charge employers for individual checks. Penalties for failing to carry out checks correctly can be very expensive.
What if the employer cannot find a saved right to work check?
The statutory excuse against civil penalty is at risk where records cannot be produced. Even where the check was carried out properly at the time, the lack of evidence undermines the excuse. Robust record-keeping is essential.
Can the employer rely on an old check if the share code has expired?
Yes for the period covered by the check. The 90-day validity of the share code is for the check itself, not for the underlying right to work. The right to work continues based on the immigration status, not the code.
Does the right to work check apply to volunteers?
Generally no. Volunteers are not employees. However, some volunteer positions with significant remuneration or commitments may be treated as employment for immigration purposes. Specialist advice is recommended for complex cases.
Can a recruitment agency check the share code?
Yes. Recruitment agencies can carry out the right to work check on behalf of an employer. The retention period applies to the agency in the same way as the employer.
How We Verified This
Information is taken from the gov.uk Check a job applicant right to work service, the Home Office Employer Right to Work Checks Code of Practice, section 15 of the Immigration, Asylum and Nationality Act 2006 on legislation.gov.uk, and the Home Office Landlord Right to Rent Code of Practice.
