Right-to-work checking is not a final administrative step. It is a control that must work before employment begins, whenever an employee has a time-limited permission, and whenever a hiring process changes hands.

What a defensible check looks like

Use the route that applies to the individual: an original-document check, the Home Office online checking service using a share code, or an employer checking service response where an application is outstanding. The employer must check in the presence of the holder where the document route is used, retain a clear copy and record the date of the check. For online checks, retain the profile page showing the photograph and the right-to-work result.

Build the control into recruitment operations

1. Assign a named owner before an offer is made.
2. Record the route used, check date, evidence location and any follow-up date in the candidate record.
3. Set a dated reminder for time-limited permissions; a check after expiry cannot repair a missed follow-up.
4. Restrict access to status evidence and retain it securely for the employment period plus two years after it ends.
5. Audit a sample of starters, transfers and contractors monthly so exceptions are found before they become a pattern.

Why this matters now

Recruitment teams often move quickly when a vacancy is urgent. A repeatable workflow protects candidates from inconsistent treatment and gives the business a clear evidence trail. It also makes it easier to explain responsibilities to hiring managers without turning compliance into a last-minute scramble.

Practical next step

Map your current journey from conditional offer to first day. If any hand-off lacks an owner, an evidence location or a follow-up date, fix that point first.

Sources: GOV.UK, Employer's guide to right to work checks; View a job applicant's right to work details.