Right to Work Checks in 2025: What UK Employers Need to Know

Verifying an employee’s right to work in the UK is not just a legal requirement — it’s a critical part of responsible recruitment and compliance. With updated rules taking effect from February 2025, this blog breaks down what employers need to know, which documents are valid, and how to stay compliant while treating all candidates fairly.

What Is a Right to Work Check?

All UK employers are legally required to check and record the immigration status of every employee — regardless of nationality — before employment begins.

This includes:

• British and Irish citizens

• EU nationals

• Non-EEA nationals

Failing to carry out compliant right to work checks can result in severe penalties, including civil fines of up to £20,000 per illegal worker and potential criminal prosecution for knowingly employing someone without the legal right to work.

Approved Right to Work Check Methods (From February 2025)

From 12 February 2025, employers must use one of the following approved methods:

1. Manual Right to Work Check

• Only allowed for British and Irish passport holders.

• Employers must inspect original documents in person, check their validity, and take a copy.

• The copy must be clear, unaltered, and include the date the check was carried out.

2. Digital Check via a Certified DVS Provider

• Uses Identification Document Validation Technology (IDVT).

• Can be used for British and Irish passport holders.

• Employers must confirm likeness and retain a secure copy of the results.

3. Online Right to Work Check

• Required for non-UK/Irish nationals.

• Individuals provide a share code and date of birth.

• Employers access www.gov.uk/view-right-to-work and securely retain the results.

Are Employers Allowed to Copy Passports?

Yes — and they are required to.
As part of a compliant manual check, employers must:

• Take a clear copy of the original document (e.g. passport or BRP)

• Record the date of the check on the copy

• Store it securely for the duration of employment plus two years

This copy forms part of your defence if the employee is later found to be working illegally.

Right to Work Document Categories

List A – Permanent Right to Work

• UK or Irish passport

• Certificate of naturalisation

• UK birth/adoption certificate (with NI number)

• Biometric Residence Permit showing Indefinite Leave to Remain

List B (Group 1) – Time-Limited Right to Work

• Visa or BRP with an expiry date

• Online RTW status confirmed using a share code

List B (Group 2) – Application-Based Evidence

• Certificate of application

• Positive Verification Notice (PVN) from the Home Office

Avoiding Discrimination in RTW Checks

Right to work checks must be done fairly and consistently for all potential employees — regardless of appearance, race, nationality, or perceived immigration status.
Discriminatory practices may breach the Equality Act 2010 and expose your business to legal risk.

Compliance & Retention Reminders

• Expired BRPs are no longer valid — use an eVisa and Home Office check instead

• Retain right to work check records for the duration of employment plus two years

• Store documentation securely and ensure it cannot be tampered with

Download Our Free Guide

We’ve created a practical PDF guide that covers everything you need to stay compliant with Right to Work checks in 2025 — including the updated check types, document lists, retention rules, and a reminder about non-discrimination.
Download the Free Guide Here

Need Support?

If you’re unsure whether your recruitment process is compliant or would like help training managers on how to conduct right to work checks properly — we’re here to support you.

📞 Get in touch with our HR team at Craven Consultancy Services to arrange a chat or a compliance review. We can help you avoid costly mistakes and give you confidence in your onboarding process.