Letter asking a candidate or employee to provide information to confirm right to work in the UK - Online check request

Sep 2, 2026

A template letter for UK employers to request information needed to complete an online right-to-work check under immigration law. It explains that recruiting or continuing to employ a person without legal permission is unlawful and may lead to criminal liability if work is carried out while disqualified. The letter covers prospective and existing employees, requesting an employee share code and date of birth where required, setting a response deadline, and stating employment consequences if confirmation is not received.

LanguageEnglish

CategoryLetters

FormatDOCX

Pages2

Reading Time1 min

AccessFree to download

Right to work eligibility notice

Required information for online checking

Actions for prospective employees

Actions for existing employees

Response deadline and consequences

Private and Confidential Dear , Re: Eligibility to work in the UK Under immigration laws, it will be unlawful for an employer to recruit, or continue to recruit, an employee who is not legally allowed to work in the UK. The individual will also commit a criminal offence if they work whilst they are disqualified due to their immigration status. Before you commence employment, the Company is required to carry out certain checks to ensure you have the legal right to work in the UK. If you have limited permission to work in the UK, the Company will also ask you to provide further evidence on an ongoing basis of your right to work. [Select from paragraphs below and delete as appropriate] [For prospective employees] I am writing to advise you that we require you to provide us with your employee share code and date of birth to allow us to undertake an online check to confirm you have the legal right to work in the UK. [OR] [For existing employees] We note from our records that your permission to [delete as appropriate – remain/work] in the UK is due to expire on [insert date]. We require you to provide an employee share code to allow us to undertake an online check to confirm that your right to work in the UK will continue after the expiry date. We will also access your date of birth from your personnel file to carry out this check. Please provide this information to [insert name and position] by no later than [insert date]. Please contact me as soon as possible if you are unable to provide the necessary information. A failure to receive confirmation that you have a legal right to work in the UK will result in the Company [delete as appropriate – being unable to offer you employment/terminating your employment]. Please do not hesitate to contact me if you have any questions regarding the contents of this letter. Yours sincerely Required information to establish an on-going right to work through the online checking service The following list sets out the information that you are required to provide to undertake an online check to confirm you have a right to work in the UK:

FAQs

What information does the employer request for the online right-to-work check?

The employer requests the employee share code, and in some cases the date of birth to complete the online check.

How does the letter differ for prospective vs existing employees?

For prospective employees, it asks for an employee share code and date of birth to run an online check. For existing employees, it references an expiry date, requests an employee share code for continued permission, and uses the date of birth from personnel records.

What happens if the employer does not receive confirmation of legal right to work?

The letter states that failure to receive confirmation will result in the employer being unable to offer employment or terminating employment, depending on the selected wording.

Sep 2, 2026

Upload by Taylor Morgan