How to Check Someone’s Immigration Status in the UK

You may need to confirm someone’s permission to live, work or rent in the UK. This guide explains when and how to check a person’s immigration status, what information you need, how digital “share codes” work, what to do if documents are missing, and how to avoid common mistakes. It is written in plain English and designed for employers, landlords, letting agents, service providers and community organisations.

Who this guide is for

Employers and recruiters who must complete right to work checks before employment starts.
Landlords and letting agents in England who must complete right to rent checks on adult tenants.
Service providers and charities who need to confirm someone’s permission before providing certain services.
Individuals who want to understand what others may check and how to prove their own status.

When you can check someone’s status

You should check immigration status only for a lawful reason and, where required, with the person’s consent. Typical reasons include:

Confirming a job applicant’s right to work.
Checking prospective tenants’ right to rent a property in England.
Verifying eligibility for services that depend on immigration permission.

Do not carry out checks on people without a lawful reason. Never target checks based on appearance, name, accent, or nationality. Apply the same process to everyone in the same situation.

Overview of the UK digital status system

Many people now hold an electronic immigration record (often called an “eVisa”). They prove their status using a share code and their date of birth. You use the government’s online checker to view their current rights and any conditions. This is the fastest and most reliable method.

People who do not have digital status may still use physical documents (for example, a UK passport, an Irish passport, or certain biometric cards) depending on the context and guidance. Follow the official process for your type of check.

Quick links to official services

How the share code process works

The person generates a share code from their online immigration account and chooses the purpose (work or rent) if prompted.
They send you the share code along with their date of birth.
You use the official checker to enter the share code and date of birth.
You view a live status page showing permission type, conditions, and any expiry dates. You can download or save a copy for your records.

Share codes are time-limited. If a code has expired, ask for a new one. Always check the live government page, not a screenshot.

Right to work: what employers need to do

Before employment starts, employers must complete a right to work check. There are three main routes, depending on the person’s documents and status:

Online check with a share code (most non-UK/Irish nationals with digital status).
Manual document check (for example, a valid UK passport, Irish passport, or other acceptable original documents set out in the official list).
Home Office Employer Checking Service (when the person says they have an application or appeal pending, or their documents are with the Home Office and cannot be provided).

To establish a statutory excuse against a civil penalty, follow the official steps exactly, record the date of the check, and keep clear copies or the online check result for the required retention period.

Employer checklist

Use the correct route (online, manual, or Employer Checking Service).
Check photo, name, and date of birth match the person in front of you (or follow rules for an approved identity service provider where allowed).
Confirm work permissions and any limits (for example, restricted hours for certain visas).
Retain evidence of the check in a secure system for the length of employment and for the required period afterwards.
Re-check status before expiry if the permission is time-limited.

Right to rent: what landlords and agents need to do (England only)

Landlords and letting agents in England must check that adult tenants have the right to rent. This can be done using a share code (for digital status) or by checking acceptable physical documents. The process protects you from civil penalties if it is done correctly and on time.

Right to rent checklist

Check all adults who will live at the property, not just the named tenant.
Use the online share code route where possible; otherwise follow the official manual document list.
Complete the initial check before the tenancy starts and keep a record.
If permission is time-limited, schedule a follow-up check before it expires.
Store records securely for the required period after the tenancy ends.

If the person cannot provide a share code or documents

Sometimes a person cannot show acceptable documents or a valid share code. Reasons include a pending application, an appeal, technical problems with an account, or lost documents. In these situations:

Employers should use the Employer Checking Service to request a Positive Verification Notice when appropriate.
Landlords and agents should follow the official alternatives and never accept uncertain evidence. If you cannot complete a valid check, you should not proceed.
Individuals can use the “view and prove” service to generate a new share code or contact the Home Office if their record appears incorrect.

What the online result shows

When you run a valid online check, the result page typically includes:

Permission type (for example, indefinite leave, limited leave, EU Settlement Scheme status).
Conditions (for example, “work permitted”, “work limited to x hours”, or “no recourse to public funds”).
Any expiry dates or confirmation that permission is ongoing.
Identity details and a photo you can match to the person.

Save or print the online result page for your records at the time of the check. Do not rely on copies provided by the individual without using the official checker yourself.

Protecting people’s data and treating everyone fairly

Permission and data handling: Only request what you need. Keep check records secure and limit access to authorised staff.
Consistency: Apply the same process to all candidates or tenants to avoid discrimination claims.
Timing: Carry out checks at the correct stage (for example, after a job offer but before employment starts) and repeat when required.

Common situations and how to handle them

The online service shows different details to the documents

Always trust the live online record over screenshots. If there is a mismatch, ask the individual to generate a new share code and try again. If the problem persists, they can ask the Home Office to review their record.

The person says they have an application pending

They may not have a share code. Employers can use the Employer Checking Service to confirm if the person has a right to work while waiting for a decision. Keep the Positive Verification Notice on file and diarise a follow-up.

The person has time-limited permission

Schedule a repeat check before the permission expires. If they extend their visa or switch categories, ask for a new share code or acceptable evidence once granted.

Students and restricted hours

Some visas restrict work to term-time hours. If you are an employer, make sure you understand the limit and keep evidence (such as a term timetable) where guidance requires it.

Volunteers and unpaid roles

Many checks still apply. Confirm whether the role counts as work for immigration purposes. When in doubt, seek guidance before allowing someone to start.

Step-by-step: doing a compliant online check

Request a share code and date of birth from the person.
Go to the official checker at Check someone’s immigration status.
Enter the details exactly as provided.
Match identity by comparing the photo and biographical details to the person.
Read conditions and note any restrictions or expiry dates.
Save evidence (download or print the result page) and record the date of the check.

Manual document checks (when allowed)

If the online route is not available and guidance permits manual checks, follow the official list of acceptable documents. Steps usually include:

Seeing the original physical document in person or via an approved route.
Checking it is genuine, unaltered and belongs to the holder.
Taking and retaining a clear copy and recording the date of the check.

Do not accept scans, photos or copies unless the guidance expressly allows this. If a document is damaged, out-of-date, or looks altered, do not proceed until you have verified it properly.

Records you need to keep

For online checks: the PDF or screenshot of the live result page, dated at the time of the check.
For manual checks: clear copies of both sides of documents where relevant, plus the check date.
Retention: keep records securely for the required period (for example, for employers, during employment and for a period afterwards; for landlords, for a period after the tenancy ends).

Signs a check might not be valid

Only a screenshot from the individual, not a result you accessed yourself.
Expired share code or details that do not match the person in front of you.
Missing or unclear copies of evidence, or no record of the check date.

If any of these apply, redo the check using the correct process.

If you still cannot confirm status

Ask the individual to generate a fresh share code or provide acceptable original documents.
Use the Employer Checking Service if you are an employer and the person has a pending application or appeal.
For persistent problems with digital records, signpost the person to ask the Home Office to investigate.
Do not proceed with employment or a tenancy until you have a valid check in place.

Helpful official pages

Key points to remember

Use the share code system wherever possible; it’s the most accurate and up to date.
Follow the specific process for your context (work or rent). The details differ.
Keep clear, dated evidence of the check. Without records, you may not have a defence.
Treat everyone fairly and apply the same process to all.
When in doubt, pause and use the official services rather than guessing.

This guide is general information. It does not replace professional legal advice for complex cases.