How do I check a subcontractor's share code?

Ask the subcontractor for their 9-character share code (it starts with W) and their date of birth, then enter both at gov.uk/view-right-to-work before they start. Check the photo on the result is really them, make sure it says they can do the work, and save a PDF copy of the profile page with the date. That saved copy is your legal defence.

What do I need from the subcontractor?

Two things: their share code and their date of birth. The subcontractor makes the code on gov.uk by choosing "Prove your right to work to an employer". It is 9 characters long and starts with the letter W.

They can text or email it to you, or send it through the Home Office service, in which case you get an email from right.to.work.service@notifications.service.gov.uk. Either way is fine. If they do not know how to get one, send them our two-minute guide for subcontractors.

How to do the check, step by step

1. Go to gov.uk/view-right-to-work ("Check a job applicant's right to work: use their share code"). It is free. The guide says no other immigration website can be used for this check.
2. Enter the share code and their date of birth.
3. Type your business name in full, exactly as you trade. The guide says recording the right name helps protect your defence.
4. Check the photo is really them. You can do this in person, on a live video call, or with facial recognition from a registered identity service provider.
5. Read the result. Only go ahead if it says they have the right to work and there is no condition stopping them doing your job.
6. Save a copy of the profile page as a PDF (or HTML) before they start. It shows the photo and the date you checked.

All of this must be done before their first day on your job. A check done afterwards does not give you a defence for the time they already worked.

Can I just look at the share code page on the subcontractor's phone?

No. The guide says it is not enough to look at what the subcontractor sees on their own account, or at a printout of it. You must run the check yourself on gov.uk/view-right-to-work, so the result comes straight from Home Office systems and records your business name.

A worked example

How long does a share code last?

A share code lasts 90 days from the day it was made. It can be used as many times as needed in that time. If it has run out, or it starts with R or S because it was made for a different service, ask the subcontractor for a new right to work share code.

What if the code does not work?

First check you typed it right and that it starts with W. If the subcontractor has a problem with their online account, or is waiting on a Home Office application made before their old permission ran out, the guide lets you ask the Home Office Employer Checking Service to confirm their right to work instead. The UKVI Resolution Centre on 0300 790 6268 helps with problems using the online service. Do not let them start until you have an answer.

What if the subcontractor is British or Irish?

Most British and Irish citizens do not have a share code. Check their original passport instead, or use a certified digital identity service provider for a digital check. Check everyone the same way whatever their nationality, so you do not discriminate.

How long do I keep the record?

Keep the saved copy for as long as they work for you and for 2 years after, then destroy it securely. Keep it somewhere you can find quickly, because the Home Office may ask to see it.