Right To Work Check Log
Template
Right to Work check log
A simple log template recording every right-to-work check performed — the evidence that gives a UK employer the statutory excuse against a civil penalty.
Who it’s for: HR leads, founders, and operations leads at any UK employer
How to use
Follow these steps
Record the worker''s details
Full name, date of birth, role, start date, employee ID. Use the name on the document, not the preferred name.
Record the check method
Online check via share code, manual document check, or IDVT check. For online checks, paste the share code, date checked, and what the result page said.
Record the document(s) used
For manual checks: document type, document number, expiry date. Take a clear, unedited copy and store with the log.
Record the date and signature
Date the check was performed and the name of the person who performed it. Both must be before the worker''s first day.
Set the follow-up date
For workers with time-limited permission, set the follow-up date to re-check before the document expires. Most payroll / HR systems will alert on this.
Store securely for 2 years after employment ends
Right-to-work records must be retained for the duration of employment plus 2 years. GDPR-compliant retention applies — don''t keep them longer.
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