Discover the importance of Annaizu Compliance Management in today's business landscape and how a Home Office compliance management platform can help your business streamline its compliance efforts, reduce risks, and stay ahead of regulations.
The UK has now fully transitioned to a digital-first immigration system, making right to work share codes the primary method for verifying employment eligibility.
With physical documents like Biometric Residence Permits (BRPs) no longer valid, employers must rely on the Home Office’s online system to remain compliant.
This guide explains everything employers and workers need to know about share codes in 2026.
What is a Right to Work Share Code?
A right to work share code is a 9-character alphanumeric code issued by the Home Office that allows employers to verify a worker’s immigration status online.
Key Features
- Valid for 90 days
- Always starts with “W” (for work)
- Free to generate and use
- Provides real-time access to immigration status
Employers must combine the share code with the worker’s date of birth to complete the check.
What Changed in 2026: The eVisa System
The biggest shift is the move to fully digital immigration records.
Key Updates
- BRPs are no longer issued or accepted
- Most workers now hold eVisas (digital status)
- Share codes are mandatory for verification
- Physical documents no longer provide a statutory excuse
👉 Learn more: eVisa and online immigration status guidance
Who Needs a Share Code?
Required for
- Skilled Worker visa holders.
- Health and Care Worker visa holders.
- EU Settlement Scheme holders.
- Student visa holders.
- Family visa holders.
- Individuals with digital ILR status.
Not Required for
- British citizens.
- Irish citizens.
- Individuals with valid physical proof of right of abode.
How to Generate a Right to Work Share Code
Workers must generate their own code via GOV.UK.
Step-by-Step Process
- Visit Prove Right to Work on GOV.UK
- Sign in to your UKVI account.
- Complete identity verification.
- Select “Prove your right to work”.
- Generate your code (starting with “W”).
- Share the code and date of birth with your employer.
Tips for Workers
- Generate a new code close to your start date.
- Ensure UKVI account details are up to date.
- Resolve any account issues early.
How Employers Verify a Share Code
Employers must complete checks before employment begins.
Step 1: Collect Details
- Share code (must start with “W”).
- Worker’s date of birth.
Step 2: Check Online
Go to: View Right to Work on GOV.UK
Step 3: Review Status
Confirm:
- Right to work.
- Any work restrictions.
- Expiry date (if applicable).
Step 4: Verify Identity
Ensure the photo matches the individual.
Step 5: Save Records
- Download the result.
- Store for employment duration + 2 years.
Step 6: Set Reminders
- Schedule follow-up checks for visa expiry.
The Three Right to Work Check Methods (2026)
1. Online Share Code Check (Mandatory)
Used for all workers with digital immigration status.
2. Manual Document Check
Used only for:
- British citizens.
- Irish citizens.
- Certain physical documents.
3. Identity Document Validation Technology (IDVT)
Used for British/Irish passport holders via certified providers.
When to Use the Employer Checking Service (ECS)
Use ECS only in limited cases:
Valid Scenarios
- Pending visa applications.
- Appeals or administrative reviews.
- Technical issues with UKVI account.
If approved, ECS issues a Positive Verification Notice (PVN) valid for 6 months.
Penalties for Non-Compliance
Failure to carry out correct checks can lead to serious consequences.
Civil Penalties
- Up to £45,000 per illegal worker (first breach).
- Up to £60,000 per worker (repeat breaches).
Criminal Consequences
- Up to 5 years imprisonment.
- Unlimited fines.
Sponsor Licence Risks
- Licence downgrade.
- Suspension.
- Revocation.
Common Share Code Issues (and Fixes)
Wrong Code Type
- Must start with “W”.
- Ask worker to generate a new code.
Expired Code
- Generate a fresh code (valid for 90 days).
Mismatch of Details
- Verify DOB and UKVI account details.
System Errors
- Document issue (screenshots).
- Retry later.
- Do not allow work to start until verified.
Best Practices for Employers
Build into Onboarding
- Collect share codes before start date.
Centralise Records
- Store all checks securely.
- Maintain audit-ready documentation.
Train Staff
- Ensure HR and hiring managers understand rules.
Schedule Follow-Ups
- Track visa expiry dates.
Audit Regularly
- Check records quarterly.
- Identify gaps early.
Avoid Discrimination
- Apply checks equally to all candidates.
How Annaizu Can Help
Annaizu supports employers with:
Right to Work Compliance
- Automated tracking and reminders.
- Audit-ready documentation.
Sponsor Licence Support
- SMS management.
- Compliance monitoring.
Immigration Advisory
- Expert guidance for complex cases.
👉 Official GOV.UK service: View Right to Work on GOV.UK
👉 Annaizu compliance support: Annaizu workforce management and compliance platform
Conclusion
The right to work share code system is now the primary and mandatory method for verifying employment eligibility in the UK.
Employers must ensure they follow the correct process to establish a statutory excuse and avoid severe penalties. By embedding share code checks into onboarding and compliance systems, businesses can stay protected and fully compliant in 2026.
Related Annaizu resources: Explore secure document management and sponsorship compliance software for practical support with employer compliance and immigration workflows.
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