Managers guide to pre-employment checks
If you have a new employee, this model guide to pre-employment checks will help you to check their integrity and background, and prevent illegal working.
- 4 pages / 1,317 words.
- Last updated 16/09/2025.
- Designed for United Kingdom use.
- Suitable for use in other territories; check local laws first.
- Instantly download as Word / PDF / plain text, or send by email.
- Includes 12 months’ access, with all updates to this page provided free of charge and notified to you.
Managers guide to pre-employment checks
Introduction
Ensuring compliance with employment regulations is critical for maintaining a lawful and ethical workplace. This guide provides an overview of key considerations when managing employees' right to work, handling medical checks, giving references, and assessing the integrity of job candidates. Adhering to these guidelines helps employers avoid legal pitfalls and foster a fair and transparent hiring process.
1. Right to work
You must check that staff have the right to work in the UK under the Immigration, Asylum, and Nationality Act.
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It is the employer's job to ensure that employees have the legal right to work in the UK, so don't depend on what you are told; instead, double-check.
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When verifying an employee's permission to work in the UK, original documentation must be shown; duplicates are
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Employers are responsible for ensuring that illegal working is prevented and for building full trust in new hires.
This can be achieved by carrying out straightforward right-to-work checks before employing someone, confirming that the individual is eligible to work in the role and that their immigration status does not disqualify them. It also ensures that the information provided during the recruitment process is accurate.
This guide outlines key aspects, including:
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Right to work
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Medical checks
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References
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Candidate integrity
Compliance
Compliance
This Managers guide to pre-employment checks incorporates relevant UK laws and HR standards, including those listed below:
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The Immigration, Asylum and Nationality Act 2006: Employers are required to conduct right to work checks on all employees before they start work to ensure that they have the legal right to work in the UK.
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The Rehabilitation of Offenders Act 1974: Employers must take into account the Rehabilitation of Offenders Act when conducting criminal records checks on potential employees. This legislation sets out the length of time that certain convictions will remain on an individual's criminal record and when they can become spent (i.e. not disclosed) to employers.
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The Data Protection Act 2018: Employers must comply with data protection regulations when carrying out pre-employment checks, and must ensure that they have the candidate's consent to conduct any checks and that any personal data is handled in accordance with the legislation.
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The Equality Act 2010: Employers must ensure that any pre-employment checks are non-discriminatory and do not infringe on any protected characteristics, such as age, race, gender, or disability.
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The Health and Safety at Work etc. Act 1974: Employers have a duty to ensure the health and safety of their employees, and may need to conduct pre-employment checks to ensure that candidates are physically and mentally capable of carrying out the required job duties.
Frequently Asked Questions
Frequently Asked Questions
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Can I use this template in my small business?
Yes. The Managers guide to pre-employment checks is designed to be flexible and suitable for organisations of all sizes, including small businesses and charities. It follows UK employment law best practice, so even if you don't have an in-house HR team, you can confidently apply it.
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Is this template compliant with 2025 UK employment law?
Absolutely. All of our templates are drafted with the latest ACAS guidance and UK employment legislation in mind. We review and update them regularly, so you can be confident they remain compliant.
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Can I customise it for my organisation?
Yes, we highlight the areas that you need to update with your own details, and where you need to make decisions to suit your situation. This saves you time and ensures that you meet best practice.
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Do I get instant access?
Yes. Once purchased, you'll be able to download it instantly. Templates are provided in editable Word or Excel format so you can customise them easily, and in PDF format for easy sharing.
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What if I need more help, not just this template?
If you're looking for broader support, we also offer toolkits and library bundles that include this template, along with other HR templates and policies for fully managing your situation. These may be more cost-effective if you need deeper advice.
