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A Right to Work Policy sets out how an organisation will check and record an individual's legal right to work in the UK before employment begins and, where necessary, throughout employment. It provides a consistent process for completing checks, handling time-limited permissions and avoiding unlawful discrimination.
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This template brings together the key information, sections and considerations you need to create a clear, comprehensive and professional HR document. Preview the document below.
1 Overview
1.1 [Company Name] is committed to employing individuals who have the legal right to work in the UK and to complying with the requirements of the UK Right to Work Scheme.
1.2 The purpose of this policy is to explain the Company's approach to checking and confirming an individual's right to work, maintaining appropriate records and carrying out follow-up checks where an individual's permission to work is time-limited.
1.3 The Company will apply its right to work procedures consistently and fairly and will not make assumptions about an individual's right to work based on their nationality, race, ethnic or national origin, accent, name, appearance or any other protected characteristic.
2 Scope
2.1 This policy applies to all employees, workers, apprentices and other individuals engaged by [Company Name] where the Right to Work Scheme applies. It also applies to candidates being considered for employment or engagement.
2.2 The policy applies throughout the recruitment and employment lifecycle, including initial right to work checks and any follow-up checks required where permission to work is time-limited.
3 General principles
3.1 The Company will:
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Employers have a legal responsibility to prevent illegal working and must establish that an individual has the right to undertake the work in question before employment begins. This Right to Work Policy provides a practical framework for carrying out checks consistently, recording the outcome and managing follow-up checks where permission to work is time-limited.
The policy explains when checks are required and the different prescribed routes that may apply, including manual document checks, Home Office online checks, digital verification and the Employer Checking Service. It is designed to give HR and managers a clear process rather than leaving individual checks to personal judgement.
A right to work check is not necessarily a one-off exercise. Where an individual's permission is time-limited, the employer needs an appropriate system for recording the expiry date and completing a follow-up check. The policy sets out how these checks should be diarised and managed.
Correctly conducted prescribed checks can provide an employer with a statutory excuse against a civil penalty if an individual is subsequently found not to have permission to work. The policy therefore covers record keeping, evidence of checks and the responsibilities of HR and managers.
Right to work obligations do not give employers permission to make assumptions about someone's immigration status. The policy establishes a consistent approach and specifically addresses discrimination based on nationality, race, ethnic or national origin and other characteristics.
Right to work requirements and Home Office processes can change, particularly as digital immigration status and eVisas develop. The policy includes a review requirement so the organisation's process can be checked regularly against current Home Office guidance and statutory requirements.
Use these best practice actions, recommended timescales and process stages to understand when and how the Right to work policy should be used, helping ensure each step is handled consistently and appropriately documented.
Understand the common mistakes to avoid when using this HR template, helping you reduce risk, prevent unnecessary costs and ensure the process is handled correctly.
The check must normally be completed before the individual starts employment or engagement. The employer needs to establish that the person is permitted to undertake the specific work in question. https://www.gov.uk/check-job-applicant-right-to-work
Employers should operate their right to work checking process consistently. The current Home Office guidance sets out who falls within the Right to Work Scheme and the circumstances in which checks are required. Employers should not selectively check people because they appear to be from a particular nationality or ethnic background.
The employer should record the expiry date and complete a follow-up check before the existing permission expires. This is important for maintaining the employer's statutory excuse. https://www.gov.uk/government/publications/right-to-work-checks-employers-guide/employers-guide-to-right-to-work-checks-26-june-2025-accessible
A manual check can be used where the individual's circumstances and documents fall within the permitted manual checking process. Employers should use the current Home Office list of acceptable documents and follow the prescribed checking procedure. https://www.gov.uk/government/publications/right-to-work-checks-employers-guide/employers-guide-to-right-to-work-checks-26-june-2025-accessible
The employer should establish whether another prescribed checking route is available, including the Employer Checking Service where applicable. Managers should refer the matter to HR rather than making assumptions about the individual's status or immediately taking employment action.
HRDocBox combines deep HR knowledge, practical application and experience of real workplace situations. This policy provides a structured approach to right to work checks, follow-up checks, record keeping and discrimination prevention, while recognising that employers need to keep their process aligned with changing Home Office requirements.
How this content is developed and reviewed
The Right to work policy template is developed using a practical HR methodology that considers current UK employment legislation, ACAS guidance, CIPD good practice and the real-world HR process it supports. Templates are regularly reviewed and updated, with additional reviews triggered by significant changes to legislation, guidance or established HR practice, helping ensure each document remains practical, relevant and suitable for UK employers.
Darryl Horn, Chartered HR Director
Darryl is a Chartered HR professional with over 25 years' experience in senior HR and employee relations roles.
He has extensive practical experience of managing recruitment and selection processes and founded hrdocbox to provide businesses with practical, professionally developed HR resources grounded in UK employment law and best practice.
HRDocBox has been creating practical UK HR documents since 2009.
"Darryl provides support and advice with excellent judgement, and has a strong understanding of people, policies and UK employment legislation."
"He is someone I trust; consistent, dependable, and committed to doing things properly."
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