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The Proof of Right to Work Request Letter provides a clear and professional way for an employer to request the documents or online verification details needed to establish an individual's right to work in the UK. It explains what is required, why the check is necessary and when the information should be provided.
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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.
[Sender name]
[Sender address]
[date]
[Recipient name]
[Recipient address]
Dear [Recipient first name],
Request for Proof of Right to Work in the UK
As part of our ongoing commitment to compliance with UK employment requirements, we are required to verify that all employees have the right to work in the UK.
We are therefore asking you to provide the information or evidence required for us to complete your right to work check.
What you need to provide
Depending on your circumstances, your right to work may be verified using the Home Office online right to work checking service, an approved identity service provider or original documents from the Home Office's acceptable document lists.
If you have been provided with a Home Office share code, please provide this to [HR / Contact Name], together with your date of birth, so that we can complete the online check.
If you are required to provide original documents for a manual check, please provide an appropriate document or combination of documents from List A or List B of the Home Office right to work checklist.
List A
List A documents can establish a continuous right to work where the prescribed check is completed correctly. Examples include:
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A Proof of Right to Work Request Letter is used by an employer to formally ask an individual to provide evidence of their right to work in the UK. It explains the reason for the request and gives clear instructions about the information or verification needed.
The letter provides a straightforward written record of the employer's request and can be adapted for different right to work circumstances.
The letter can be used during recruitment or where an existing employee needs to provide updated evidence of their right to work. It helps employers make the request consistently and gives the individual a clear opportunity to provide the required evidence.
The template is suitable for HR professionals, recruitment teams, managers and employers responsible for completing right to work checks.
The employer should identify the appropriate right to work checking route for the individual and request only the evidence required for that check. Where an online check is appropriate, the individual should be directed to the relevant Home Office process rather than being asked for unnecessary documents.
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What is a right to work request letter?
It is a letter asking an individual to provide the evidence or information needed for the employer to complete the appropriate UK right to work check. The letter itself does not constitute the check.
Does every employee need to provide physical documents?
Not necessarily. Depending on the individual's circumstances, the employer may be able to complete an online right to work check or use an eligible document-based checking process. The Home Office sets out the applicable routes. https://www.gov.uk/government/collections/right-to-work-checks-employers-code-of-practice
Why use HRDocBox for a Proof of Right to Work Request Letter?
HRDocBox combines deep HR knowledge, practical application and years of experience with real recruitment and compliance processes. The template helps employers make a clear, consistent request while keeping the focus on completing the correct statutory check.
Why use HRDocBox rather than asking AI to create the letter?
AI can produce a generic request for proof of right to work, but the wording needs to sit within the actual Home Office checking process. HRDocBox combines UK employment and HR knowledge, Home Office requirements and practical HR experience rather than relying on generic wording.
How much information should the employer request?
Only the information needed to complete the applicable right to work check should be requested. The employer should follow the Home Office process appropriate to the individual's circumstances rather than automatically asking everyone for the same documents.
What happens if the employee's right to work is time limited?
The employer should record the expiry date and carry out the required follow-up check at the appropriate time. This helps ensure that the employer continues to meet its right to work obligations.
How this content is developed and reviewed
The Proof of right to work request letter 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 employee vetting 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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