Your browser does not support JavaScript

Proof of right to work request letter template

5 minute read
£ 15

Our Proof of Right to Work Request Letter Template simplifies the process of requesting and obtaining necessary documentation from employees.

Use this model proof of right to work letter to request that a new employee submits evidence of entitlement to work in the UK.

We also have budget-friendly bundles featuring this template:

What is a Proof of right to work request letter?

A Proof of right to work request letter is sent to a job applicant or employee requesting them to provide evidence of their legal right to work in the country. The letter typically requests the applicant or employee to provide specific documents, such as a passport or national identity card, that can be used to verify their identity and legal right to work.

A well-crafted proof of right to work request letter should clearly explain what documents are required and provide instructions for submitting them. It should also include a deadline for submission and any other relevant information or instructions that may be needed to complete the process.

What are the best practice implementation milestones / timescales?

Step Description Responsibility Timing (Days from Decision)
1 Identify the need for proof of right to work documentation. HR Manager/Supervisor As needed
2 Prepare and issue the Proof of Right to Work Request Letter. HR Manager/Supervisor 1 day
3 Employee provides the necessary documentation. Employee Within 3 working days
4 Verify the authenticity and validity of the provided documents. HR Manager/Supervisor Within 5 working days
5 Record the verification results and keep documents on file. HR Manager/Supervisor Ongoing
Proof of right to work request letter template
proof of right to work request letter template

What legal and best practice aspects should employers be aware of?

  • Immigration, Asylum, and Nationality Act 2006: Requires employers to check the immigration status of employees and ensure they have the right to work in the UK.

  • The Equality Act 2010: Ensures fair treatment of job applicants and employees, including the verification process for right to work.

  • Data Protection Act 2018: Governs the handling and storage of personal data, including documents provided during the verification process.

An essential part of the hiring process is verifying an employee's right to work in the UK, and these legislations help ensure compliance and fairness in the process.

The request for proof of right to work is typically made in accordance with local laws and regulations, which require employers to verify the legal status of their employees and to maintain accurate records of their right to work. Employers who fail to comply with these requirements may be subject to penalties or fines, so it is important to ensure that all employees have a valid right to work.

Proof of right to work request [Delete this line]


[Company name]

[Sender address]

 

[date]

[Recipient name]

[Recipient address]

 

Dear [Recipient first name],

 

Position of [job title]

I hope this letter finds you well. As part of our ongoing commitment to compliance with UK employment regulations, we are required to verify the right to work status of all our employees.

To proceed with this process, we kindly request that you provide the following original documents from List A or List B of the Home Office Right to Work checklist:

List A

  1. A passport (current or expired) showing the holder is a British citizen or a citizen of the UK and Colonies having the right of abode in the UK.

  2. A passport or passport card (in either case, whether current or expired) showing that the holder is an Irish citizen.

  3. A document issued by the Bailiwick of Jersey, the Bailiwick of Guernsey or the Isle of Man, which has been verified as valid by the Home Office Employer Checking Service, showing that the holder has been granted unlimited leave to enter or remain under Appendix EU to the Jersey Immigration Rules, Appendix EU to the Immigration (Bailiwick of Guernsey) Rules 2008 or Appendix EU to the Isle of Man Immigration Rules.

  4. A current passport endorsed to show that the holder is exempt from immigration control, is allowed to stay indefinitely in the UK, has the right of abode in the UK, or has no time limit on their stay in the UK.

  5. A current Immigration Status Document issued by the Home Office to the holder with an endorsement indicating that the named person is allowed to stay indefinitely in the UK or has no time limit on their stay in the UK, together with an official document giving the person’s permanent National Insurance number and their name issued by a government agency or a previous employer.

  6. A birth or adoption certificate issued in the UK, together with an official document giving the person’s permanent National Insurance number and their name issued by a government agency or a previous employer.

  7. A birth or adoption certificate issued in the Channel Islands, the Isle of Man or Ireland, together with an official document giving the person’s permanent National Insurance number and their name issued by a government agency or a previous employer.

  8. A certificate of registration or naturalisation as a British citizen, together with an official document giving the person’s permanent National Insurance number and their name issued by a government agency or a previous employer.

List B Group 1

  1. A current passport endorsed to show that the holder is allowed to stay in the UK and is currently allowed to do the type of work in question.

  2. A document issued by the Bailiwick of Jersey, the Bailiwick of Guernsey or the Isle of Man, which has been verified as valid by the Home Office Employer Checking Service, showing that the holder has been granted limited leave to enter or remain under Appendix EU to the Jersey Immigration Rules, Appendix EU to the Immigration (Bailiwick of Guernsey) Rules 2008 or Appendix EU to the Isle of Man Immigration Rules.

  3. A current immigration status document containing a photograph issued by the Home Office to the holder with a valid endorsement indicating that the named person may stay in the UK, and is allowed to do the type of work in question, together with an official document giving the person’s permanent National Insurance number and their name issued by a government agency or a previous employer.

List B Group 2

  1. A document issued by the Home Office showing that the holder has made an application for leave to enter or remain under Appendix EU to the immigration rules on or before 30 June 2021 together with a Positive Verification Notice from the Home Office Employer Checking Service.

  2. A Certificate of Application (digital or non-digital) issued by the Home Office showing that the holder has made an application for leave to enter or remain under Appendix EU to the immigration rules (known as the EU Settlement Scheme), on or after 1 July 2021, together with a Positive Verification Notice from the Home Office Employer Checking Service.

  3. A document issued by the Bailiwick of Jersey, the Bailiwick of Guernsey or the Isle of Man showing that the holder has made an application for leave to enter or remain under Appendix EU (J) to the Jersey Immigration Rules or Appendix EU to the immigration Rules (Bailiwick of Guernsey) Rules 2008, or Appendix EU to the Isle of Man Immigration Rules together with a Positive Verification Notice from the Home Office Employer Checking Service.

  4. An Application Registration Card issued by the Home Office stating that the holder is permitted to take the employment in question, together with a Positive Verification Notice from the Home Office Employer Checking Service.

  5. A Positive Verification Notice issued by the Home Office Employer Checking Service to the employer or prospective employer, which indicates that the named person may stay in the UK and is permitted to do the work in question.

Please submit the required documents to [Your Company Name] HR Department within the next [number of days, e.g., 5 working days]. If you are unable to provide the requested documents, please contact us immediately to discuss further steps.

Rest assured that any information you provide will be treated with strict confidentiality, adhering to data protection regulations.

Thank you for your prompt attention to this matter. If you have any queries or require assistance, please do not hesitate to contact our HR Department at [HR Contact Number] or [HR Email Address].

We value your contribution to the company and look forward to resolving this matter promptly.

Yours [faithfully | sincerely],

 

 

[Sender name]

[Sender job title]

[Sender telephone]
[Sender email]

Direction

The Proof of right to work request letter template is issued by an employer
Employer
Issue path
The Proof of right to work request letter template is issued to an employee
Employee

Timing

Pre-day 1 of employment, or ad hoc for existing employees with visa's.
Who are some Companies who utilise our Proof of right to work request letter template?
Tr
  
Why buy our Proof of right to work request letter template?
  • You save time and effort with a professionally written, editable HR document that is tailored to meet best practice.
  • You ensure compliance with applicable ACAS Codes of Conduct and other legal requirements.
  • You are notified by email whenever this template or its supporting resources are updated.
  • You enjoy 12 months of unlimited access with no hidden fees or extra costs.
  • You unlock a 25% discount on all future purchases or renewals of our libraries, toolkits, and templates.

What do our customers say about us?

I have been using the service now for around 6 months and it has been really useful in developing and updating polices and processes.

- Jamie Allan, Armstrong Craven ★★★★★

Armstrong Craven logo

Read full review on Google

Excellent library of resources and templates which have made my job in my small business so much easier to manage HR for my employees...

- Emma Hunt ★★★★★

Read full review on Google

Great value and the site contains an extensive library of essential HR documents. I access the site probably once a week...

- Laura Alliss-Etty ★★★★★

Read full review on Google

A great source of information and advice. I can highly recommend hrdocbox.

- Georgina Loom, The Hygiene Bank

The Hygiene Bank logo

HRDocBox is a great resource. It is incredibly good value, providing a large selection of HR guidance materials as well as...

- Emma Beauchamp ★★★★★

Read full review on Google

Enhancing Employment Opportunities for Autistic Individuals - A Government Review
Wed, 28 Feb 24

Enhancing Employment Opportunities for Autistic Individuals - A Government Review

The government has recently unveiled a comprehensive review aimed at improving support for autistic individuals in the workplace...