Policies, contracts, letters, guidance and HR support tools for UK employers.
View full library
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.
[Sender 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
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.
A passport or passport card (in either case, whether current or expired) showing that the holder is an Irish citizen.
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.
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.
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
To view in full, make a purchase
For more value, this is also found in our Full library and Employee vetting templates toolkit
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.
Related HR resources and workflow
Explore the HR resources that may be relevant before and / or after using the Proof of right to work request letter, helping you understand the wider process, maintain appropriate documentation and follow a consistent approach.
Our offer of employment letter template ensures clear communication of job offers, outlining terms and expectations for new hires, streamlining the hiring process.
Our Contract of Employment or Statement of Terms and Conditions Template ensures legal compliance, providing employees with essential details about their employment.
Use these best practice actions, recommended timescales and process stages to understand when and how the Proof of right to work request letter should be used, helping ensure each step is handled consistently and appropriately documented.
When using this Proof of right to work request letter, employers should consider the relevant UK employment legislation, Acas guidance and their own HR policies and procedures, including:
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.
Yes. This template has been designed for organisations of all sizes, including small businesses, charities and growing employers. It follows UK employment law best practice and can be adapted to suit your organisation.
Our templates are developed with UK employment legislation, Acas guidance and HR best practice in mind and are reviewed and updated as relevant requirements change. However, every employment situation is different, so the template should be adapted to the circumstances and checked against the employee's contract and your organisation's procedures before use.
Yes, we highlight the areas of the document 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.
Yes. Once purchased, you'll be able to download it instantly. Templates are provided in editable format (such as .doc or .xls) so you can customise them easily, and in PDF format for easy sharing.
If you're looking for broader support, we also offer toolkits and library bundles that include the Proof of right to work request letter template, along with other HR templates and policies for fully managing your situation. These may be more cost-effective if you need deeper advice.
AI can produce a document quickly, but effective HR documentation needs to be more than well-written words. It needs to reflect relevant UK employment law, HR best practice, practical considerations and the circumstances in which it will be used. These resources have been professionally developed around that wider HR context, drawing on extensive practical experience, rather than simply generating a generic document from a prompt.
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.
"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."
Employee vetting toolkit
12 templates
£34.90
Whether you employ 5 people or 50, hrdocbox gives you the structure, documents and expertise needed to manage employees professionally and legally.
Professionally written and fully compliant with UK employment law
Access a free contract template instantly - or save 10% on any document today.
Use this code at checkout for 10% off anything!
Includes instant download, updates, and full access to your HR templates.
Recruitment library
130 templates
Full library
776 templates