Manual document checks
How to do a manual right-to-work check: seeing an original document in person, what to look for, and keeping a dated copy.
When to use a manual check
Mainly for British and Irish citizens showing a passport, or other documents on the Home Office's list, such as a UK birth certificate together with an official letter showing their National Insurance number.
If someone has an eVisa, settled or pre-settled status, a manual check isn't enough. Use an online check instead.
How to do it
- Get the original document. Not a photo or photocopy. The person should be there with you, in person or on a live video call while you have the original.
- Check it. Make sure it looks genuine and hasn't been tampered with, and that the photo and date of birth match the person.
- Make a clear copy. For a passport, copy the page with their photo and details. Scanning to PDF or taking a clear photo both work.
- Record it in RotaProof. Choose Manual document check, describe the document (for example “UK passport, original seen”), and upload your copy.
The Home Office publishes the full list of acceptable documents and exactly what to look for in its employer's guide.
This guide explains how to use RotaProof. It isn't legal advice. For the rules themselves, the Home Office's employer's guide to right to work checks is the final word.