How Long Does a Right to Work Check Take?

You've offered someone a job. They're ready to start Monday. Now you need to complete their right to work check — and you're wondering whether this is a five-minute task or something that could delay their start date by weeks.

The short answer: a straightforward check takes minutes. But certain situations — eVisa issues, missing documents, pending applications — can stretch the process to days or weeks. Here's exactly what to expect for each scenario.

This guide is for informational purposes only and does not constitute legal advice. For advice on your specific situation, consult a qualified immigration solicitor.

The three types of check and how long each takes

Check type	When you use it	Time required
Manual document check	British/Irish citizens with a passport or birth certificate + NI proof	5-10 minutes
Online share code check	eVisa holders, EU Settlement Scheme holders, anyone with a share code	2-3 minutes (if the code is ready)
Employer Checking Service	Employee can't generate a share code, or their permission has expired and they have a pending application	Typically several working days for a response

These timings cover the check itself — not the time it takes to gather documents or arrange for the employee to be present. That's where delays happen.

Manual document check: 5-10 minutes

This is the fastest option. The employee brings their original document (passport, birth certificate + NI proof, etc.), you verify it in their presence, make a dated copy, and file it.

What the 5-10 minutes includes:

1. Examining the document for signs of tampering (~1 minute)
2. Confirming the photo matches the person (~30 seconds)
3. Checking names, dates, and expiry match (~1 minute)
4. Making a copy — scan or clear photograph (~2 minutes)
5. Recording the date and filing (~1 minute)

Common delay: The employee doesn't bring the original document. A photo on their phone, a photocopy, or a scan sent by email are not acceptable. If this happens, the check can't proceed until the original is produced. Build document requirements into your offer letter or onboarding email to avoid this.

Online share code check: 2-3 minutes

For employees with eVisas or digital immigration status, you'll use the online right to work checking service. The employee provides a share code and their date of birth. You enter these, and the system returns their immigration status with a photo.

What the 2-3 minutes includes:

1. Enter the share code and date of birth (~30 seconds)
2. Review the result — check the photo and name match (~30 seconds)
3. Save or screenshot the result page (~1 minute)
4. File the saved result (~30 seconds)

Common delays:

• Employee hasn't generated the share code yet. They need to create it through their Home Office online account, selecting "prove your right to work." The code starts with "W" and is valid for 90 days. Ask employees to generate this before their start date.
• Employee can't access their Home Office account. Technical issues, forgotten credentials, or an eVisa that hasn't been linked to their account. This pushes you to the Employer Checking Service (see below). See our eVisa guide for what to do when share codes aren't available.
• Home Office system downtime. The online service is occasionally unavailable. If it's down when you need to run a check, wait and try again — but don't let the employee start work until the check is complete.

Employer Checking Service: up to 5 working days

The Employer Checking Service is the fallback when neither a manual check nor a share code check is possible. You submit the employee's details to the Home Office and wait for a Positive or Negative Verification Notice.

Typical timeline:

Stage	Time
Submitting the request	10-15 minutes
Home Office processing	Typically several working days
Reviewing the response and filing	5 minutes

When you need the ECS:

• An employee's visa has expired and they have a pending in-time application (this triggers the 28-day grace period)
• An eVisa holder can't generate a share code
• You need to verify someone's immigration status through official channels

Important: You cannot start the employee's employment until you receive a Positive Verification Notice. The 5-day wait can feel frustrating when you need someone to start immediately, but employing someone without a completed check means no statutory excuse — and penalties of up to £45,000 if things go wrong.

What adds time to the process

The check itself is fast. These are the things that slow it down:

Missing or wrong documents. If an employee turns up with a driving licence (doesn't prove right to work), a bank statement (doesn't prove right to work), or an expired BRP (no longer valid since December 2024), the check can't proceed until they provide an acceptable document.

Late document requests. If you only ask for documents on the employee's first day, you lose time waiting for them to go home and fetch a passport. Ask when you make the offer — include a clear list of acceptable documents in your offer letter.

First-time eVisa users. Employees who've never used their Home Office online account may need time to set it up. Some have never heard of a share code. Factor in a few days for this if you know the employee has an eVisa.

Pending applications. If the employee has applied to extend their visa but the decision hasn't come through, you'll need the ECS — and you may be dealing with the 28-day grace period, which adds its own timeline. Use our follow-up check timeline calculator to map out the exact dates, and see follow-up right to work checks for the wider follow-up cycle.

How to avoid delays: a practical timeline

For a smooth onboarding, build the right to work check into your hiring timeline:

Stage	When	Action
Offer made	Day 0	Include RTW document requirements in the offer letter or email. Specify what's acceptable and what isn't.
Document collection	Day 1-3	Employee gathers their documents. eVisa holders generate a share code.
Check completed	Before start date	Run the check — manual or online — and file the result.
Employee starts	After check is complete	First day of paid work. Not before.

The non-negotiable rule: No one starts work until the check is done. This applies regardless of how urgently you need the role filled. A gap in your rota is inconvenient. A £45,000 penalty is existential.

For the complete compliance process — including what happens after the initial check — see our employer's guide to ongoing RTW compliance.

Sources

• Employer's guide to right to work checks (26 June 2025) — GOV.UK
• View a job applicant's right to work details — GOV.UK
• Employer Checking Service — GOV.UK
• Prove your right to work to an employer — GOV.UK