Right to Work & Right to Rent Check Record & Compliance Checklist - Template

RIGHT TO WORK & RIGHT TO RENT CHECK RECORD AND COMPLIANCE CHECKLIST

This record is used to document the statutory checks required to establish and retain a statutory excuse against a civil penalty. Part 1 relates to Right to Work checks carried out by an employer under the framework of the Immigration, Asylum and Nationality Act 2006 and the Home Office three-step check. Part 2 relates to Right to Rent checks carried out by a landlord or letting agent under the Immigration Act 2014. Complete every relevant field, retain clear copies of all documents examined, and diarise any follow-up check dates before a time-limited permission expires.

PART 1 — RIGHT TO WORK CHECK

Employer and Worker Details

Employer / organisation name	________
Employer address	________
Name of person conducting the check	________
Job title of person conducting the check	________
Full name of worker / prospective worker	________
Worker date of birth	________
Worker job title / role	________
Nationality	________
Date employment commenced / is due to commence	________

The Three-Step Check

To establish a statutory excuse, the employer must carry out the Home Office three-step check before employment begins. Confirm that each step has been completed.

• Step 1 — Obtain: Obtain the worker's original documents from the acceptable lists below, or obtain a valid gov.uk online right to work share code where the worker holds digital status or a biometric residence permit / card. Documents obtained or method used: ________
• Step 2 — Check: Check the validity of the documents in the presence of the holder (in person or via a live video call while holding the originals), or verify the online check using the gov.uk 'View a job applicant's right to work details' service. Confirm photographs and dates of birth are consistent across documents, that any permission has not expired, and that any work is permitted. Checked in presence of holder / via online service: ________
• Step 3 — Copy: Make a clear, legible copy of the documents (or retain the online check profile page), record the date on which the check was made, and retain the copy securely for the duration of employment and for two years after employment ends. Copy made and retained on: ________

Acceptable Documents — List A (indefinite / continuous statutory excuse)

List A documents establish a continuous statutory excuse for the duration of the person's employment. Record the document(s) examined.

Document type examined (e.g. British / Irish passport, certificate of registration or naturalisation)	________
Document reference / number	________
Issuing authority	________
Date of issue	________
Copy retained (yes / no)	________

Acceptable Documents — List B (time-limited statutory excuse)

List B documents establish a time-limited statutory excuse. A follow-up check must be carried out when the permission expires or, for Group 2 documents, after six months.

Document type examined (e.g. passport with valid visa / vignette, biometric residence permit, immigration status document)	________
Document reference / number	________
Issuing authority	________
Permission expiry date	________
Any restrictions on work / hours	________
Copy retained (yes / no)	________

Online Right to Work Check (gov.uk share code)

For workers with digital immigration status (eVisa), an eVisa holder, or a biometric residence permit / card, an online check via the gov.uk service is required. A manual document check does not provide a statutory excuse for these workers.

gov.uk share code provided by worker	________
Worker's date of birth entered	________
Date online check completed	________
Result of online check (right to work confirmed / restrictions)	________
Online profile page copy retained (yes / no)	________

Dates and Follow-Up

Date Right to Work check carried out	________
Follow-up check date required (for time-limited permission)	________
Follow-up check completed on (if applicable)	________

Statement Establishing Statutory Excuse

I confirm that I have carried out the prescribed Right to Work check in respect of the worker named above. I have examined the original document(s) listed and/or completed the gov.uk online right to work check; I am satisfied that the documents are genuine, relate to the person presenting them, and permit the work in question; and I have made and securely retained a dated copy. To the best of my knowledge the worker has the right to undertake the employment offered. This check was carried out before employment commenced.

Signature of person conducting the check	________
Name	________
Position	________
Date signed	________

PART 2 — RIGHT TO RENT CHECK

Landlord / Agent and Property Details

Landlord name	________
Landlord address	________
Letting agent name (if applicable)	________
Name of person conducting the check	________
Address of rental property	________
Proposed tenancy start date	________

Tenant / Occupier Details — All Adult Occupiers

A Right to Rent check must be carried out on every adult (aged 18 or over) who will live in the property as their only or main home, whether or not they are named on the tenancy agreement. List each adult occupier and confirm their right to rent has been checked.

Full name of occupier 1	________
Date of birth	________
Nationality	________
Right to rent checked (yes / no)	________
Full name of occupier 2	________
Date of birth	________
Nationality	________
Right to rent checked (yes / no)	________
Additional adult occupiers (names)	________

Confirm that a check has been completed for all adult occupiers: ________

Acceptable Documents — Right to Rent

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Document group (Group 1 unlimited / Group 2 time-limited / online share code)	________
Document type examined (e.g. passport, biometric residence permit)	________
Document reference / number	________
Issuing authority	________
Expiry date (if any)	________
gov.uk share code (if online check used)	________
Result of online check (if used)	________

Dates, Follow-Up and Copies Retained

Date Right to Rent check carried out	________
Whether right to rent is unlimited or time-limited	________
Follow-up check date required (for time-limited right)	________
Copies of documents retained securely (yes / no)	________
Date copies made	________
Location / manner in which copies are stored	________

Note on Penalties for Non-Compliance

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Signature of person conducting the check	________
Name	________
Position	________
Date signed	________