Step 1: The employer checks the documents presented by the new job applicant

The employer checking service is a developing service that offers employers the opportunity to check the status of individuals to work in the United Kingdom.

Employers should request applications to be submitted with the required evidence to protect them against the civil penalty for employing illegal migrant workers. An employer must check the applicant's documents before the employment starts and must keep a copy of the checked documents. This provides employers with a statutory excuse should they be found to be employing an illegal worker.

The employer must be satisfied that the documents are valid and that they relate to the applicant. The excuse will not apply if they know that the applicant is not entitled to do the work they are offering.

It is the responsibility of the employer to inform the applicant that checks may be made to verify information provided

Information about the document verification process should be provided to all candidates as part of the recruitment process (in the application pack or online). This should clearly state why - for example to guard against identity fraud or forgery. It is also worth stressing how important document verification is to your company and that you may check that the documents are genuine. You may also wish to make it clear that applicants who are unable to produce the required documentation will not usually be employed (except for cases where a reasonable explanation can be provided ? for example, where an outstanding application is with the UK Border Agency)

You must carry out the following reasonable steps when checking any documents presented to you by your potential employee:

  • check any photographs, where available, to ensure that you are satisfied they are consistent with the appearance of your potential employee;
  • check the dates of birth listed so that you are satisfied these are consistent with the appearance of your potential employee;
  • check that appropriate expiry dates have not been passed;
  • check any United Kingdom Government endorsements (stamps, vignettes etc.) to see if your potential employee is able to do the work you are offering;
  • if your potential employee gives you two documents from List 2 that have different names, you should ask them for a further document to explain the reason for this. The further document could be a marriage certificate, divorce document, deed poll, adoption certificate or statutory declaration.

The employers' helpline will provide initial advice to employers on establishing an excuse.

The Public Register of Authentic Identity and Travel Documents Online (PRADO) is now available for employers to check the features of passport and identity documents from all European Union countries. You can access PRADO through the link on the right side of this page.

There are other websites that also offer help with validating country documentation. These can also be accessed through the links on the right side of this page. We cannot however guarantee that the information obtained through these websites is up to date.

If you are satisfied with the identity and work status information provided then the recruitment process can continue. If you require further verification of the individual's work status, move on to step 2.