Employment verification (Right to Work share code cover)
Use this cover note to send your Right to Work share code to HR with the exact details they need. Keep dates and names consistent with your passport and status records.
When to use this
- Onboarding for a new role where HR has asked for a Right to Work check.
- When you have digital status (eVisa) and need to provide your share code + DOB.
- To clarify recent passport renewals or small name-format differences.
Good practice
- Generate a fresh share code if the old one is near expiry.
- Make sure your current passport is linked to your online status account.
- If there’s a name variance, add a one-line explanation and include the evidence only if asked.
Common pitfalls
- Expired/invalid share code: send a new code with the correct DOB.
- Mismatched identity: ensure passport details match what HR will see on the check.
- Over-sharing documents: for Right to Work, HR uses the official check — keep attachments minimal unless requested.
Information only — not legal advice. Employers must follow their own Right to Work policy and statutory guidance. Provide originals in person if requested by HR.
Fill in details
Preview
Subject: Right to Work share code — Jane Maria Smith
Alex Johnson,
{{^contact_name}}To the Acme Ltd — HR team,{{/contact_name}}
Please find my UK Right to Work details below. You can complete the online check using the official service with my share code and date of birth.
Candidate
• Name: Jane Maria Smith
• Date of birth: 12 March 1993
• Nationality: Canadian
• Passport number: 123456789
Share code
• Right to Work share code: ABC-123-XYZ
• Validity: Valid until 18 October 2025
Role context
• Job title: Software Engineer
• Planned start date: 2 December 2025
• Work location: London (hybrid)
Notes (if helpful)
• Status: I hold digital immigration status (eVisa). No BRP is issued. My current passport is linked to my UKVI account.
• Name variance: My English test shows 'Jane M Smith' while passport shows 'Jane Maria Smith'. This is a formatting difference only.
• Passport renewal: I renewed my passport on 15 Aug 2025 and have linked it to my UKVI account.
Attachments
• Passport biodata page (scan)
• Proof of name change (if relevant)
• Offer letter (optional)
{{^attachments}}(No attachments included){{/attachments}}
If anything further is needed, please let me know at jane@example.com or +44 7700 900123.
Kind regards,
Jane Maria Smith
4 October 2025