For small UK employers

7 reasons to keep every right to work check on record

Every UK employer must check that each person has the right to work before they start, keep a dated copy, and do a follow-up check before time-limited permission ends. Miss one and the business can face a civil penalty of up to £60,000 per illegal worker.

Get the register · £13.99 See the 7 reasons

Excel & Google Sheets, no macros
Example + blank file
Start-here guide
One-off price, no subscription

Right to Work Check Register: annotated screen from the example file

Screens from the included example file. All names and figures are fictional.

400people

2,000checks

3Home Office check methods

0macros, add-ons or subscriptions

The list

Why a ready-made register beats paper and a blank spreadsheet

Checks log for all 3 Home Office methods

Manual document checks (List A and List B), online checks with a share code (including eVisa holders) and digital ID checks through a certified RtW DVSP, plus Employer Checking Service PVNs

Right to Work Check Register: annotated screen 1 from the example

Share code column

Codes that do not start with W or do not have 9 characters are flagged (codes starting R or S are for other checks and are not accepted)

Right to Work Check Register: annotated screen 2 from the example

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Every check flagged until complete

Photo matched to the person, dated copy kept, permission end date for time-limited permission, and manual checks of expired BRPs (they need an online check)

Right to Work Check Register: annotated screen 3 from the example

Follow-up dates worked out

The date permission ends, or 6 months from a PVN

Automatic status per person

OK, Recheck due soon, Check before start, Late check, No valid check, Expired - act now, Left - keep records, Delete records

Delete-after dates for leavers

(2 years after the work ends by default, editable)

Engaged as column

Employee, worker or individual sub-contractor, for the wider scope from 1 October 2026

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Compare

Three ways to keep these records

Feature	Paper or notes	A blank spreadsheet	This register
Checks log for all 3 Home Office methods	✗No	~ If you build it	✓ Built in
Share code column	✗No	~ If you build it	✓ Built in
Every check flagged until complete	✗No	~ If you build it	✓ Built in
Follow-up dates worked out	✗No	~ If you build it	✓ Built in
Automatic status per person	✗No	~ If you build it	✓ Built in
Cost	Free, plus your time	Free, plus your time	£13.99 once

What's inside

Everything you download

3 files

XLSX UK-Right-to-Work-Tracker.xlsxfilled with fictional example data (32 people, 32 checks) so you can see how it works
XLSX UK-Right-to-Work-Tracker-BLANK.xlsxan empty copy, ready for your own team
PDF Start-here.pdfone-page quick-start guide, including how to open it in Google Sheets

Also included

Worker File: pick a person to print every check on file, with a signature line
Dashboard: people working today, act-now, follow-ups and records to delete, by department, follow-ups by month, a "What…
Room for 400 people and 2,000 checks

Good to know

A Health check on the Start Here tab and a Check/Status column on every log flag missing or odd entries
Rules follow the Home Office "Employer's guide to right to work checks" (1 October 2026) and gov.uk/check-job-applicant-right-to-work (checked 02/11/2026)
From 1 October 2026 checks also cover workers and individual sub-contractors (Border Security, Asylum and Immigration Act 2025)
Not covered: it does not connect to the Home Office or check documents, and it does not model every case (for example the 28-day period for pending applications)

Right to Work Check Register: another screen from the example — **Right to Work Check Register** Screens from the included example file. All names and figures are fictional.

Is it right for you?

Made for some, honestly not for others

A good fit if you…

small UK employers: shops, cafés, restaurants, care, cleaning, warehouses and delivery firms
use Excel or Google Sheets on a computer
want to pay once, not another subscription

Not for you if you…

need Apple Numbers or mobile-only editing
want someone to do the records for you

How it works

Three steps, about 5 minutes to set up

1
Set up once
Settings (business name, who does checks, departments, warning window), about 5 minutes
2
Add people on Workers and each check on Checks
Initial and follow-up.
3
Act on the Dashboard weekly and print a Worker File when you need it

Microsoft Excel2010 or newer (Windows & Mac) and Microsoft 365

Google SheetsFree Google account. Upload the .xlsx, then set the locale to United Kingdom

No macrosNothing to enable, no add-ons or subscriptions. Not designed for Apple Numbers or mobile-only editing. A computer is recommended

Instant download
Example + blank file
Start-here guide

The offer

Pro UK Right to Work Check Register

£13.99one-off · no subscription

Filled with fictional example data (32 people, 32 checks) (UK-Right-to-Work-Tracker.xlsx)
An empty copy, ready for your own team (UK-Right-to-Work-Tracker-BLANK.xlsx)
One-page quick-start guide, including how to open it in Google Sheets (Start-here.pdf)
Licensed for use within one business or household

Buy now · £13.99

Price includes VAT where applicable — calculated at checkout. Secure checkout by Payhip.

Questions? Email info@phkmedia.co.uk Stuck after you buy? We'll help you set it up.

Digital download, nothing is posted. This register is a record-keeping aid, not legal or immigration advice. Terms & licence.

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