How can I prove my right to work in the UK if my client asks me?

From 1 October 2026, more clients, agencies and platforms may ask freelancers to prove they have the right to work in the UK - especially where you are engaged as a subcontractor on work on a project for an end client.

Whilst it might feel unneccessary, from October, it is becoming a legal requirement for them, and they could face significant fines if they don't comply.

How you prove your right to work depends on your nationality and immigration status.

The official route is on GOV.UK: Prove your right to work to an employer.

What should you expect from the client?

A proper check is done before you start work, using a prescribed method. That usually means:

• they see your original documents (in person or by video) and keep a copy, or
• they use your share code on the Home Office online service, or
• they use a registered digital verification provider

Sending a passport photo over email or WhatsApp with no proper check does not give them an excuse, and leaves your personal data in an insecure place.

Before you share anything, ask:

• Why they need the check (are they actually in scope?)
• How they will carry it out
• How they will store and delete copies of your documents

Can I refuse?

If the client is in scope of the Right to Work Scheme and needs a check before you start, refusing will usually mean they cannot engage you. From their side, starting work without a proper check risks a large civil penalty. So in practice, refusal often means the work does not go ahead, rather than them dropping the request.

What you can push back on is a bad process:

• asking for a passport photo by WhatsApp or email "just to have on file"
• insisting on one proof method when another eligible option is available
• asking when they are not actually in scope (for example a pure direct B2B engagement where no check is required)

If you are unsure whether they should be asking at all, see Do I need to check a freelancer's right to work in the UK?.

I'm concerned about them having my passport details

That concern is valid! A passport number, scan, or copy of immigration documents is sensitive personal data, and from October more small businesses will be collecting it without necessarily having strong data-handling habits.

A few ways to reduce the risk:

• Ask for a proper check not a casual copy. In-person or video verification with a retained record is different from "send me a photo and we'll sort it later".
• Ask how long they will keep copies, where they are stored, who can access them, and when they will be deleted. Under data protection rules they should only keep what they need, for as long as they need it.
• Do not send documents into shared inboxes, slack channels, or group chats. Ask for a named person and a secure route.
• If they cannot explain how they will protect your data, that is a reasonable reason to pause - or to refuse that particular method of sharing, even if you are otherwise willing to complete a proper check.

You are not being difficult by asking these questions.