Share Codes Explained: Their Purpose, Who May Request Them, and When They Expire

A new employee can arrive on their first day with a phone, passport and a share code saved in an email. The easy mistake is assuming that any code linked to their UK immigration record will work for every check. It will not.

Before accepting a job or signing a tenancy, you may need to look up immigration status through the Home Office’s online service. A share code allows another organisation to check the information relevant to a particular purpose, while your date of birth is used alongside the code to confirm the record.

What a share code actually does

A share code is a temporary code generated through the Home Office online service by someone whose immigration status can be checked digitally. It gives another person or organisation access to the information needed for a specific check, rather than providing unrestricted access to the person’s whole immigration record.

The purpose of the code matters. A code created for a right to work check is different from one created for a right to rent check, and another type of status check may use a different code altogether. Work codes begin with W, rent codes begin with R, and codes for other purposes begin with S.

Someone may have a perfectly valid code but still be asked to create another one because the wrong type was generated.

Who can ask you for a share code

Employers often request a share code to verify that an individual has legal permission to work in the United Kingdom. Where the online Home Office system applies, the employer uses the code and your date of birth to access the relevant employment information before you start work.

Landlords and letting agents may ask for a share code for a right to rent check where the online system applies. This scheme is specific to England, so the rules should not be assumed to be identical across Scotland, Wales and Northern Ireland.

Other organisations can also request proof of immigration status where a digital check is appropriate. The important point is that the organisation should be carrying out a check it is entitled to make, and the code should match that particular purpose.

For example, imagine you generate a W code for one employer on Monday and another employer asks for proof on Tuesday. A single valid work code can generally be presented to both employers without obtaining a separate code for each. You do not necessarily need a fresh code simply because two employers are checking the same type of permission.

How long a share code stays valid

A share code typically remains active for three months after it has been generated. During that period, it can normally be used as many times as needed for its intended purpose, which can be useful when several people need to complete the same type of check.

Generating a new code does not normally cancel an earlier valid code. However, a new situation may require a different type of code. If you first created an R code for a landlord and later need to prove your right to work, you should generate a W code instead.

It is also important to separate the validity of the code from the validity of your immigration permission. An expired share code does not mean that your underlying immigration status has expired. It simply means that the code can no longer be used, so a new one is needed for the relevant check.

What to check before sharing it

Before sharing any code, confirm why it is needed and whether it meets the organisation’s specific requirements. This small step can prevent an avoidable delay, particularly when the check is linked to a new job or a tenancy.

Most applications also ask applicants to include their birth date among the required personal details. The organisation uses both pieces of information to access the appropriate Home Office record. It does not mean that the organisation receives unrestricted access to every part of your immigration account.

If the code has expired, create a new one for the correct purpose rather than trying to reuse the old code. Keeping a note of when a code was created can also help you recognise quickly when a fresh one is likely to be needed.

Conclusion

Share codes are straightforward once their purpose and time limit are clear. The safest approach is to check which type of proof you need, create the correct code, and remember that the code normally lasts 90 days. Treat it as temporary access for a specific check, rather than as a permanent replacement for your immigration status itself.