Introduction
Losing your passport can be stressful – especially if you need to prove your right to work in the UK. For many people, a passport is the main document used to confirm both identity and immigration status, as required by UK law. Employers are legally obliged under the Immigration, Asylum and Nationality Act 2006 to check that all employees have the right to work, and a valid passport is often the simplest way to meet these requirements.
If your passport goes missing, it’s natural to worry about how this might affect your job or future employment opportunities. You might be concerned about whether you can start a new role, continue working, or how to satisfy your employer’s legal obligations without your main identity document. These are common concerns, but there are clear steps you can take to resolve the situation and maintain your legal right to work.
This page will guide you through what to do if you’ve lost your passport and need to verify your right to work. You’ll learn about alternative documents that may be accepted by employers, how to apply for a replacement passport, and what to do if you need to keep working while waiting for new documents. We’ll also explain the legal rules around right to work checks, and offer practical advice for handling conversations with your employer. If you’re curious about why employers are so strict about passport copies, you can find more information in our guide on why employers ask for passport copies.
Whether you’re a British citizen or hold another nationality, understanding your options and the steps to take will help you stay compliant and avoid unnecessary disruption to your working life.
What to Do Immediately After Losing Your Passport
Losing your passport can feel overwhelming, but acting quickly is essential to protect your identity and your right to work in the UK. Here’s what you should do as soon as you realise your passport is missing:
1. Report the Loss to the Police
If you believe your passport was stolen, or if it’s required by your employer or insurance company, report the loss to your local police station. They will provide you with a crime reference number, which can be important if you need to make an insurance claim, prove your identity, or explain the loss to the Home Office or your employer.
2. Notify the UK Home Office and Passport Office
It’s vital to report a lost passport to Her Majesty’s Passport Office as soon as possible. Reporting the loss ensures your passport is cancelled, reducing the risk of identity theft or illegal use. Once reported, the details of your lost or stolen passport are shared with the National Crime Agency and added to Interpol’s international database, helping border and immigration officials prevent misuse.
You can report your lost or stolen passport online through GOV.UK. This is a quick and straightforward process, and it helps protect you from potential identity fraud or illegal activities carried out in your name.
3. Protect Your Identity
A lost passport can be used by criminals to commit identity theft or fraud. To help protect yourself:
- Check your bank and credit card statements for any unusual activity.
- Consider contacting credit reference agencies to place a fraud alert on your file.
- Be cautious if you receive any unexpected communications asking for personal or financial information.
If you are concerned about how your employer handles your passport information, you may also find it helpful to read about why employers ask for passport copies.
4. Keep Records and Documentation
Keep copies of any police reports, your crime reference number, and confirmation from the Passport Office that your passport has been reported lost. You may need these documents to prove your situation to your employer, the Home Office, or when applying for a replacement passport.
Taking these steps promptly not only protects your personal information but also helps you stay compliant with UK immigration and employment rules while you arrange for replacement documents.
How to Prove Your Right to Work Without a Passport
Losing your passport can be stressful, especially when you need to prove your right to work in the UK. However, your passport is just one of several documents that can establish your right to work. Understanding your alternatives can help you stay compliant with the law and avoid unnecessary work interruptions.
Alternative Documents to Prove Your Right to Work
If you don’t have your passport, you can use other official documents to show your right to work in the UK. Acceptable alternatives include:
- Biometric Residence Permit (BRP): If you have a BRP, it serves as official proof of your immigration status and right to work. Employers can check your BRP either by viewing the physical card or using the online Home Office service. For more details about what a BRP is and how it works, visit the Biometric Residence Permit page on GOV.UK.
- Share Code from the Home Office: If you have settled or pre-settled status under the EU Settlement Scheme, or a digital immigration status, you can generate a share code. This allows your employer to check your right to work online. Learn how to Generate a Share Code: Verify Your UK Work Rights if you need guidance on this process.
- National Identity Card: Citizens from the EU, EEA, or Switzerland who have certain rights in the UK may be able to use a national identity card, depending on when they arrived and their current immigration status.
- Other Official Documents: Depending on your circumstances, other documents such as a certificate of registration or naturalisation as a British citizen, or a full birth or adoption certificate (for British citizens), may also be acceptable.
How Employers Check Your Right to Work
Employers have a legal duty to confirm every employee’s right to work before employment begins. If you provide an alternative document, your employer must:
- Check the document’s authenticity in your presence (either in person or via a live video link for online checks).
- Keep a clear copy of the document for their records.
- Use the Home Office online service where applicable, especially for share codes and digital statuses.
Employers are guided by the Immigration (Restrictions on Employment) Order 2007 and the Home Office’s “Right to Work Checks: An Employer’s Guide.” If you’re interested in why employers often ask for passport copies and how they must handle your documents, see Why Employers Ask for Passport Copies.
The Importance of Keeping Your Immigration Status Accessible
While your passport is a convenient proof of your right to work, it’s important to have backup options. Keeping your BRP, share code, or other relevant documents accessible can prevent delays if your passport is lost or stolen. Remember, employers cannot legally employ someone who cannot prove their right to work, so having these alternatives ready is essential to avoid disruption.
If you lose a key document like your BRP, report it immediately and follow the Home Office’s guidance, as failure to do so can result in fines or impact your immigration status.
By knowing your options and preparing alternative documents, you can continue working legally in the UK, even if your passport is temporarily unavailable.
Applying for a Replacement Passport
If you’ve lost your UK passport, whether at home or abroad, it’s important to start the replacement process as soon as possible. A valid passport is often the easiest way to prove your right to work in the UK, so acting quickly can help you avoid complications with your employer or future job applications.
How to Apply for a Replacement UK Passport
You can apply for a replacement passport either online or by post. The quickest and most cost-effective method is to use the official UK Passport Replacement Application service. This platform allows you to report your lost passport and submit your application for a new one in one straightforward process. You’ll need to create a GOV.UK account if you don’t already have one.
Alternatively, you can pick up a paper application form from your local Post Office and apply by post. Keep in mind that postal applications usually take longer and cost more than applying online. If you need assistance, Post Office staff can check your form for a fee, but you must provide your own passport photos.
If you’re abroad, you should still use the online service. However, you may be asked to visit your nearest British embassy, consulate, or high commission for identity verification or to collect your new passport.
What You’ll Need to Apply
When applying for a replacement passport, you’ll typically need:
- Proof of identity (such as a birth certificate or previous passport details)
- Digital or printed passport photos meeting UK requirements
- Details of your lost passport (number, date of issue, if known)
- A police report or lost property reference (especially if the passport was stolen)
- Payment for the application fee (debit/credit card online, or cash/card at the Post Office)
Be prepared to answer questions about how your passport was lost or stolen. If you don’t have all the details, provide as much information as possible to avoid delays.
Processing Times and Urgent Applications
Standard passport replacement applications usually take up to 10 weeks, but times can vary depending on demand or if extra checks are needed. If you need your passport urgently – for example, for travel or to verify your right to work – you may be eligible for the Online Premium or 1 Week Fast Track services. These options cost extra and require you to book an appointment at a passport office.
It’s important not to book any travel until you have received your new passport, as the replacement will have a different number from your lost one.
Keeping Evidence of Your Application
While waiting for your replacement passport, keep a copy of your application confirmation and any receipts. This paperwork can be useful to show your employer that you are actively replacing your lost passport. Employers are required by law to check your right to work, but they may accept alternative documents or give you time to produce your new passport if you can prove your application is in progress. For more on what employers can and cannot do with your documents, see Why Employers Ask for Passport Copies.
If you’re unsure what alternative documents you can use to prove your right to work while waiting for your new passport, check the official Home Office guidance or speak to your employer’s HR department.
By acting promptly and keeping thorough records, you can minimise disruption to your work and ensure you remain compliant with UK right to work laws.
Keeping Your Employment Legal While Waiting for Replacement Documents
While waiting for your replacement passport, it’s crucial to make sure you continue to have the legal right to work in the UK. Employers are required by law to check that all employees have valid permission to work, and failing to do so can lead to serious consequences for both you and your employer. Here’s how to manage this situation and keep your employment secure during the waiting period.
Letting Your Employer Know
As soon as you realise your passport is lost, inform your employer straight away. Open communication helps maintain trust and shows you’re taking your responsibilities seriously. Explain that you are in the process of replacing your passport and ask what alternative documents or information they need in the meantime.
Employers are used to dealing with these situations and should be aware of the Home Office’s guidance for employees who are waiting for new documents. They may ask you to provide evidence that you’ve applied for a replacement and may want to see any other documents you have that prove your right to work.
Using Alternative Proofs and Share Codes
If you don’t have your passport, you might still be able to prove your right to work using alternative documents. For example:
- If you have settled or pre-settled status under the EU Settlement Scheme, or another form of immigration status, you can generate a share code online. This share code allows your employer to check your right to work digitally.
- British or Irish citizens can sometimes use a birth or adoption certificate, together with an official letter from a government agency (such as HMRC or DWP) showing your National Insurance number.
- If you have a biometric residence permit (BRP), biometric residence card, or frontier worker permit, you can use these instead of your passport.
For full details on which documents are acceptable and how to generate a share code, see the official Right to Work Guidance.
Employer Checks and Legal Responsibilities
Employers must carry out right to work checks before you start work, and may conduct follow-up checks if your permission to work is time-limited. During the waiting period, employers can use the Home Office Employer Checking Service in some cases – especially if you’ve made a valid application to replace your passport or renew your status.
If you’re concerned about what your employer can and cannot do with your personal information, you may find it helpful to read about Why Employers Ask for Passport Copies, which explains the legal basis for these requests.
Staying Compliant
It’s your responsibility to cooperate with your employer and provide any documents or evidence they legally require. If you’re unable to provide a passport or alternative document immediately, keep records of all correspondence and proof that you have applied for a replacement. This can help protect your employment if there are any questions about your right to work.
For a full overview of your options and further advice on acceptable documents, visit Proving Your Right to Work in the UK. This resource covers everything you need to know about maintaining your legal work status and what to do if you’re missing key documents.
Additional Resources and Support
If you’ve lost your passport and are unsure about your right to work in the UK, there are several organisations and official resources that can help you understand your options and next steps.
Where to Get Help
If you are uncertain about your work rights, or if your employer has asked to see your passport and you can’t provide it, seeking advice early is important. You can contact the UK Visas and Immigration (UKVI) helpline for questions about your immigration status, right to work checks, or the process for replacing lost documents. UKVI staff can guide you on what alternative documents you may be able to use and how to prove your status while you wait for a replacement passport.
Citizens Advice is another excellent source of support. They offer free, confidential advice on work rights, immigration questions, and dealing with employers. Their advisers can help you understand your legal position and what steps to take next. You can access their services online or find a local branch for face-to-face support. Visit Citizens Advice for more information and to get in touch with an adviser.
Official Government Guidance
For the most up-to-date information on proving your right to work, always refer to official government websites. The UK government’s right to work checks guidance explains which documents are acceptable and how employers must carry out these checks under the Immigration, Asylum and Nationality Act 2006. This guidance is regularly updated, so checking the latest version is important if you are navigating a lost passport situation.
If you’re unsure why your employer needs a copy of your passport, or what they are allowed to do with it, you may find it helpful to read about Why Employers Ask for Passport Copies. This resource explains the legal requirements for employers and your rights regarding the handling of your personal documents.
Practical Tips
- If you have a biometric residence permit, share code, or other official Home Office document, these may serve as alternative proof of your right to work.
- Keep records of any correspondence with your employer or the Home Office while you sort out your documents.
- Do not ignore requests from your employer for proof of your right to work, as failing to provide evidence could impact your employment.
If you have any doubts or need further support, don’t hesitate to reach out to the resources listed above. Taking prompt action and seeking reliable advice will help you stay on the right side of the law and avoid unnecessary work interruptions.
