Starting a new job usually involves more paperwork than just signing an employment contract. HR may need documents to confirm your identity, right to work, tax details, bank information, qualifications and emergency contacts before you can begin.
Having these documents ready can help avoid delays with onboarding, payroll and background checks.
Proof of identity
Employers commonly ask for identity documents before your start date.
This may include:
- passport
- driving licence
- birth certificate
- biometric residence permit, where relevant
- share code, if your immigration status is digital
- name change document, if applicable
Your identity documents should match the name on your employment records.
Right to work documents
UK employers must check that you have the right to work before employment begins.
You may need:
- UK or Irish passport
- share code
- birth certificate with national insurance evidence
- immigration status document
- visa or residence permission, if applicable
If your right to work is time-limited, your employer may need to check it again later.
National insurance number
Your national insurance number is needed for payroll and tax records.
You may provide it using:
- national insurance letter
- payslip
- P45
- P60
- HMRC letter
- personal tax account details
Make sure the name on your national insurance records is correct.
Bank details
Your employer will need bank details to pay your salary.
You may need to provide:
- account holder name
- sort code
- account number
- bank name
- building society roll number, if applicable
Some employers may ask for a bank statement or account confirmation to reduce payment errors.
P45 or starter checklist
If you have worked in the UK before, your employer may ask for your P45 from your previous job. If you do not have one, you may need to complete a starter checklist.
This helps HMRC apply the correct tax code.
Proof of address
Proof of address may be requested for HR records, background checks or identity verification.
Common documents include:
- utility bill
- bank statement
- council tax bill
- driving licence
- tenancy agreement
- HMRC letter
The document should usually be recent and show your current address.
Qualification certificates
Some jobs require proof of qualifications before you can start.
You may be asked for:
- degree certificate
- GCSE or A-level certificates
- professional qualification
- training certificate
- academic transcript
- licence or registration document
If your certificate is in a previous name, provide evidence of your name change.
References
Employers may ask for references from previous managers, HR departments, teachers or professional contacts.
You may need to provide:
- referee name
- job title
- organisation
- email address
- phone number
- relationship to you
- dates of employment or study
Some employers contact referees directly, while others ask for written letters.
DBS or background checks
Some roles require background checks before employment begins. This is common in education, healthcare, finance, security, childcare and regulated sectors.
You may need:
- DBS certificate
- identity documents
- proof of address
- address history
- previous names
- professional registration documents
Check whether the employer starts the DBS process or expects you to provide an existing certificate.
Professional registration
For regulated roles, HR may ask for proof that you are registered with the correct professional body.
This may apply to:
- nurses
- doctors
- teachers
- solicitors
- accountants
- engineers
- social workers
- financial advisers
You may need a registration certificate, membership number or online status confirmation.
Emergency contact and personal details
HR will usually ask for personal and emergency contact information.
This may include:
- home address
- phone number
- personal email address
- emergency contact name
- emergency contact phone number
- relationship to emergency contact
- medical information, where relevant
Keep these details up to date after you start.
Name change documents
If your documents show different names, HR may ask for evidence linking them.
Useful documents include:
- marriage certificate
- change of name deed
- divorce document
- statutory declaration
- adoption certificate
This is especially important if your passport, qualifications, payroll records and references show different names.
Common mistakes to avoid
Starting work can be delayed by missing or inconsistent documents.
Common issues include:
- right to work documents are not ready
- share code has expired
- bank details are incorrect
- P45 is missing
- proof of address is too old
- qualification certificate is missing
- name change evidence is not provided
- references do not respond
- DBS documents are incomplete
- professional registration is not current
Final thoughts
Starting a new job usually requires documents for identity, right to work, payroll, tax, qualifications and background checks. Preparing your passport, national insurance number, bank details, proof of address, certificates and references in advance can make onboarding smoother.
If your documents show different names or old addresses, prepare supporting evidence early so HR can complete checks without delay.