Recruitment compliance checklist
Luxxstack wrote this free recruitment compliance checklist for UK agencies and in-house teams who want a clear list of what to collect and track for every candidate. It covers right to work, references, DBS where relevant, qualifications, ID and expiry tracking. Print it or download a tracker as a CSV.
Updated October 2026
This checklist is general guidance, not legal advice. Which checks apply depends on the role, the sector and the client. Check the current official guidance or take advice before you rely on it.
The checklist
| Check | What to do | What to keep | Track |
|---|---|---|---|
| Right to work | Check the candidate's right to work before they start, using the official method that applies to them | A copy of what you checked, the date and who checked it | Follow-up date if their permission is time-limited |
| ID | Confirm the person is who they say they are | A copy and a note of what was seen and by whom | Expiry date of the document |
| References | Ask for references that fit the role, from people who can speak to the candidate's work | The reference, who gave it and when | Date requested and date received |
| DBS, where relevant | Where the role needs it, arrange the right level of check | The certificate details and the date | Review or renewal date, if your policy sets one |
| Qualifications | Check the qualifications and registrations the role requires | Copies or confirmation, and the date checked | Expiry or renewal date |
| Other role checks | Add anything else the client or role needs, such as training or medical declarations | Evidence for each check | Any date that runs out |
Keep it moving
- Agree which checks each role needs before you start, so nothing is added late.
- Give every candidate a single file where all evidence sits.
- Put expiry and follow-up dates in the tracker the day you get the document.
- Chase missing items on a set rhythm, for example every two working days.
- Do not place a candidate until the file is complete.
- Handle candidate information carefully. Only collect what you need and keep it only as long as you need it (UK GDPR).
How to use it
- Decide the checks for the role. List the checks the role, sector and client need before you start.
- Request everything up front. Send one clear request listing every document you need, with a deadline.
- Record each check. Note what you checked, when and who did it, and file the evidence.
- Add expiry and follow-up dates. Enter any date that runs out in the tracker straight away.
- Chase and review. Chase what is missing and review the tracker every week.
Want this run for you automatically?
Luxxstack sets up an AI recruitment coordinator that chases the documents, tracks the dates and flags gaps. Recruiters make every decision.
Questions people ask
What should a recruitment compliance checklist cover?
Right to work, ID, references, DBS where the role needs it, qualifications and any other role-specific checks, plus the dates that need tracking.
Is the checklist free?
Yes. Print it, download the tracker and adapt it. There is nothing to sign up for.
Does every role need a DBS check?
No. It depends on the role and sector. Check the current official guidance, or ask your client or adviser, for the roles you fill.
Can AI do the checking?
AI can chase documents, track expiry dates and flag gaps. The checks themselves are done and signed off by a person who is responsible for them.
Is this legal advice?
No. It is general guidance. Check the current official guidance or take advice for your situation.