How Employers Can Spot Fraudulent Employee Documents

In an ever-evolving world of artificial intelligence and advanced document editing tools, employers can no longer assume that employee paperwork is genuine at first glance.

Whether managing employee absence, completing right-to-work checks, or verifying an individual’s identity, it is increasingly difficult to rely on documentation that appears to be original.

With technology making it easier to create convincing fake paperwork, even experienced employers can fall into common traps.

From fit-to-work notes to bank statements and right-to-work documents, fraudulent employee paperwork presents a growing risk to businesses.

This guide explains what employers should look out for and the steps they can take to protect themselves while remaining compliant with UK employment law.

How to Spot Fake Fit to Work Notes

If an employee has been off sick for more than seven days, they will usually need to provide a fit-to-work note (previously known as a sick note).

While many are genuine, fraudulent fit notes do occasionally appear.

When reviewing a fit-to-work note, employers should consider the following checks:

• Check spelling and grammar carefully. Fake fit-to-work notes often contain spelling errors or unusual phrasing.
• Scan the QR code on the document, if present. This should link to an electronic version of the fit note.
• Ensure the dates on the fit note match the employee’s reported absence.
• Contact the issuing surgery or medical centre to confirm that a GP or qualified medical practitioner created the document.
• Confirm the document has been signed by an appropriate medical professional.
• Check whether the symptoms listed align with those the employee reported when notifying you of their absence.

If something does not feel right, it is reasonable for an employer to investigate further.

Fake Documents and Right to Work Checks for Employers

With AI and the ease of being able to create fake documentation, it is even more important to ensure that, as an employer, you take all reasonable steps to protect yourself.

This is never more important than in completing Right to Work Checks.

With the Government now clamping down hard on employers who take on workers without the right to work in the UK (up to a £60k fine per employee), can you, as an employer, really afford to be duped by fraudulent paperwork?

Some suggested actions an employer can take when carrying out ID checks are included below:

• When examining a passport, always ask for the original. If it has been tampered with it may not be original. Always take a copy and sign the copy as “a true likeness of original”.
• Don’t accept Birth certificates at face value. Check against the Official Registrar’s Office or the General Register Office (GRO).
• Request a UK Government share code and verify the individual’s right to work using the online right to work checking service. Print and retain the results in case of a Home Office enquiry.
• Check original Work Visas. Don’t accept photocopies or anything that looks tampered with.
• Always ensure that you have the person in front of you when making the checks. Their body language will sometimes give them away if they are presenting fraudulent paperwork.

Other Common Types of Fraudulent Employee Documents

The two examples above are clear threats to an employer: fraudulently claiming Company Sick Pay or unlawfully obtaining employment.

However, there are other forms of documents that will cause issues, too.

Fake Bank Statements can cause ID check issues. How do you know if the transactions on the bank statement are valid? There are a number of ways to check such as:

• checking against their last pay slip what salary payment is on their statement
• checking their VISA bill payment against their app statement
• you can also complete the same checks for Utility bill payments.
• Make sure that any address on the paperwork corresponds with the address you have for the employee.

If something doesn’t look right ask some questions and see what response you receive. It may give something away if employees are not being truthful.

What Employers Should Do If an Employee Provides Fraudulent Documents

If an employer finds that an employee has misrepresented themselves or just lied about their circumstances, then this could constitute a Gross Misconduct offence. The following are actions that the employer could consider:

1. If the employee lies, this indicates a lack of honesty and integrity. Honesty and Integrity underpin the Employment Contract, and therefore, the employer is within their rights to discipline the employee accordingly.
2. If the employee has fraudulently benefited from their dishonesty, the employer may take action from an employment point of view but may also report the employee’s conduct to the relevant authority, e.g., the Police, the Financial Conduct Authority, or another governing body.
3. In the instance of a fraudulent document being used to obtain employment, the employment relationship must be terminated immediately if the individual does not have the right to work in the UK. The Contract of Employment should include a clause stating that this course of action under these circumstances is contractual. The individual should be reported to the Home Office for their conduct using the Immigration Enforcement Hotline.
4. Don’t forget that it is imperative that you follow your Organisation’s Disciplinary Policy and Procedure if you are going to tackle any disciplinary issues.

When to Seek HR Advice About Employee Fraud

While fraudulent documentation may seem unlikely, the increasing accessibility of advanced technology means employers must remain vigilant.

Before taking action against an employee suspected of fraud or dishonesty, it is vital to seek professional HR advice.

This ensures you protect your business, follow a fair process, and remain compliant with UK employment law.

At HR Smart, we support employers with practical, compliant HR advice and help you determine the most appropriate course of action when sensitive issues arise.

Email Jon at jon@hrsmartuk.com or call 01903 754107 if you need any confidential advice on this subject.