EU Settlement Scheme (EUSS) for Italians — Prove & Update Your Status (2025): Share Codes, New Passport, Travel & Common Fixes

Appendix A — Italian ⇄ Easy English phrase card (front desk)

Italiano:
“Ho lo status EUSS digitale. Le mando un share code.”

Easy English:
“I have digital EUSS status. I can send you a share code.”

Italiano:
“Questo codice è per Right to Work / Right to Rent.”

Easy English:
"This code is for Right to Work / Right to Rent."

Italiano:
“Ho cambiato passaporto. Ho aggiornato i dati sul mio account.”

Easy English:
"I changed my passport. I updated the details in my account."

Appendix B — Decision tree (which code / what next)

Appendix C — Keep a clean “Status” folder

• euss_sharecode_YYYYMMDD.pdf
• passport_update_confirmation_YYYYMMDD.png
• rtw_check_instructions.pdf
• rtr_check_instructions.pdf

Appendix D — Employer onboarding: what HR expects

Appendix E — Right to Rent: referencing notes

Some agents use third-party portals and still request uploads. If they insist on a “card”, remind them EUSS is digital and provide the RTR code. Keep the tone friendly.

Appendix F — Screenshots to keep (privacy-safe)

• Confirmation screen after updating passport details.
• The “Your status” page (blur sensitive data if stored in cloud).
• Any messaging with HR/agent that confirms they received your code.

Appendix G — Accents, hyphens and name formats

Use the exact spelling on your passport. If a system rejects accents, keep a note of the canonical spelling you submitted and ensure consistency across bank, payroll, and renting systems.

Appendix H — Extended script for confused checkers

Hello,

My status under the EU Settlement Scheme is digital. 
Please use the official Home Office online check for this share code: <XXXX-XXXX-XXXX> with my date of birth <DD/MM/YYYY>.
That page will display my status and the evidence you should keep for compliance.

Thank you for your help!

Appendix I — If the checker sees an error

• Ask them to try again with a fresh code.
• Ensure they chose the correct purpose (RTW vs RTR).
• Confirm they entered your date of birth in the correct format.

Appendix J — Lost/stolen passport: what to do

• Report and renew via the Italian authorities as required.
• When new passport is issued, update EUSS record promptly.
• Keep travel flexible until all systems reflect the new details.

Appendix K — File names that save time later

• 2025-03_passport-update-confirmation.pdf
• 2025-03-10_rtw_sharecode.pdf
• 2024-05_to_2025-04_bank-statements.zip

Appendix L — Mini-glossary (plain English)

Appendix M — Example email if asked for “proof of update”

Hello,

I have updated my EUSS record with my new Italian passport details today.
Please find attached a screenshot/confirmation of the update.

Best regards,
<Your Name>

Appendix N — Self-audit: 7-point quick check

1. Record accessible? (Sign in works)
2. Email and phone verified?
3. Passport number current?
4. Name matches passport spelling?
5. Proofs of residence saved monthly?
6. Scripts ready for HR/agent?
7. Backup share code plan (you know how to generate fast)?

Appendix O — Browser & security tips

• Use a private tab for sign-in if autofill causes loops.
• Store confirmations offline as PDFs for long-term access.
• Never share your full sign-in codes with third parties.

Appendix P — Marriage or legal name change

Update your passport first (if that’s your plan), then align your EUSS record to match. Keep the certificate or deed poll ready if asked during updates.

Appendix Q — What HR saves for compliance (typical)

• Official checker result page for your share code (PDF/screenshot).
• Date and person who performed the check.
• Follow-up date if a time-limited check is required.

Appendix R — Renting portals: common quirks

If a portal requests uploads only, message the agent to say you will provide the official Right to Rent share code. Many portals allow free-text notes—use them to paste the code.

Appendix S — Travel prep: 6 quick points

1. Passport valid and matches EUSS record.
2. Keep sign-in access in case you want to show your record.
3. Arrive early during busy times.
4. Keep any supporting ID as required by carriers.
5. If new passport just issued, bring old one if still in your possession (if allowed) as back-up reference.
6. Be polite and consistent if asked questions.

Appendix T — Short note to explain evidence gaps

To whom it may concern,

During <month/year> I was temporarily living with family and did not receive separate bills.
I have included alternative evidence of residence (GP letter/bank statements) for this period.

Kind regards,
<Your Name>

Appendix U — Address changes

Update your address across systems (bank, GP, HMRC, EUSS contact details). Keep Council Tax and utility letters as fresh proof for other processes.

Appendix V — If someone refuses the official check

Stay calm; send the extended script and the official link again. Offer to re-generate a fresh code. If they still refuse, ask for written reasons and keep a record.

Appendix W — Phone vs desktop sign-in

• Desktop helps avoid app/browser autofill issues.
• Phone is fine once your details are stable.
• Keep both options available when traveling.

Appendix X — Template: ask agent to use official RTR check

Hello,

My Right to Rent proof is digital under the EU Settlement Scheme.
Please use the official Home Office check with this share code: <XXXX-XXXX-XXXX> and my date of birth <DD/MM/YYYY>.
Happy to regenerate the code if needed.

Thank you!

Appendix Y — Template: renewal check (if requested)

Hello,

Here is a new Right to Work share code for your records: <XXXX-XXXX-XXXX> (DOB <DD/MM/YYYY>).
Please let me know if you need anything else.

Kind regards,
<Your Name>

Appendix Z — Riassunto rapido in italiano

Lo status EUSS è digitale. Per lavoro usa il codice “Right to Work”, per affitto “Right to Rent”. Se cambi passaporto, aggiorna subito i dati nel tuo account. Se non riesci ad accedere, usa i passaggi di recupero. Tieni tutto in una cartella “Status” con conferme e screenshot.

Appendix AA — Timeline examples (fictional)

Appendix AB — Accessibility & language support

• Use simple English mode when writing emails to HR/agents.
• Ask a trusted friend to check spelling of your name and code.
• Keep translations of key phrases (see Appendix A).

Appendix AC — Note for corporate HR (reference)

If your HR manual still mentions BRPs for EU citizens with EUSS, update it to reflect digital-only checks via share codes.

Appendix AD — File formats that work

• PDF for statements and confirmations.
• PNG/JPG for screenshots (crop sensitive data if needed).
• Zip monthly evidence to keep folders tidy.

Appendix AE — If your status shows specific conditions

Read the text carefully and follow it. If uncertain, consult official guidance or seek independent advice.

Appendix AF — When to regenerate share codes

• Any time the previous code expired.
• After you updated your passport details.
• When the checker says they can’t see your record (try fresh code).

Appendix AG — Multiple jobs or agencies

Generate separate RTW codes for each employer or agency as requested. Keep a small note of which code you sent to whom and when.

Appendix AH — Stay calm, stay specific

Short, polite messages with the exact code and purpose solve most confusion quickly. Avoid long explanations; link to the official check instead.

Appendix AI — Your personal “Status index” (what to include)

• Link to View and Prove homepage.
• Notes: RTW and RTR steps.
• Templates: polite scripts (copy-paste).
• Folder links: Evidence, Passport Updates, HR receipts.

Appendix AJ — Cover note (when sending many files)

Hello,

Please find my Right to Work share code (for <Company>) and attached confirmations.
If you need a fresh code because of expiry, I can generate it immediately.

Best regards,
<Your Name>

Appendix AK — Changed phone number? Do this.

1. Sign in using email or document route.
2. Add new phone number and verify it.
3. Remove old number if you no longer control it.

Appendix AL — Final micro-checklist

• I can sign in today (tested).
• My passport number is up to date.
• I know how to create RTW and RTR codes.
• I saved polite scripts and confirmations.