National Insurance Number (NIN) for Italians in the UK — 2025 Step-by-Step + Phone Script
Why this guide (and how it helps you start work faster)
Whether you’re new to the UK or updating your details, your National Insurance Number is essential for legal work, self-employment, and certain benefits. Employers often ask for it on day one, but you can usually start with the application reference while the card arrives by post. This guide shows Italians exactly how to apply in 2025—with screenshots logic, a ready-to-use phone script, and what to do if the process stalls.
We answer NIN questions from the community every week. Everything below is practical, up-to-date, and written so you can complete your application in one sitting.
Who needs a National Insurance Number (and who doesn’t)
You need a NIN if:
- You are employed in the UK (even part-time or casual work).
- You are self-employed or planning freelance/contract work.
- You claim certain UK benefits or tax credits.
- You need to prove your contribution history (e.g., pension).
You might not need one yet if:
- You’re not working and not claiming benefits.
- Your employer uses a temporary process while your NIN is in progress.
- You already have a NIN (it never changes—even if you move house or change employer).
Unsure if you already have a NIN from a previous stay? Check old payslips or P60/P45 documents. If you find it, do not apply again—keep using that number.
Documents checklist for Italians (2025)
You don’t need a huge dossier—just clear identity and UK presence. Gather these before you open the form:
Identity & status
- Italian passport or Carta d’Identità (valid).
- Immigration status if applicable (e.g., pre-settled/settled, visa category).
- Date you entered the UK and travel history if requested.
UK details
- UK address (where you can receive post—ask your host if needed).
- UK phone number and email address.
- Employment info (employer name) or “seeking work”.
Tip: Take clear, glare-free photos of documents. Rename files like rossi_passport.jpg or rossi_proof-address.pdf so they’re easy to upload if asked.
Apply online: the 10-minute walkthrough
- Create or sign in to your account. Use a personal email you keep long-term. Enable two-factor if offered.
- Identity details. Enter your name exactly as on your passport. Avoid accents if the form rejects them. Use ROSSI instead of Róssi.
- Address for post. This must be an address where mail is secure. If staying with friends, ask permission to use their address and add “C/O” in address line 1.
- Employment status. Choose one: employed, self-employed, or looking for work. All are valid to apply.
- Contact preferences. Add a UK number if you have one; otherwise, keep your email active and check spam.
- Upload documents if requested. Not everyone is asked. If you are, submit clear scans/photos and double check that corners and MRZ lines are visible.
- Submit and save your reference number. Take a screenshot and write it down. You’ll need it to track or chase.
Pro tip: match details across all fields
Use the same spelling for your name and address everywhere: application, scans, payslips. Small mismatches cause delays.
Phone script (if you need to call)
Most people can apply online. If you’re asked to call or prefer to speak with someone, use this short script. Replace names and dates.
Hello, my name is <NAME SURNAME>. I'm an Italian citizen living in the UK. I'd like to apply for a National Insurance Number. • Date of birth: <DD/MM/YYYY> • Address for correspondence: <Full UK address, postcode> • Phone: <07...> Email: <you@example.com> • Employment: <Employed / Self-employed / Looking for work> • I arrived in the UK on <date> and I can provide my passport if needed. If you need to verify anything else, I'm happy to answer. Can I have a reference for this application, please?
Be near your documents when you call. Write down the reference and the name of the person you spoke with, plus date and time.
Timelines & tracking your application
Day 0
Submit form and save your reference. Tell your employer it’s in progress.
Week 1–3
Most applicants receive the letter in a few weeks. Keep your mailbox labelled.
If delayed
Use your reference to follow up. Confirm address spelling and request re-issue if mail was returned.
Moving house? Keep proof of old and new address. If mail might be lost, ask to redirect or to collect at a secure address.
Common errors (and how to fix them quickly)
Address issues
- Post not arriving: add C/O and the host’s surname; label the mailbox; confirm postcode format.
- Moved during processing: keep written proof of both addresses; call with your reference to update.
Identity mismatch
- Ensure your name matches your passport. Remove unsupported accents if the form rejects them.
- If your surname changed, upload evidence (marriage certificate or deed poll) when requested.
Duplicate application
- If you already have a NIN (from a previous job/study), do not reapply. Retrieve it from old payslips or HMRC letters.
- If you accidentally submitted twice, keep the most recent reference and inform support to avoid confusion.
Evidence rejected
- Rescan with higher resolution; include full page edges.
- Use neutral light; avoid shadows; flatten documents.
- Rename files clearly and avoid special characters.
After you get your NIN: what to do next
Share it securely with your employer
- Never post your NIN publicly.
- Send via a secure HR system or hand it in person.
Check your first payslip
- Confirm your tax code and NIN appear correctly.
- If the tax code seems wrong, see our quick guide below.
Keep a photo of your NIN letter and store the original safely; the number will stay the same for life.
Templates & downloads (free)
Employer notice
Tell HR you’ve applied and will share the number when it arrives:
Subject: National Insurance Number application in progress Hello <HR/Manager>, I have submitted my National Insurance Number application today and will share the number as soon as I receive it by post. In the meantime you can process my payroll using my application reference: <REF>. Thanks, <NAME>
Address permission (C/O)
Use this if you need to receive the letter at a friend’s place:
To whom it may concern, I, <HOST NAME>, give permission for <YOUR NAME> to receive official correspondence regarding their National Insurance Number at my address: <ADDRESS, POSTCODE>. They currently stay with me. Signed, <HOST NAME> <DATE>
These templates are for guidance only. Always adapt to your situation and keep copies of everything you send.
Quick FAQ
Can I work while waiting for my NIN?
Usually yes. Give your employer the application reference and submit the number when it arrives.
Do I need proof of address?
You need somewhere reliable to receive post. Proof is sometimes requested—bank statement, tenancy, or a simple host permission note (use our template above).
I lost my NIN—how do I find it?
Check old payslips/P60 letters or contact support with your personal details to retrieve it. The number does not change.
Is the NIN the same as my tax code?
No. Your NIN is permanent; your tax code can change. If your first tax code looks unusual, read our quick guide below.
Related Resinaro guides
Want a same-day check before you submit?
We’ll confirm your answers, fix common mistakes, and prep your uploads so your application sails through.
This is a community guide. It’s not legal advice. Processes can change—always follow official instructions shown during your application. Some links may earn us a small commission at no extra cost to you. It helps keep guides like this free and updated.