Locum work gives you flexibility and independence, but it also comes with constant requests for documentation. Practices, agencies and booking platforms often need the same core checks before confirming shifts — and having everything organised saves hours of back-and-forth.
This guide breaks down exactly which documents matter, why they are required, and how to keep them updated without stress.
1. Identity & right-to-work documents
These are the documents most commonly requested by practices and agencies. Without them, you simply will not make it through onboarding.
Essential items
- Passport (photographic page)
- Driving licence (optional but often accepted)
- Proof of address (utility bill or bank letter, usually dated within the last 3 months)
-
Right-to-work evidence:
- Share code (for the UK immigration system)
- Visa or BRP card, if applicable
Every organisation must verify the identity and legal work status of every clinician. Keeping clear scans of these documents, correctly labelled, makes onboarding with each new practice or agency faster and far less repetitive.
2. Professional registration & validation
Your professional registration is at the core of your ability to practise. Most organisations will ask for both proof and key dates.
Key documents
- GMC / GPhC / NMC registration certificate
- Revalidation date (for doctors / ANPs)
- Fitness to practise statement (if applicable)
- Professional indemnity / insurance certificate (updated yearly)
It is helpful to save registration documents both as PDFs and as screenshots. Some practices prefer viewing attachments inline, while others want official PDF copies for their records.
3. Compliance & safety documents
These checks protect patients, employers and you as a clinician. Many practices cannot legally allow you to work without them.
Common compliance requirements
-
Enhanced DBS certificate
Ideally on the Update Service so it can be checked quickly. -
Safeguarding training:
- Level 2 for most clinical staff
- Level 3 for GPs and relevant roles
- Basic Life Support (BLS) - usually renewed annually
- Infection control training
- Fire safety training (often requested by practices and PCNs)
“If your DBS is not on the Update Service, sign up as soon as you receive a new certificate. It can save weeks of delay later.”
4. Immunisation history
Immunisation evidence is essential in many settings, especially where there is patient contact or exposure risk.
Documents to keep ready
- Hepatitis B immunity / vaccination record
- MMR vaccination
- Varicella history or immunity
- COVID-19 vaccination record
- Occupational health clearance (where available)
Many organisations operate on a simple rule: no evidence, no work. Having this information available makes you eligible for a wider range of roles and environments.
5. Professional CV & availability details
You will not always be asked for a CV, but when you are, a clean, professional version makes a strong first impression.
Your locum CV should:
- Be clear and concise (ideally 1–2 pages)
- Include recent roles and responsibilities
- Show registration numbers and relevant certificates
- Optionally highlight your typical availability (e.g. “Mondays, Thursdays and some weekends”)
Using a consistent CV across agencies and platforms reduces confusion and prevents mismatched information from appearing in different places.
6. Banking, payment & tax information
Depending on how you work - umbrella, PAYE, limited company — you may be asked for different financial details.
Be prepared with:
- Limited company certificate (if you operate a company)
- UTR number (for tax)
- Bank details for payment setup
- VAT certificate (if applicable)
These documents are typically collected once per organisation, but keeping them ready prevents delays when you join a new agency or platform.
7. A simple way to organise everything
A small amount of structure saves a huge amount of stress. Instead of searching through old emails every time, create a single “Locum Documents” folder and keep everything there.
Suggested folder layout
Locum Documents/
1. ID & Right to Work
2. Registration
3. Compliance
4. Immunisations
5. CV & Availability
6. Bank & Company
Store this folder in a secure cloud location such as Google Drive, OneDrive, iCloud or Dropbox. This means you can access your documents from your phone or any computer when they’re requested.
One extra step that makes a big difference
Create a simple note or spreadsheet with key expiry dates for:
- DBS certificate
- Safeguarding training
- BLS training
- Indemnity / insurance
Checking this once a month keeps you “bookable” and prevents last-minute panics that cost you shifts.
Final thoughts
Most delays in locum bookings are not about clinical skills - they are about paperwork. With a clear document checklist and a simple structure, you become the locum who is easy to onboard, easy to book and easy to invite back.
Locum work is meant to be flexible, not stressful. Staying organised keeps it that way.
