You must keep documents listed in Appendix D of the sponsor guidance. This includes copies of the worker’s passport, eVisa status (verified via the Home Office online right to work checking service using a share code), NI number, contact details, and evidence of the recruitment process (if applicable).

You must keep documents throughout the entire period of sponsorship, and then until whichever comes first, one year after the date your sponsorship of the worker ends, or the date a compliance officer has examined and approved them (if that occurs within that one-year post-sponsorship period). Note: right to work check records carry a separate retention obligation – these must be kept for the duration of the employment plus two years after the worker leaves, regardless of Appendix D. You must also retain your original sponsor licence application documents for as long as you hold the licence.

Failure to report can lead to your sponsor licence being downgraded to a B-rating (preventing you from sponsoring new workers) or revoked entirely. If you realize you missed a deadline, we can help you submit a late report with a valid explanation.

You do not need to report a change in the worker's home address via the SMS, but you must keep an up-to-date record of their contact details (address, email, phone number) in your own HR files.