SMS System

Appendix D Record-Keeping Requirements for UK Sponsors

Appendix D of the Home Office sponsor guidance lists the documents a UK sponsor must keep for each sponsored worker — and produce on request during a compliance visit. Failing to retain Appendix D documents is, on its own, grounds for licence downgrade or revocation, regardless of whether the underlying recruitment and employment was compliant.

The core documents per worker

  • Evidence of right to work — share code result or document copy, dated before the start date
  • National Insurance Number
  • Contact details: current home address, telephone number, and email
  • Up-to-date contract of employment
  • Job description and SOC code rationale
  • Evidence of recruitment activity for the role (job advert, shortlist, interview notes)
  • Evidence of qualifications relied on at CoS assignment
  • Pay records — payslips and matched bank statements
  • Absence records, including the trigger date for any reportable absence

Retention period

Most Appendix D documents must be retained for the duration of sponsorship plus a further period of 1 year after sponsorship ends — whichever is longer. Right-to-work evidence must be kept for at least 2 years after employment ends per the Home Office's separate illegal-working guidance.

Format and accessibility

Documents may be stored electronically provided they are legible, complete, and can be produced on demand. A messy folder of scanned PDFs without an index is technically compliant but practically very risky on the day of an audit.

Primary source

Frequently asked questions

›What is Appendix D?

Appendix D is the annex to the Home Office sponsor guidance that lists every document a UK sponsor must keep on file for each sponsored worker — and produce on demand during a UKVI compliance visit. Failing to retain Appendix D documents is itself grounds for licence downgrade or revocation, regardless of whether the underlying recruitment and employment was compliant.

›How long must Appendix D records be kept?

Most Appendix D documents must be retained for the duration of sponsorship plus 1 year after sponsorship ends — whichever is longer. Right-to-work evidence must be kept for at least 2 years after employment ends under the separate illegal-working guidance.

›Can Appendix D records be stored electronically?

Yes. Electronic storage is fully accepted provided documents are legible, complete and retrievable on demand. A disorganised folder of scanned PDFs without an index is technically compliant but very risky on audit day — an indexed, per-worker structure is the safer pattern.

›Do I need to keep payslips and bank statements?

Yes — both. UKVI cross-checks the salary on the CoS against payslips, and payslips against bank statements showing the payment was actually received by the worker. A payslip on its own is not sufficient; the bank reconciliation is part of the record.

›What happens if an Appendix D document is missing at audit?

Missing documents are recorded against the licence in the visit report. A small number of gaps may attract a corrective action plan; systemic gaps — particularly recruitment evidence or right-to-work checks — frequently lead to licence downgrade from A to B, or to revocation in serious cases.

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Related sponsor licence guides

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