Record Keeping & Evidence
Record Keeping for Sponsors and Employers
Incomplete records are one of the most common reasons a business cannot demonstrate compliance.
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What the issue is
Employers and sponsors must keep specified records — right to work evidence, recruitment records, contracts, payroll, absence records and evidence of reports. The sponsor guidance sets out the documents sponsors must keep.
Why it matters
If records are missing or inconsistent, a business may be unable to show it met its duties, even if it did.
Retention
Right to work check copies must be kept for the period the guidance specifies (currently for the duration of employment and for two years afterwards). Check the current guidance for sponsor record retention.
Common failures
- Records held only on individual managers' devices.
- Payroll not matching sponsored salary.
Evidence to keep
Examples to consider where relevant — not a complete or mandatory list.
- Recruitment, contract, payroll and absence records.
- Audit trail of changes and reports.
Practical preventative steps
- Keep records centrally with access control.
- Periodically reconcile payroll against CoS details.
Official rules and guidance
- GOV.UK: Workers and Temporary Workers — guidance for sponsors
- GOV.UK: Employer's guide to right to work checks
Rules and guidance change. Check the current official sources before relying on this information.
This is general legal information for organisations, not advice on your circumstances. Duties depend on your business, workers and the rules and guidance in force at the relevant time. No outcome is guaranteed.
Andrew Williams Solicitors provides regulated legal advice, legal review, representation and solicitor-led compliance support. Compliance monitoring and workflow technology (such as ICMS and ComplianceWatch) is provided separately by Ibiab Systems and is not legal advice.
Related compliance topics
When solicitor advice may be appropriate
Speak to Andrew Williams Solicitors about your organisation's position, a Home Office visit, a penalty notice or a licence concern. Scope and fees are agreed in writing before substantive work begins.