Sponsor Compliance Series
The Essential Guide to
Appendix D Record Keeping
Definitive guidance on documents sponsors must keep for Worker & Temporary Worker routes. Protect your licence with enterprise-grade compliance.
What is Appendix D?
Appendix D sets out the specific documents sponsors must keep for all Worker & Temporary Worker routes (including Tier 2, Tier 5, GBM, Skilled Worker, etc.). These records are your first line of defence during a Home Office audit.
Format
Documents can be kept in paper or electronic format but must be available on request.
Retention Period
Keep for duration of sponsorship AND until: 1 year after sponsorship ends OR after a compliance officer check.
GDPR
All record keeping must also comply with UK GDPR & Data Protection Act 2018.
Right to Work (Mandatory)
- Timing: Must be done before employment starts.
- Method: Use "Check a job applicant’s right to work". Do NOT use "check immigration status" or "right to rent".
- Evidence: Keep a secure copy of the check.
- Related orgs: Must keep copy or do own check.
- Self-employed: RTW check still required.
- Under 16s: View live eVisa & keep screenshot (no statutory check).
Date of Entry Checks
Required if: Worker entered using entry clearance AND you sponsored the application.
- Check: Did they enter during visa validity? (Too early = no permission to work).
- Evidence: Entry stamp (passport/vignette) OR Travel evidence (tickets/boarding pass) if no stamp/eVisa.
Recruitment Evidence
Where RLMT/Equivalent Required
- Copies/screenshots of adverts showing job title, duties, salary, skills, location, dates.
- Records of shortlisted applicants.
- Interview notes for rejected settled workers.
- Specifics: Religious (national search), Sportspersons (governing body endorsement - keep 2 years).
Where NO RLMT Required
Must still prove role is genuine.
- If advertised: Copy of advert, shortlist count, selection evidence (notes/scoring).
- If not advertised: Explanation of identification (Internal promotion, Headhunted, Previous lawful employment).
Salary & Skill Evidence
- Payslips: Name, NI number, tax, deductions.
- Transfers: Proof of payment into worker’s account.
- Contracts: Job details, hours, pay, allowances breakdown.
- Skill: Job description, qualifications, professional registrations (GMC etc).
- Waivers: Reasons recorded if mandatory qualifications waived.
Additional Mandatory Records
Common Helpline Pitfalls
Avoid these frequent compliance breaches that lead to license suspension.
- ✕ Using the wrong online RTW service (e.g. "Right to Rent").
- ✕ Failing to check Date of Entry for entry clearance cases.
- ✕ Missing recruitment evidence (even when no RLMT applied).
- ✕ Inadequate salary records (missing bank transfer proof).
- ✕ Deleting records too early (must check retention rules).
Compliance Risk Distribution
How IRS HR Protects Your Licence
Appendix D compliance is complex. Manual record-keeping is a risk you can't afford. IRS HR provides Enterprise-Grade Home Office Protection.
The Golden Record
We unify HR, Payroll, and Recruitment data into a single, audit-ready source of truth. Recruitment evidence and RTW checks are centrally stored and linked to the worker profile.
Smart Triggers
Never miss a retention date or a visa expiry. Our system automates triggers for key dates, ensuring you keep records exactly as long as required—no more, no less.
Mock Audits
Monthly mock audits stress-test your Appendix D compliance. We identify missing documents (like that missing entry stamp) before the Home Office does.
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