What documents must we keep for each sponsored care worker?

Keep the records required by Appendix D for every sponsored worker, including right-to-work and entry evidence, recruitment records, the contract or written particulars, payslips and proof of salary payments. Store them by worker and duty, keep them readable, and test that another authorised person can retrieve a complete file promptly.

Use Appendix D as the checklist

Sponsor Guidance Appendix D, version 08/26 is the current Home Office record-keeping source for work sponsors. Use its sections rather than a generic HR checklist, because not every document serves the same sponsor duty.

Section 1 covers right-to-work and relevant entry evidence. Section 2 covers recruitment evidence. Section 3 covers pay and employment records.

Keep right-to-work and entry evidence

Retain the right-to-work check evidence in the form and for the period required by the current guidance. Where Appendix D requires evidence of the worker's date of entry, retain the relevant travel or entry record.

The file should show when the check was completed, who completed it and whether a follow-up check is required. A diary reminder is useful, but it does not replace the underlying evidence.

Record how the worker was recruited

Appendix D, section 2 requires recruitment evidence. Where a formal resident labour market test does not apply, keep an explanation of how the worker was recruited and the evidence specified in that section.

Link the vacancy, advert where applicable, applications, shortlisting, interview record, decision and offer. The record should explain why this worker was selected for this role without relying on a retrospective note written for an audit.

Keep contract, pay and payment records together

Appendix D, section 3(a) requires payslips containing the listed identity, tax, allowance and deduction information. Section 3(b) requires evidence that salary was paid into the named worker's account. Section 3(c) requires a contract or written particulars showing the job, hours and pay.

Place the CoS details beside those records. Check that the job, hours and pay agree. Where they do not, investigate and keep a dated explanation and any reporting decision.

Make files readable and retrievable

Sponsor Guidance Part 3, paragraph C7.15 allows compliance officers to inspect HR systems and records. Paragraph C7.16 allows the Home Office to request evidence by telephone, video conference or letter, and paragraph C7.17 allows checks with other government departments.

Use common file formats, clear names and an index. Test password-protected files before submission and provide access details through an appropriate channel. Do not send the wrong worker's document or an incomplete extract.

Do not redact without understanding the request

There is no universal rule that every bank statement must always be sent unredacted. Read the request, identify what evidence the Home Office needs and consider data-protection obligations. If removing information would stop the evidence proving the relevant fact, obtain advice before submitting it.

The aim is a proportionate, complete response. Do not conceal relevant information, but do not invent a blanket disclosure rule that is absent from the guidance.

Run a retrieval test

Select a worker and ask someone who does not maintain the file to retrieve the CoS, right-to-work evidence, recruitment record, contract, recent payslips, payment evidence and reporting history. Record gaps and correct the process, not merely that one file.

This article provides general information, not legal advice.

Related questions

Do we need to keep every sponsored worker's contract?

Appendix D, section 3(c) requires a contract or written particulars showing the job title, hours and pay for sponsored workers where the provision applies.

What salary evidence should the file contain?

Appendix D, sections 3(a) and 3(b) cover payslips and evidence that salary was paid into the named worker's account.

Must we keep recruitment records where no resident labour market test applies?

Yes. Appendix D, section 2 requires an explanation and specified evidence showing how the worker was recruited even where no formal test applies.

Should we send every bank statement without redaction?

Follow the specific evidence request. Do not remove information needed to prove payment, but do not assume the guidance creates a universal rule requiring unrestricted disclosure in every case.

Can the Home Office inspect our HR system?

Yes. Part 3, paragraph C7.15 says a compliance officer may examine HR systems and records during a compliance check.