What should we do after an unannounced Home Office compliance visit?

After an unannounced compliance visit, make a factual record of what happened, preserve every document and system record inspected, and reconcile the issues discussed against the CoS and sponsor duties. Do not coach witnesses or rewrite records. If a suspension letter follows, answer each ground with indexed evidence within the deadline stated in that letter.

Record the visit while memories are fresh

List the officers, identification checked, arrival and departure times, premises visited, people interviewed, systems accessed, records requested, documents supplied and questions left open. Ask each attendee to write their own factual note.

Sponsor Guidance Part 3, paragraph C7.14 says compliance checks may be on-site or digital and announced or unannounced. Paragraph C7.19 explains how official identification can be checked.

Preserve the exact evidence seen on the day

Secure the versions of payroll, rota, attendance, HR, recruitment, right-to-work and worker files that existed during the visit. Preserve audit logs where systems allow them.

Do not backdate or replace a record. If a correction is required, keep the original and create a dated correction record showing the reason, evidence and approver.

Identify interview issues without coaching witnesses

Part 3, paragraph C7.15 allows officers to speak to sponsored workers and staff involved in recruitment and to inspect records and systems.

Record what each person recalls being asked and answered. Where an answer appears incomplete, identify the source record that clarifies it. Do not ask witnesses to adopt a common account.

Reconcile every issue raised

For each worker or process discussed, compare the CoS with the role, actual duties, work location, contract, pay, hours, deductions, attendance, recruitment evidence, right-to-work record and Sponsor Management System history.

Appendix D, version 08/26 identifies the records sponsors must keep. Use an issue schedule showing the fact, evidence, applicable provision, discrepancy and corrective action.

Do not wait for formal action to correct genuine failures

Part 3, paragraphs C7.20 to C7.25 explain that discrepancies may be investigated and that the Home Office will decide what action to take after its checks. Correct genuine current failures promptly, but preserve the historical audit trail.

Record whether any sponsor report, payroll correction, right-to-work follow-up or worker communication is required. Obtain advice where a correction may affect immigration status or admit a serious breach.

Prepare for a suspension response

If a suspension letter follows, Part 3, paragraphs C9.10 to C9.12 require a written response with the evidence and representations on which the sponsor relies. C9.11 states a 20-working-day response period in that process.

Use the letter's actual grounds and deadline. Submit a structured response, not a general statement that the organisation is compliant.

Keep operations and evidence control separate

Continue lawful care delivery and sponsor duties while the review is under way. Restrict access to the response material, maintain one evidence index and log every item sent to the Home Office.

The visit record, issue schedule and preserved source evidence should support both immediate remediation and any later response.

This article provides general information, not legal advice.

Related questions

Can a Home Office sponsor visit be unannounced?

Yes. Part 3, C7.14 says a compliance check may be announced or unannounced and can take place on-site or digitally.

Can officers interview workers during the visit?

Yes. Part 3, C7.15 allows interviews with sponsored workers and other employees, including recruitment staff.

Should we correct inaccurate records after the visit?

Correct genuine errors, but preserve the original record and create a dated, evidenced correction trail. Do not backdate or replace evidence.

What if the visit is followed by suspension?

Work from the suspension letter. Part 3, C9.10 to C9.12 require a written, evidence-supported response within the stated process and deadline.

Should every witness provide the same account?

No. Each person should give an accurate factual account. Clarify differences with source records rather than coaching a common version.