Documents Required for Sponsor Licence Application

Applying for a UK sponsor licence in 2025 is a crucial step for any UK-based employer who wishes to hire skilled workers from overseas. Whether you're a startup or an established business, having the right documents for a sponsor licence application is essential to avoid delays or refusals.

To apply for a UK sponsor licence, employers must submit supporting documents, including a Certificate of Incorporation, HMRC registration, and bank statements.

Understanding the documents required for a sponsor licence application in 2025 is key to getting approved quickly and avoiding costly mistakes. Make sure you're fully prepared with all the right paperwork before submitting your application to the Home Office.

In this guide, we'll walk you through all the required documents for a sponsor licence, help you understand what the Home Office expects, and make the process as straightforward as possible.

If you have questions about documents required for a sponsor licence application, call Wembley Solicitors today on 0203 417 3700 or fill in our enquiry form.

Table of Contents

What Is a UK Sponsor Licence?

A UK Sponsor Licence is a special permission that allows UK businesses and organisations to legally hire workers outside the UK, including the EU, under routes like the Skilled Worker visa. Without this licence, you cannot issue a Certificate of Sponsorship, which is essential for a foreign national to apply for a work visa.

A Certificate of Sponsorship (CoS) is a digital certificate issued by a UK employer to a skilled worker applying for a UK work visa from outside the UK.

Why Is a Sponsor Licence Important?

Before an employer can legally sponsor foreign nationals under the Skilled Worker visa or other work visa routes, they must hold a valid UK sponsor licence issued by the Home Office. This licence proves that the business is genuine, compliant, and capable of meeting its immigration duties.

What Documents Are Needed for a Sponsor Licence Application?

When submitting your sponsor licence application, you must include several supporting documents to verify your organisation's legitimacy and operational status. These are outlined in Appendix A of the Home Office guidance and vary slightly depending on your business type and trading history.

When applying for a sponsor licence, most businesses need to provide:

1. Certificate of Incorporation
2. Employer's Liability Insurance Certificate
3. VAT Registration Certificate (if applicable)
4. HMRC PAYE and Accounts Office Reference Numbers
5. Recent Business Bank Statements
6. Audited Annual Accounts
7. Proof of Business Premises (e.g., lease or ownership documents)
8. Recent Utility Bills (to verify business address)
9. Details of the HR Systems in place for managing sponsored workers
10. Information on Key Personnel and their roles in sponsorship management
11. Service Contracts (where applicable)
12. Any additional documents, depending on your business type and trading history

1. Certificate of Incorporation

Proves that your company is registered with Companies House and is legally established in the UK.

2. Employer's Liability Insurance Certificate

You must have insurance with a minimum coverage of £5 million from an authorised UK insurer.

3. VAT Registration Certificate (if applicable)

If your business is VAT registered, submit the certificate to prove your compliance with HMRC regulations.

4. HMRC PAYE and Accounts Office Reference Numbers

These references confirm that your business is registered with HMRC to pay salaries and taxes.

5. Recent Business Bank Statements

Usually covering the last 3-6 months, to demonstrate financial stability and active business trading.

6. Audited Annual Accounts

These provide insight into your business's financial health and trading activity.

7. Proof of Business Premises

You must show a lease agreement, title deed, or rent contract confirming your trading location in the UK.

8. Recent Utility Bills

Gas, electric, or water bills from the last three months can help verify your business address.

9. HR System and Procedures

Details of your HR processes for managing sponsored workers, how you'll monitor attendance, keep records, and report to the Home Office.

10. Key Personnel Details

Include names and roles of the Authorising Officer, Key Contact, and Level 1 User, who will be responsible for managing the licence.

11. Service Contracts or Client Agreements

If your company provides contracted services, include relevant contracts that explain your business model and services offered.

12. Additional Documents (Depending on Business Type)

Charities, franchises, or organisations operating under different legal structures may need to provide further evidence such as governing documents, franchise agreements, or evidence of charitable status.

How Many Documents Do You Need to Submit?

To apply for a UK sponsor licence, employers are usually required to submit at least four supporting documents alongside their application. These typically include items like Certificate of Incorporation, bank statements, annual accounts, and evidence of registration with HMRC. However, the exact documents you'll need can vary depending on your business type and the specific sponsor licence category you're applying for.

Submitting more documents than the minimum, if relevant, can help strengthen your application and demonstrate transparency.

How and When to Send Your Sponsor Licence Documents

After you've completed your UK sponsor licence application online, you'll receive a document called a submission sheet. This is a key part of your application and contains important instructions, so read it carefully.

What Is the Submission Sheet?

The submission sheet summarises everything you need to do next. It will:

• List the supporting documents you need to send
• Provide the email address where your documents must be submitted
• Specify the format your scanned or photographed documents should be in (PDF, JPEG, or PNG)

Important: Before sending, your Authorising Officer must sign and date the declaration on the submission sheet. This confirms that your organisation agrees to the sponsor's duties and responsibilities.

When and Where to Send Your Documents

You must email all pages of your signed submission sheet along with your supporting documents to the email address listed on the sheet. Make sure everything is sent within 5 working days of submitting your online application, this deadline is strictly enforced by the Home Office.

Don't Send Documents by Post

Unless specifically asked to do so, do not send your documents by post. If you're having trouble submitting your documents via email, contact UKVI using the details provided on the submission sheet for guidance.

Submitting Documents by Email

You can scan or take clear photos of your submission sheet and all required documents. These must then be emailed to the specific email address provided on your submission sheet after you complete the online application.

To ensure your email submission meets Home Office requirements, make sure that:

• Your files are in PDF, JPEG, or PNG format
• Each file has a descriptive title (25 characters or fewer is recommended)
• All images or scans are clear and readable, with no blurred text or shadows

Non-English Documents? Include a Certified Translation

If any of your documents are not in English or Welsh, you must also include a certified translation. The translation should meet the Home Office's standards. You can find full guidance on this in the official sponsor licence supporting evidence guide.

What If You Can't Send Documents by Email?

If you're unable to email the documents, perhaps due to technical issues or lack of scanning equipment, you should contact UK Visas and Immigration (UKVI) using the contact details listed on your submission sheet. They may offer an alternative method or provide further instructions.

Check Your Documents Carefully

Before sending, ensure your documents meet the format and content requirements outlined in Section 6 of the sponsor guidance. Submitting the wrong documents or missing the deadline could delay your application or lead to refusal.

How to Send Your Sponsor Licence Documents to the Home Office

Once you've gathered all your supporting documents for your sponsor licence application, the next step is to send them to the Home Office. This process is straightforward, but it's important to follow the instructions carefully to avoid delays.

Tips to Ensure Your Documents Are Accepted

• Make sure all documents are in English or provide a certified translation.
• Ensure your documents are up to date, e.g., recent utility bills and bank statements.
• Double-check that all names, addresses, and details match across documents (Companies House, insurance certificate, HMRC records, etc.).
• Clearly label and organise your documents before uploading or sending them to the Home Office.

What Happens If You Submit the Wrong Documents?

Submitting incomplete or incorrect documents is one of the most common reasons for sponsor licence application refusals. You may have to reapply and pay the application fee again. It's always recommended to seek legal advice or consult an immigration solicitor to avoid errors.

Need Help with Your Sponsor Licence Application?

At Wembley Solicitors, we specialise in helping UK businesses with sponsor licence applications. From reviewing your documents to managing your full application, our team ensures your business is fully compliant and ready to sponsor skilled workers.

If you require a solicitor to obtain or manage a sponsor licence, call our business immigration solicitors today at 0203 417 3700 or fill in our enquiry form.