What is Appendix D? The Complete Guide to Sponsor Document Requirements
Appendix D of the UK Immigration Rules is the definitive list of documents every sponsor must keep for each sponsored worker. Understanding and following Appendix D is essential for maintaining your sponsor licence.
Part of the Compliance Guide
This article expands on the document requirements covered in ourComplete Sponsor Licence Compliance Guide.
What is Appendix D?
Appendix D is part of the UK Immigration Rules and sets out the record-keeping requirements for sponsors. It specifies exactly which documents you must obtain, verify, and retain for each worker you sponsor.
The Home Office uses Appendix D as the benchmark during compliance visits. If you cannot produce the required documents, you risk a B-rating, action plan, or in serious cases, licence suspension or revocation.
Why Appendix D Matters
Compliance Benchmark
Home Office inspectors use Appendix D as their checklist during audits
Legal Requirement
Failure to maintain these records is a breach of sponsor duties
Audit Protection
Complete records demonstrate genuine employment and compliance
Appendix D Document Categories
The documents required under Appendix D fall into several categories. You must be able to produce these documents for every sponsored worker within a short timeframe (ideally within 24 hours of request).
Personal Information
- Copy of passport (photo page and all pages with UK immigration stamps)
- Copy of eVisa / digital immigration status (or legacy BRP if still valid)
- Copy of current visa or immigration permission
- Current home address, telephone number, and personal email
Employment Documentation
- Signed employment contract
- Job description matching Certificate of Sponsorship
- Evidence of salary (payslips, bank statements)
- Working hours and any changes since start date
Right to Work Evidence
- Right to Work check documentation with date conducted
- Name of person who performed the check
- Method of verification (manual, online, or IDSP)
- Follow-up check evidence for time-limited permission
Recruitment Records
- Job advertisement (where posted, dates)
- Evidence of genuine vacancy
- Selection criteria and interview notes
- Reasons for selecting the sponsored worker
Attendance and Absence
- Time and attendance records
- Leave records (annual, sick, other)
- Records of unauthorised absences
- Evidence of action taken for unexplained absences
Contact and Location
- Work location(s) where the worker is based
- Current contact telephone number
- Personal email address
- Emergency contact details
How Long Must You Keep Records?
You must retain Appendix D documents for the duration of the worker's employment plus one year after they leave. In practice, many sponsors keep records for longer (two years or more) to be safe.
Common Mistake
Many sponsors keep documents but cannot retrieve them quickly during an unannounced visit. Being able to produce documents is as important as having them.
Best Practices for Appendix D Compliance
- Centralise storage: Keep all documents in one system, preferably digital
- Organise by worker: Each sponsored worker should have a complete file
- Date everything: Record when documents were obtained and checked
- Track expiries: Monitor visa and document expiry dates proactively
- Regular audits: Check files quarterly to identify gaps before inspectors do
Related Articles
Read the Complete Compliance Guide
Appendix D is just one part of your sponsor duties. Our complete guide covers all six compliance areas including reporting, Right to Work, and audit preparation.
Read Full Compliance Guide