Recruitment Logs for Sponsor Compliance: What to Record and For How Long
By 
The point of recruitment logs
They show your decision-making was fair, consistent and documented. Keep the trail even if you didn’t advertise widely (check current rules for your visa route).
The minimum trail
- Adverts (copy, dates, channels).
- Applications (CVs or summaries).
- Shortlisting (criteria and notes).
- Interview outcomes (scores, decisions, reviewers).
- Offer letters (role, pay, start date).
- Onboarding (checks completed, documents received).
Duration & access
- Retain for a period consistent with sponsor-licence guidance.
- Keep access to HR and authorised managers only, with an audit trail.
Make it practical
- Use a single system to track jobs, stages and notes.
- Avoid one-off email chains that vanish when staff leave.
LuwaSuite tip
Use the Recruitment & ATS module to maintain adverts, stages, notes and offers; convert the hired candidate to an employee in one click so the record travels with them.
Internal links: /features/recruitment, /compliance
FAQ
Q: Do we need to keep every CV?
A: Keep a record of applicants and decisions. If you store CVs, ensure GDPR compliance and retention limits.
Q: Can we use spreadsheets?
A: You can, but a system is safer and faster to audit.
