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Introduction

If you hold (or are applying for) a UK sponsor licence, the most useful habit you can build is consistent record-keeping. This guide explains what to keep, where to store it, and how to stay audit-ready without drowning in spreadsheets.

The core record set (what inspectors expect)

• Employee identity & right-to-work evidence: Passport/visa copies and related documents stored securely and easy to retrieve.
  
• Contract & role details: Signed contract, job description, SOC code, salary, hours.
  
• Recruitment history: Adverts, shortlists, interview notes, offer letter; keep a clear trail that shows why the person was hired.
  
• Salary evidence: Payslips and payroll summaries that match the role and hours.
  
• Attendance & absence: Reliable clock-in/out or timesheets, plus holiday/sickness records.
  
• Employment changes: Title, hours or salary changes with dates and approvals.
  
• Organisation chart: Up-to-date org chart reflecting reporting lines.
  

How long to keep things

• Keep sponsor-related records for the period set in the official guidance (and at least the duration of sponsorship). In practice, retain for the employee’s period of sponsorship plus a sensible buffer for audits or queries. When in doubt, check the latest GOV.UK guidance and your legal adviser.
  

Build a simple naming & filing system

• One employee = one folder with predictable subfolders: 01_ID, 02_Contract_Role, 03_Recruitment, 04_Pay, 05_Attendance, 06_Changes, 07_OrgChart.
  
• Use YYYY-MM-DD dates in filenames (e.g., 2025-03-02_Offer_Letter.pdf) so sorting is effortless.
  

Make expiries hard to miss

• Track visa/passport expiry dates and set 90/30/7-day reminders. Assign tasks with a named owner. Mark each task “done” only when the new document is uploaded.
  

Produce an audit pack in minutes

• Keep a standard index (a simple PDF or doc) that lists each required item with a page or filename reference.
  
• When asked, export a zip with the index + folders for rapid review.
  

Avoid common pitfalls

• Storing documents across email, shared drives, and laptops.
  
• Not logging employment changes with dates.
  
• Attendance data that doesn’t match hours paid.
  
• Recruitment notes missing or scattered.
  

Where LuwaSuite helps

LuwaSuite keeps all records in one place, adds expiry reminders, logs changes with timestamps, and generates a one-click audit pack export. (No contracts, all features included.)

FAQ
Q: Do I need a separate system for recruitment logs?
A: You can keep them in the same system as HR if it stores adverts, shortlists, and outcomes clearly.
Q: What if we hired years ago and the notes are missing?
A: Reconstruct what you can and tighten the process going forward—consistency is key.
Q: Can I keep scans instead of originals?
A: Digital copies are acceptable when they are clear, legible and complete (check current guidance).