How to Get a Sponsor Licence in 2025: A Comprehensive Guide for UK SMEs

If you want to employ skilled workers from outside the UK, securing a sponsor licence from the Home Office is the essential first step.

The licence allows your business to legally sponsor overseas employees via the Skilled Worker route and others. But for many small and mid-sized enterprises (SMEs), applying can feel complicated, with lots of documentation, strict eligibility requirements, and ongoing compliance duties.

This detailed guide walks you through the full process of applying for a sponsor licence in 2025 - from eligibility checks and document preparation to submission, fees, compliance visits, and what happens after approval. We’ll also show how imminova’s technology and expertise can simplify each step for busy SMEs.

What is a Sponsor Licence?

A sponsor licence authorises your company to sponsor non-UK nationals for work visas. Without it, you cannot legally employ someone from overseas under the Skilled Worker or Temporary Worker visa routes.

The licence grants access to the Sponsor Management System (SMS) - the Home Office’s online portal where sponsors manage their sponsored workers, assign Certificates of Sponsorship (CoS), and meet reporting requirements.

Why SMEs Need to Take Sponsor Licence Applications Seriously

• Legal compliance: Hiring overseas workers without a licence is illegal and can lead to severe penalties.

• Control and transparency: The licence system ensures businesses maintain records and meet Home Office regulations.

• Ongoing responsibilities: Beyond approval, licence holders must stay compliant through accurate record-keeping, reporting, and audits.

  
  

Step 1: Check Your Eligibility

The Home Office requires sponsors to be genuine and able to meet strict obligations. To qualify, your business must:

• Be a genuine UK organisation, registered and actively trading (e.g., limited company, partnership, charity)

• Have no recent unspent criminal convictions related to immigration offences or fraud

• Have appropriate HR and recruitment systems in place to monitor sponsored employees and ensure compliance

• Be able to offer genuine roles that meet the relevant skill and salary thresholds outlined in the immigration rules

  
  

Key Tip: Use imminova’s eligibility tool for a quick, simple assessment - it can save time and prevent wasted applications.

Step 2: Prepare Your Supporting Documents

You’ll need to submit at least four documents proving your organisation’s legitimacy and operations. Common examples include:

Document Type	Examples	Purpose
Company registration documents	Certificate of Incorporation, Partnership Deed	Prove legal business existence
Financial evidence	Recent bank statements, VAT registration	Show active trading
Insurance documents	Employer’s Liability Insurance (min £5m)	Demonstrate legal compliance
Premises evidence	Lease agreements, utility bills	Confirm operating location
PAYE Registration	HMRC PAYE registration letter	Show payroll set-up

The exact requirements can vary depending on business type, so review the Home Office guidance carefully.

Document Quality: Ensure documents are up to date, on official letterhead and signed where applicable, and clearly legible.

Step 3: Submit Your Online Application

Apply via the Home Office Sponsor Licence online portal. Key steps include:

• Selecting licence types (Worker and/or Temporary Worker)

• Providing business details including trading address and contact info

• Naming three key personnel roles:

  • Authorising Officer: Senior manager responsible for sponsorship compliance

  • Key Contact: Liaison for Home Office communications

  • Level 1 User: Person managing the SMS system

• Confirming readiness to meet sponsorship duties and compliance obligations

  
  

Application Tips:

• Double-check all entries and save each section to avoid delays and lost-progress

• Ensure nominated personnel understand their responsibilities

• Consider imminova’s guided application support to reduce errors and improve approval chances

  
  

Step 4: Send Supporting Documents

Within 5 working days of submitting the online form, you must send scanned copies of your supporting documents and a signed and dated document checklist to the Home Office.

Incomplete or inconsistent documents are a common cause of application refusals, so it’s critical to get this right.

Step 5: Prepare for a Compliance Visit

Most sponsor licence applicants face a compliance visit from a Home Office caseworker. This may happen before a decision is made or after licence approval.

During the visit, expect scrutiny of:

• Your recruitment practices and HR systems

• How you monitor sponsored employees’ activities

• Accuracy and authenticity of submitted documents

• Physical business premises and operational status

How to Prepare:

• Keep your HR records organised and up to date

• Use software like imminova to store and monitor employee documentation automatically

• Ensure staff responsible for sponsorship understand their roles

• Have clear evidence of recruitment procedures and genuine vacancies

Step 6: Pay Licence Fees and Wait for Decision

Skilled Worker Licence Fees 2025

Organisation Size	Licence Fee (GBP)
Small or Charitable Organisations	£536
Medium or Large Organisations	£1,476

Additional Costs

• £199 per Certificate of Sponsorship assigned

• Immigration Skills Charge:

  • £1,000 per year for large sponsors

  • £364 per year for small or charitable sponsors

Processing Times

• Standard processing: up to 8 weeks

• Priority service (where available): 10 working days, with an additional fee of £500

Step 7: What to Do After Approval

Your sponsor licence approval comes with ongoing duties, including:

• Using the SMS to assign CoS to overseas workers

• Keeping comprehensive, up-to-date records on all sponsored employees

• Reporting significant changes (job title, salary, absences) to the Home Office promptly

• Renewing your sponsor licence every 4 years before expiry

• Being ready for compliance audits or spot checks at any time

Failure to meet these requirements can lead to suspension or revocation of your licence, putting your employees’ visa status at risk.

How imminova Can Simplify Sponsor Licence Management for SMEs

Managing a sponsor licence manually can be overwhelming, especially for SMEs with limited HR or legal resources.

imminova’s cloud-based platform automates and simplifies your sponsor licence journey by:

• Running eligibility checks before you apply to avoid pitfalls

• Securely storing documents and automatically tracking expiry dates (passports, visas, CoS)

• Flagging changes requiring Home Office reporting (e.g., role or salary changes)

• Generating change of circumstances reports ready for SMS submission

• Sending proactive alerts and reminders so you never miss a deadline

• Providing dedicated support through compliance visits

This means less admin, fewer errors, and more peace of mind for your small team.

Summary Table: Sponsor Licence Application Process

Step	Description	Tips & imminova Support
1. Eligibility	Confirm your business meets Home Office rules	Use imminova’s eligibility checker
2. Document Prep	Collect documents proving business legitimacy	Store and track documents securely
3. Online Application	Complete the official form, nominate roles	Guided application support available
4. Submit Docs	Send scanned docs + checklist to Home Office	Document validation & reminders
5. Compliance Visit	Prepare for Home Office audit of your business	Automated record-keeping and alerts
6. Pay Fees & Wait	Pay licence fees and await decision (8 weeks)	Priority service option available
7. Post-Approval	Assign CoS, maintain compliance, renew licence	Compliance monitoring & SMS reporting

Final Thoughts

Getting and managing a sponsor licence is a serious responsibility but not an insurmountable one - especially with the right tools and guidance.

For SMEs in London and across the UK, imminova offers a practical, affordable way to navigate the entire sponsorship journey without a large legal or HR team.

Get Started Today

Ready to simplify your sponsor licence application and ongoing management?

👉 Check your eligibility👉 Book a free consultation