Certificate of Sponsorship UK: Defined vs Undefined CoS, Fees and Employer Process

This guide is for UK employers researching Certificate of Sponsorship UK and planning to recruit internationally. It provides general operational information, not legal advice. Immigration Rules, sponsor guidance, statutory fees and employment law can change; check the live official sources linked below on the date you act. Eligibility must be assessed against the exact job, sponsor and worker circumstances.

Quick employer checklist

• Define the genuine vacancy, duties, salary, hours and work location.
• Check the current immigration route, occupation code and salary rules.
• Confirm the correct legal employer and sponsor licence coverage.
• Use transparent recruitment terms and verify candidate competence.
• Assign the correct CoS only after eligibility checks are complete.
• Complete the prescribed right-to-work check before work begins.
• Maintain records and monitor sponsor reporting obligations.

What is a Certificate of Sponsorship?

A Certificate of Sponsorship (CoS) is an electronic record assigned by a licensed sponsor to a worker for use in an immigration application. It is not a visa, does not guarantee approval and does not itself authorise the worker to start employment. The sponsor is responsible for ensuring that the information is accurate and that the job and worker meet the relevant route requirements.

Defined and Undefined CoS explained

The route rules and sponsor guidance determine whether a Defined or Undefined CoS process applies. In broad terms, Defined CoS are used for relevant Skilled Worker applicants applying from outside the UK, while Undefined CoS are used in other applicable circumstances, including many in-country applications. The exact process and exceptions must be checked in the current sponsor guidance. Do not select a CoS type simply because it is quicker or familiar.

Confirm eligibility before requesting or assigning

Before a CoS is requested or assigned, confirm the sponsor licence covers the relevant route and legal entity, the vacancy is genuine, the occupation code is correct, the salary meets the applicable option, and the candidate meets route requirements. CoS assignment should record a decision already made, not be used to test whether a job might qualify.

Information that must be accurate

Reconcile the worker's personal details, occupation code, job description, salary, weekly hours, work address, start date and duration with the approved contract and role. The job description should explain the real duties, not use generic wording that conceals the work. Inconsistent details can lead to application problems and sponsor-compliance concerns.

CoS allocation and planning

Maintain a forecast of expected sponsored hires and monitor available allocation in the Sponsorship Management System. Plan recruitment lead times around the correct CoS process and do not promise a start date until all dependencies are understood. Keep evidence of allocation requests, decisions, assignment and the recruitment approval.

Fees and Immigration Skills Charge

The CoS fee is distinct from the sponsor licence fee, visa application fee and Immigration Skills Charge. The Immigration Skills Charge is payable by the sponsor when assigning a CoS where it applies, and the sponsor must pay it itself. Check current Immigration Skills Charge guidance and current CoS fee information before budgeting. Do not recover prohibited sponsorship costs from the worker.

After assignment: candidate application

Give the candidate accurate CoS details and explain the next steps, evidence requirements and dependencies. The candidate must submit the relevant visa application and meet the Immigration Rules. A CoS does not guarantee a decision or a particular processing time. Avoid telling a candidate to resign, travel or start work until the relevant permission is confirmed.

Changes, errors and withdrawals

If an error is identified or the role changes, consult the current sponsor guidance promptly. Some changes may require a report, correction, withdrawal or a new CoS and application. Do not quietly alter internal records while leaving inaccurate sponsorship information on the Home Office system. Record the issue, action taken and decision rationale.

Common CoS mistakes

Typical errors include selecting the wrong CoS type, using an occupation code that does not match the role, entering salary or hours incorrectly, using an inaccurate work address, assigning before eligibility checks are complete and failing to account for the Immigration Skills Charge. A checklist and second-person review can reduce avoidable errors.

CoS employer checklist

Confirm the licence and legal entity; establish the correct CoS type; approve the genuine vacancy; check the occupation code and salary; verify candidate eligibility; ensure allocation or request requirements are met; reconcile all details with the contract; check current fees; assign through an authorised user; and retain the supporting evidence.

Frequently asked questions

Can every UK employer sponsor an overseas worker?

No. The employer must meet the relevant sponsor requirements, and the role and worker must qualify under the specific immigration route.

Does a sponsor licence guarantee that a candidate will receive a visa?

No. The licence permits sponsorship within its scope. The worker must independently meet the Immigration Rules and the Home Office decides the application.

Can a worker start after receiving a Certificate of Sponsorship?

Not on that basis alone. A CoS is not a visa or permission to work. The employer must confirm the person's permission and complete the prescribed right-to-work check before work begins.

Can an employer charge sponsorship costs to the worker?

Some sponsorship costs must be paid by the sponsor and cannot be recovered from the worker. Check the current sponsor guidance before making deductions or repayment arrangements.

Are all jobs in a shortage sector eligible?

No. Industry demand does not establish immigration eligibility. Check the exact duties, occupation code, salary and route requirements.

Can a recruitment agency guarantee a visa?

No. A recruitment provider cannot guarantee a Home Office decision. Be wary of guaranteed-visa claims.

Official UK government resources

Use primary Home Office and GOV.UK sources rather than relying on historic blog posts or cached fee tables. Check the version and effective date before making a decision.

• Sponsor guidance for employers
• Sponsor duties and compliance
• Immigration Skills Charge

Important: This article is general information for employers and is not legal advice. It does not determine whether a specific employer, job or individual qualifies for sponsorship. Rules and guidance can change. Obtain advice from an appropriately authorised UK immigration adviser or solicitor for case-specific decisions. The date of publication is not a substitute for checking the law in force on the date of application.

Understand the CoS as a controlled record

A Certificate of Sponsorship is an electronic record in the sponsor system. It contains information that links the sponsor, vacancy and worker to the immigration application. Treat it as a formal compliance record, not a routine HR form. Information should be based on approved source documents and checked by someone with appropriate authority. Retain evidence showing who prepared, reviewed and assigned the CoS and why the selected route and details were considered correct.

Choose the CoS type using the current guidance

The distinction between Defined and Undefined CoS depends on the route and the applicant's circumstances. For the Skilled Worker route, Defined CoS are generally relevant to applicants applying from outside the UK, while Undefined CoS are generally used for in-country applicants and other applicable sponsored routes. This is a broad guide only: check the current sponsor guidance and the exact application circumstances before requesting or assigning a CoS. Do not use an Undefined CoS as a workaround if the Rules require a Defined CoS.

Prepare for a Defined CoS request

Where a Defined CoS is required, the sponsor must follow the relevant request process and provide accurate information about the proposed role and worker. The Home Office may consider whether the role and details are consistent with the route requirements. Ensure the job description, occupation code, salary, hours, work location and start date are properly approved before making the request. If the information changes, review the request rather than allowing an outdated description to flow into the final assignment.

Manage Undefined CoS allocation responsibly

Sponsors should forecast likely recruitment and monitor their available allocation. Requests for additional allocation should be based on credible recruitment plans and supported by accurate information. Keep a record of expected vacancies, business need, current allocation and assignments made. Avoid requesting large allocations without a realistic plan, and review unused allocation as part of the sponsor governance process. Allocation management should be owned by trained personnel rather than left to an occasional system user.

Use a pre-assignment quality check

Before assignment, compare the CoS record against the signed contract, approved job description, salary calculation and candidate identity information. Confirm the correct legal entity and route. Check that the role is still available and that the planned start date is realistic. A second reviewer should focus on high-risk fields such as occupation code, salary, weekly hours and work address. Keep a checklist that records the source document for each material field.

Understand the relationship with the visa application

The worker uses the CoS details when applying for permission. The CoS does not decide the visa application and does not give permission to work. The applicant must meet the relevant Immigration Rules and provide any required evidence. The employer should explain this distinction clearly, particularly where a candidate has resigned from another job or is making relocation arrangements. Avoid guaranteeing a decision or a start date based only on CoS assignment.

Correct mistakes transparently

If a CoS contains an error, establish whether it can be corrected under the current system and guidance, or whether it must be withdrawn and replaced. Do not attempt to conceal a discrepancy by changing internal documents while leaving the Home Office record inaccurate. Record what happened, when it was identified, who assessed it and what action was taken. If a visa application has already been submitted, obtain advice on the appropriate next step.

Coordinate finance and HR

The CoS process triggers or relates to several costs and operational tasks. Finance should know which charges are payable by the sponsor and when. HR should know when the worker can lawfully begin and what checks are needed. Recruitment should avoid confirming an unconditional start date until immigration permission and right-to-work steps are complete. A shared case tracker should show owner, status, dependencies and evidence without exposing personal data unnecessarily.

Use a case tracker from request to start

A CoS tracker should identify the worker, employing entity, route, CoS type, request date, assignment date, CoS reference, fee payment, visa application status and intended start date. Limit access to people who need the information and avoid including unnecessary sensitive details. Add reminders for application milestones and the point at which the employer must verify permission to work. The tracker should make it clear that an assigned CoS is not the same as an approved visa and that the start date remains conditional until the correct permission is confirmed.

Make handovers safe when staff change

If the person who manages sponsorship leaves, the organisation should be able to continue without losing control of CoS requests or records. Maintain documented procedures, named backup users and a handover checklist. Revoke access when it is no longer required, transfer ownership of open cases and review any pending CoS requests. Do not share passwords to maintain continuity. The Authorising Officer should know who is responsible for each open case and where the supporting evidence is stored.