If your business has obtained a UK Sponsor Licence to hire foreign employees, it is essential to ensure you maintain its validation to be able to sponsor skilled workers. All sponsor licences that are issued by the Home Office have a validity of four years and you should seek to renew this sponsorship before it expires, or you risk losing the privilege to sponsor employees.
In this complete guide for 2025, we are going to take you through everything you need to know about The UK Sponsor Licence renewal process including eligibility, documentation, key updates, costs, and some common pitfalls to look out for.
The Importance of Renewing Your Sponsor Licence
A valid sponsor licence enables you legally to employ international workers under Skilled Worker or Temporary Worker visa routes.
If your licence expires (without renewal):
• You automatically lose your status as a sponsor.
• Any visas for workers you sponsored may be curtailed (i.e. cancelled early).
• You will be required to submit a new application for a new licence, which will take the same amount of time as the initial application, through the lengthy process again, and in the meantime, your business may suffer continuity.
This is why it is important to renew your sponsor licence prior to your expiry date, and to ensure you are compliant with the provisions of the Home Office.
When to renew your sponsor licence
You can apply for your licence up to 90 days (three months) prior to your expiry date.
The Home Office usually sends a reminder email to your Authorising Officer before the renewal window opens – but do not rely on this email by itself. It is best practice to track your own dates on a compliance calendar.
Pro Tip:
Applying earlier means you avoid any issues that may arise with the licensing system or extra compliance checks.
How to Check Your Licence Expiry Date
You can easily check the licence expiry date by logging into the Sponsor Management System (SMS)
Once you are logged in:
Navigate to the licence summary page.
Look for the section that states “Licence Expiry Date”.
Make a note of the date and set yourself reminders well in advance.
How to Renew Your UK Sponsor Licence in 2025
The renewal process is entirely online via the Sponsor Management System (SMS). Here’s a step by step guide:
Step 1: Log into the Sponsor Management System
Log in using your User Level 1 credentials. Ensure that your details are up-to-date, and your Authorising Officer is live.
Step 2: Submit the Renewal Request
Once you have logged in you will see the option to renew your licence under the “Licence Summary” tab and select “Licence Renewal“. Review the details of your business, key personnel and licence type before confirming the renewal.
Step 3: Pay the Renewal Fee
The fee you must pay for renewal depends on your organisation size and the type of licence you hold:
You can pay online by debit or credit card through the SMS system.
Step 4: Home Office Review
Once you have submitted your renewal, the Home Office may conduct compliance checks, especially if:
You have received compliance warnings or you had issues in the past.
The structure of your organisation or key personnel have changed.
You have never renewed before.
The Home Office may also request further documentation or even undertake a pre-renewal audit visit.
Documents You Might Need for the Renewal Process
Although the Home Office doesn’t always ask for documents, it’s a good idea to prepare the following:
Latest Companies House registration or Charity Commission certificate
Updated VAT registration and PAYE reference
Recent business bank statements
Proof of business address
Work and attendance records for sponsored workers
Up-to-date HR policies and right to work check policies
If you have these documents in place, you should have a smooth and fast renewal process, if requested.
Sponsor Licence Renewal Compliance Checklist for 2025
In order to maximise the chances of a successful renewal, you will want to make sure your company is fully compliant with UK Visas and Immigration – UKVI regulations and law. Here is what to check:
✅ All sponsored workers are still employed and working in their approved roles
✅ You have reported any changes in your structure, premises or key personnel using the SMS
✅ Your HR processes are robust with complete records of attendance and right to work
✅ There are no outstanding compliance issues or any unresolved Home Office issues
✅ Key personnel (Authorising Officer, Level 1 User, Key Contact) are still valid and in post
The best way to mitigate the risk of delays, downgrades or even refusal of your renewal application is to manage compliance.
Sponsor Licence Renewal Processing Times
Most applications for renewal are processed within 8 to 12 weeks but will depend on if the Home Office carries out further checks.
You want to apply as soon as possible to avoid any breaks in your sponsorship activities; if your licence expires while the renewal is under consideration, your sponsor status remains valid until a decision has been made.
Frequent Reasons for Delays or Refusals in Renewal
Steer clear of the following mistakes which can often create problems during the renewal process:
Applying late – your application must be made prior to licence expiry.
Not submitting compliance documentation – you should upload your compliance documents even if they have not changed in the previous twelve months.
Reporting changes of ownership to UKVI is essential.
Not informing UKVI if there has been a change of Authorising Officer or Level 1 User.
Failing to respond or take action to Home Office correspondence.
Being proactive around compliance and documentation will ensure a good experience during renewal.