Navigating the UK’s sponsorship system can feel like balancing precision with paperwork, especially after the Home Office’s 2025 updates to visa and immigration processes. For employers, getting a Certificate of Sponsorship (CoS) right isn’t just a formality – it’s the key to ensuring overseas talent can lawfully take up their role without delays. Whether you’re an HR professional handling your first application or a seasoned sponsor keeping up with the latest guidance, knowing exactly how to issue a CoS via the Sponsor Management System (SMS) is essential.
Issuing a Certificate of Sponsorship (CoS) is one of the most crucial steps for UK employers looking to bring skilled workers into their organisation. In 2025, with the Home Office continuing to refine visa and sponsorship processes, sponsors are expected to follow clear rules when assigning a CoS through the Sponsor Management System (SMS). Done correctly, it smooths the path for international hires to secure their visa; done incorrectly, it can cause costly delays or even refusals. Understanding the distinctions between CoS types, the right use of SOC codes, and the technical requirements of the system has never been more important for employers committed to compliance.
Setting the Stage
As of May–July 2025, the UK Home Office has updated its sponsorship rules. Notably, the Workers and Temporary Workers: Guidance for Sponsors, now requires all CoS-linked job roles to use SOC 2020 occupation codes, phasing out SOC 2010 entirely. It also emphasises that roles must generally be at least graduate level (RQF 6), with exceptions only for roles on the Immigration Salary List or Temporary Shortage List. This applies to all CoS assigned on or after 22 July 2025.
The Sponsor Management System (SMS): Your Hub for CoS Workflow
The Sponsor Management System (SMS) is the online portal where sponsors manage licences, issue CoS, conduct right-to-work checks, and report employee changes. Only authorised users, such as Authorising Officers, Key Contacts, and Level 1 Users, can log in and issue CoS.
Before proceeding, ensure your account roles are set up and up-to-date, and that your sponsor licence is active and compliant with duties.
Defined vs Undefined CoS: Know Your Options
Defined CoS (DCoS)
1. Purpose: – DCoS is used specifically for Skilled Worker visa applicants applying from outside the UK.
2. Application: – Employers must apply for a DCoS through the SMS when they have a sponsor license.
3. Approval: – The Home Office assesses the application based on the job role and salary to ensure it meets the requirements.
4. Assignment: – If approved, the DCoS appears in the SMS account, and the employer can assign it to the worker.
5. Application Process: – The application process can take time, and the Home Office may request further information or evidence.
6. Key Differences from Undefined CoS: – Unlike Undefined CoS, which are used for workers already in the UK, DCoS are specifically for those applying from overseas.
7. Importance: – The DCoS confirms that the employer can sponsor the worker and that the job meets the visa requirements.
8. Recent Updates: – The Home Office has updated its guidance on DCoS applications, requiring sponsors to provide details like the total weekly working hours of the worker.
Undefined CoS (UDCoS)
- Used for workers already in the UK, either changing visa status or extending a current visa. Also used for various Global Business Mobility and temporary routes.
- No Home Office approval needed before assignment; however, sponsors must have sufficient CoS allocation.
- You must request an allocation of Undefined CoS when applying for your sponsor licence. If exhausted, you can request more via SMS, keeping in mind that processing time may take up to 18 weeks, with a priority option reducing this to 5 working days.
How to create and assign an individual CoS?
Follow the step-by-step instructions below to prepare and assign an undefined CoS within Worker or Temporary Worker routes.
1. Navigate to the Workers Screen:
Access the SMS and find the “Workers” section, then select the “create and assign” option.
2. Choose the Visa Route:
Select the relevant visa category (e.g., Skilled Worker, Intra-company Transfer) from the dropdown menu.
3. Create a New Certificate:
Choose to create a new single certificate, or if applicable, create one based on an existing one.
4. Enter Migrant Details:
Fill in all the necessary personal information about the migrant, including their name, date of birth, nationality, and passport details.
5. Provide Job Details:
Specify the job title, occupation code, salary, and other relevant employment information.
6. Review and Assign:
Carefully review all the entered details on the “Review and Assign” screen.
7. Pay Fees:
If applicable, pay the Immigration Skills Charge and the CoS fee through the online payment system.
8. Assign the CoS:
After successful payment, the system will generate a unique CoS number, which should be shared with the migrant.
SOC Codes, Start Dates & Visa Eligibility: Critical Considerations
- Ensure you use SOC 2020 occupation codes; SOC 2010 is no longer valid for any CoS assigned from April 2024 onwards.
- Jobs must generally be skilled to RQF level 6+, unless on exemption lists.
- Correct SOC code use avoids delays or automatic refusals, double-check against the Appendix Skilled Occupations.
- The start date on the CoS must match the intended employment start, and visa applications can only be submitted within 3 months prior.
Common Pitfalls & Technical Errors to Watch Out For
- Failing to assign a DCoS within 90 days of approval renders it void.
- Errors in SOC code, salary figure, or job description can cause refusal or enforcement action.
- Running out of Undefined CoS without requesting more can halt your hiring process—plan allocations carefully.
- CoS mismatches between SMS and visa application forms often lead to delays.
- Remember that defined CoS requests are reviewed by UKVI and may need supplementary info quickly; add buffer time for that.
Final Thoughts
At its core, issuing a Certificate of Sponsorship in 2025 is about more than just paperwork; it’s about ensuring the right foundations are in place for international recruitment to succeed. A well-prepared sponsor not only avoids compliance pitfalls but also builds trust with future employees, helping them begin their UK journey with confidence. As immigration policies evolve, the smartest move is to stay informed, act early, and double-check every detail within the Sponsor Management System.
If you’re looking for clarity on tricky areas or simply want reassurance that you’re doing it right, our Assigning CoS guide is here to support you. And when in doubt, don’t hesitate to reach out—sometimes tailored advice makes all the difference between a smooth application and costly delays, and for more information, visit Sponsor Licence Hub.
