How to Assign a Certificate of Sponsorship (CoS) in the SMS: Checks, Flow, and Final Sign-Off

Assigning a Certificate of Sponsorship (CoS) through the Sponsorship Management System (SMS) is one of the most critical steps in sponsoring a worker. It connects your organisation’s licence with the individual’s visa application, meaning accuracy and compliance are absolutely essential.

This article walks you through the full process, from creating a CoS to completing internal checks and sign-off, so you can confidently assign and stay compliant.

Understanding What a CoS Really Does

A CoS is a legal record within the Home Office system that confirms your business is genuinely offering employment to a sponsored worker.

Each certificate includes key information about the job, such as title, SOC code, salary, employment dates, and the sponsoring employer’s details. Once assigned, it generates a unique reference number that the worker must use when applying for their visa.

Since a CoS cannot be edited after assignment, it’s vital to get every detail right the first time.

Get to know more about: Self-Sponsorship: How to Assign a Work Visa CoS

Step 1 – Log In and Choose the Correct Route

Once logged into the SMS, go to Workers → Create and Assign CoS.

You’ll then choose the relevant route (for example, Skilled Worker or Temporary Worker) and, if required, a category within that route.

Selecting the correct route ensures that the right data fields appear later in the process. An incorrect selection could delay the worker’s visa or trigger compliance issues, so take the time to double-check before continuing.

Step 2 – Create the Certificate

Select Create new single certificate and complete the form in full.

Every piece of data must exactly match the worker’s passport and the details in their job offer. Key sections include:

• Full name, date of birth, and nationality
• Passport number
• Job title and SOC code
• Salary, hours, and contract dates
• Work location

When finished, save your progress. The CoS will remain marked as “Work in Progress” until all required fields are complete.

Step 3 – Review Before Assignment

Before assigning the CoS, take time to review it carefully. This is your chance to correct any mistakes or incomplete details.
Confirm that:

• The SOC code and job description align correctly.
• The salary meets the applicable visa threshold.
• Start and end dates match the employment contract.
• The worker’s name and passport details are identical to official documents.

When everything is accurate, select Assign to move to the final steps.

Step 4 – Confirm and Authorise

A confirmation page will display all details for final review. This is your last opportunity to make any changes before the CoS becomes permanent.

Read the declaration, tick to confirm that all information is correct, and then select Assign CoS. Once confirmed, no further edits are allowed.

Step 5 – Payment and CoS Number

After confirming, you’ll be directed to the payment page to complete the process.

Payments are handled via Worldpay and include the standard CoS fee, plus the Immigration Skills Charge (ISC) where applicable.

When payment is processed, the CoS automatically updates to “Assigned” status. The system will then generate a unique CoS number. This number must be shared with the sponsored worker so they can include it in their visa application.

Step 6 – Recordkeeping and Audit Readiness

Once a CoS has been assigned, you must retain copies of all relevant records, including:

• The assigned CoS number
• The employment contract or offer letter
• Evidence of the recruitment process (if required)

Keep all records for at least one year after sponsorship ends, or until the next compliance audit, whichever is later. Good recordkeeping not only protects your licence but also simplifies future renewals.

Step 7 – Recommended Internal Sign-Off Flow

A structured internal sign-off process reduces risk and maintains consistency. Many sponsors use the following three-step approach:

Stage	Responsible	Focus Area
Data Entry	Level 1 User	Accuracy of worker and job details
Compliance Review	HR / Legal	Eligibility, salary, and SOC code checks
Final Sign-Off	Authorising Officer	Payment approval and declaration confirmation

This structure ensures multiple sets of eyes review each CoS before assignment.

Step 8 – Common Mistakes to Avoid

Some errors can easily lead to rejected visas or compliance flags. Watch out for these:

• Typos in personal information: even small spelling errors can invalidate a visa.
• Assigning too early: ensure all checks are complete before confirming.
• Incorrect SOC codes: choosing the wrong occupation code is a common audit issue.
• Expired or unused drafts: CoS drafts that are left incomplete for too long will need to be recreated.

A simple pre-assignment review checklist can prevent all of these.

Get detailed guide: Sponsorship Management System (SMS): Setup, Access & Governance

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Disclaimer

Our articles serve as general guidance and should not be considered legal advice. We do not accept liability for any consequences resulting from reliance on the information provided in our written materials. All readers should seek professional counsel before making any decisions or taking action based on our articles. If you require further assistance, please don’t hesitate to contact us directly for consultation with a qualified professional.