Applying for a Defined Certificate of Sponsorship (COS) is a crucial step for UK employers hiring skilled workers from outside the UK. Whether you’re an employer looking to sponsor a worker or an employee applying for a Skilled Worker visa, understanding the Defined COS process is essential to avoid delays.
In this guide, we’ll explain what a Defined COS is, who needs it, how employers can apply for it, and the steps employees should follow after receiving it.
What Is a Defined Certificate of Sponsorship (COS)?
A Defined COS is a unique reference number issued by the UK Home Office that allows employers to sponsor overseas workers under the Skilled Worker visa route. Unlike an Undefined COS, which is used for applicants already in the UK, a Defined COS is specifically for workers applying from outside the UK.
Employers must request a Defined COS from the Home Office before assigning it to an applicant. The Home Office reviews the request to ensure the job meets the visa requirements before approving the COS.
Who Needs a Defined COS?
- A Defined COS is required when:
A UK employer is sponsoring a Skilled Worker visa applicant from outside the UK.
The job meets the required salary and skill level for the visa.
The employer holds a valid Sponsor Licence issued by the UK Home Office.
If the worker is already in the and switching to or extending a visa, an Undefined COS is required instead.
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Step-by-Step Guide: How Employers Can Apply for a Defined COS
Step 1: Check Sponsor Licence Eligibility
Before requesting a Defined COS, employers must have a valid Sponsor Licence issued by the UK Home Office. Employers who don’t have a Sponsor Licence must apply for one before proceeding with the COS request.
Step 2: Log in to the Sponsorship Management System (SMS)
Employers must use the UK Home Office Sponsorship Management System (SMS) to request a Defined COS.
Steps to Access SMS:
- Go to the UKVI Sponsorship Management System portal.
- Log in with the Sponsor Licence credentials.
- Navigate to the ‘Defined COS’ request section.
Step 3: Submit a Defined COS Request
Employers must provide details about the job role, including:
✔ Job title and occupation code (must be on the Skilled Worker visa list).
✔ Salary offered (must meet or exceed the minimum threshold).
✔ Work location (business address or remote work details).
✔ Job description (duties and responsibilities).
💡 Tip: Double-check all details before submitting, as errors can lead to processing delays.
Step 4: Home Office Review & Approval
The UK Home Office usually processes Defined COS requests within 1-2 working days, but it may take longer if additional checks are required.
Once approved, the employer can see the COS reference number in the SMS system.
Step 5: Assign the Defined COS to the Employee
After receiving the Defined COS, the employer must assign it to the worker using the SMS system.
Key Details to Provide to the Employee:
📌 COS reference number (needed for the visa application).
📌 Job role and salary details.
📌 Sponsorship start date.
📌 Work location and employer details.
Step-by-Step Guide: How Employees Can Use the Defined COS for a Skilled Worker Vis
Step 1: Gather Required Documents
Before applying for a Skilled Worker visa, the applicant must prepare the following documents:
✔ Defined COS reference number (provided by the employer).
✔ Passport and travel documents.
✔ Proof of meeting the salary requirements.
✔ English language proficiency test results (if applicable).
✔ TB test certificate (if applying from a country where it’s required).
Step 2: Apply for the Skilled Worker Visa
Once the Defined COS is received, the worker must apply for the Skilled Worker visa online through the UK government website.
💡 Important: The Defined COS must be used within 3 months of issuance, or it will expire.
Step 3: Pay Visa Fees & Health Surcharge
The applicant must pay the visa application fee and the Immigration Health Surcharge (IHS) to access NHS healthcare in the UK.
Step 4: Attend a Biometrics Appointment
Applicants may need to visit a Visa Application Centre (VAC) in their home country to submit fingerprints, a photograph, and supporting documents.
Step 5: Wait for a Decision
Visa processing times typically take 3-8 weeks, depending on the country of application. Priority processing options are available for faster decisions.
Common Mistakes to Avoid When Applying for a Defined COS
🚫 Submitting Incorrect Job Details: Ensure the job title and salary match the Skilled Worker visa requirements.
🚫 Requesting a COS Too Late: Apply for the Defined COS well in advance to avoid visa delays.
🚫 Using an Expired COS: A Define COS expires after 3 months if not used in a visa application.
🚫 Employer Not Holding a Sponsor Licence: Only licensed sponsors can issue a COS.
Final Thought
Applying for a Defined COS in the UK is a key step for employers hiring skilled workers from abroad. Employers must request a Defined COS through the Sponsorship Management System, while employees must use the COS reference number to apply for their Skilled Worker visa.
By following the correct process and avoiding common mistakes, both employers and employees can speed up visa approvals and ensure a smooth hiring process.
