A simple visa expiry routine
90 days before
Talk to the worker, decide on extension or ILR, and check your CoS allocation.
28 days before
Confirm the application is going in and book the follow-up check.
On or before expiry
Do the follow-up right to work check and save the evidence.
Hand the tracking to someone else
Missed follow-up checks are one of the most common sponsor compliance failures, and they are entirely avoidable. The immigration and HR firms listed on this site monitor expiry dates for their clients, hold the evidence for each check and tell you when something is due.
Find a firm that monitors visa expiryFrequently asked questions
When must an employer repeat a right to work check?
When a worker has time-limited permission, you must carry out a follow-up check before that permission expires. If you don’t, you lose your statutory excuse and risk a civil penalty of up to £45,000 per worker.
What if a worker’s visa expires while an application is pending?
If they applied to extend before their permission expired, they can usually keep working while it is decided. Ask the Employer Checking Service for a Positive Verification Notice, which gives you a statutory excuse for 6 months.
How early should I start planning a visa extension?
Around 3 months before expiry. A certificate of sponsorship can be assigned up to 3 months before the application, and you may need time to request more CoS or budget for the Immigration Skills Charge.
Do I need to track visas for workers with ILR or settled status?
No. Indefinite leave to remain and settled status give a continuous statutory excuse, so no follow-up check is needed. Pre-settled status is time-limited and does need one.
Is a spreadsheet enough to track visa expiry dates?
It can work for a handful of workers, but it relies on someone remembering to look. Sponsors are expected to have reliable systems, and missed follow-up checks are one of the most common compliance failures.
Official sources
Rules and fees checked September 2026. Immigration rules change often — this tool gives general information, not legal or immigration advice. For advice on an individual case, speak to a regulated immigration adviser or one of the firms listed here.