Changing Immigration Adviser: A Sponsor-Support Handover Buying Guide

Changing immigration advisers may be prompted by growth, service concerns or the need for different expertise. Once the decision is made, the practical question is how to move safely and efficiently.

A useful handover transfers more than documents. It explains the status of each matter, the advice already given, unresolved questions and responsibility for the next action.

This guide helps you prepare a handover brief, assess the incoming adviser’s proposal and confirm when the transfer is complete.

1. Establish What You Want to Improve

Write down why you are changing providers.

Your priorities might include clearer advice, better communication, support for more complex recruitment or a more organised working relationship.

Turn those concerns into requirements for the new instruction.

For example:

We need a named contact, written recommendations for significant decisions and a clear record of outstanding actions.

Without this step, the business may change provider while recreating the same unclear arrangements.

2. Identify Live Work Before Agreeing Transfer Dates

Create a list of all matters requiring action.

Distinguish applications in preparation, submitted matters awaiting a decision, requests for further information, upcoming employee matters and unresolved compliance questions.

For each item, establish who is responsible during the transition.

“Transfer point” should describe an agreed event or date. It should not rely on both advisers assuming the other is responsible.

An incoming adviser may need time to review information before accepting responsibility for particular work. Build that into the plan.

3. Prepare an Organised Record Inventory

Ask what records can be transferred under the existing engagement arrangements and identify what your business already holds.

The inventory may include:

• Licence applications, decisions and correspondence.

• Relevant worker and sponsorship records.

• Application documents and case updates.

• Written advice and the facts underlying it.

• Previous reviews, findings and action plans.

• Outstanding requests for information.

• Important dates and task registers.

• Relevant engagement and responsibility arrangements.

  
  

Record missing items explicitly. A file should not be marked complete because a folder exists.

Use an agreed secure method for employee information. Confirm who is authorised to receive it and how files will be indexed.

4. Review Access and Formal Arrangements Separately

Receiving documents does not automatically update the people authorised to act within relevant systems.

Ask the incoming adviser to identify which representative, contact or user arrangements require review and how any necessary changes will be handled. In particular, key personnel listed on the Sponsorship Management System (SMS) such as appointed legal representatives and Level 1 users must be updated, replaced, or deactivated accordingly to ensure proper authorisation and system security.

Sponsor guidance includes processes for changing relevant licence details, personnel and representatives. The transfer plan should account for these where applicable. (gov.uk)

Use proper individual access arrangements. Avoid relying on another person’s credentials to preserve continuity.