ILR Employer Letter: Mandatory Requirements, What It Must Say & What to Do If Refused

Why the Employer Letter Is Mandatory

For ILR applications made on the basis of the Skilled Worker route (and most other employment-based five-year routes), the Home Office requires an employer letter as evidence that the applicant is still employed in a role that meets the qualifying conditions at the date of application. The letter corroborates the salary, job title, and employment status shown in the other financial documents (payslips, P60).

The 8 Mandatory Elements

The Home Office guidance specifies that the employer letter must contain all of the following. A letter that omits any one of these elements will ordinarily result in a refusal:

The Employer Letter vs the Contract of Employment

A contract of employment is not a substitute for an employer letter. The Home Office requires a current employer letter confirming the ongoing employment position at the date of the application. An employment contract which may be several years old and may not reflect the current salary, does not confirm that employment is still ongoing. Both documents may be submitted, but the employer letter must be provided in addition to, not instead of, any earlier contract.

How to Request the Letter From Your HR Department

1. Contact your HR department or line manager and explain that you are making an ILR application and require an employer letter meeting the Home Office's specified requirements.

2. Provide HR with the list of 8 mandatory elements above so that the letter can be drafted correctly first time.

3. Request that the letter be printed on the employer's headed paper and signed by an authorised person (not the applicant themselves).

4. Review the letter carefully before submitting your application to confirm all 8 elements are present and accurate.

5. Ensure the letter is dated as close to the application date as possible, a letter dated more than 28 days before the application may be questioned.

What If Your Employer Refuses to Provide a Letter?

Where an employer refuses to provide an employer letter, which occasionally happens where HR departments are unfamiliar with immigration requirements or are reluctant to engage in visa applications, the applicant should escalate the request through the appropriate internal channels and, if necessary, through ACAS if the refusal is unreasonable.

In exceptional cases where an employer letter cannot be obtained, the Home Office may accept alternative evidence of ongoing employment, typically comprising payslips, bank statements, and a P60, together with an explanation of why an employer letter was not provided. However, this is not guaranteed to be accepted, and specialist immigration advice should be sought before making an application without an employer letter.

Self-Employed Applicants

Where the applicant is self-employed, an employer letter is not required. Instead, evidence of self-employment income is provided through SA302s, Tax Year Overviews, accounts, and business bank statements in accordance with the Appendix FM-SE requirements for Categories F and G.

Common Letter Deficiencies That Cause ILR Refusals

Missing salary confirmation: The letter states the applicant's job title but not their annual gross salary.

No confirmation of ongoing employment: The letter confirms past employment only, without confirming that employment is current and continuing.

Letter not on headed paper: The letter is a plain document without the employer's letterhead, not acceptable.

Unsigned or signed by the applicant: The letter must be signed by someone other than the applicant.

Letter predates application by more than 3 months: Obtain a fresh letter within a few weeks of the planned application date.

Frequently Asked Questions

Can the letter be from a line manager rather than HR?

Yes, provided the signatory has authority to confirm employment on behalf of the organisation and is not the applicant themselves.

Does the letter need to be on original paper or can I submit a scan?

ILR applications made online (as most now are) involve uploading scanned or photographed documents. A clear, complete scan of the original signed employer letter is acceptable.

What if my salary has changed since my last visa was granted?

The employer letter should reflect your current salary. Any increase in salary should be reported through the Sponsor Management System by your employer's Level 1 User before the application is made, so that the salary on the SMS is consistent with the salary in the employer letter.