Print or save this worksheet. Connect the real employment and trip facts with separate decision owners.
Date: __________ Prepared by: __________ Review date: __________
| File component | Facts / evidence / responsible person | Approval / gap / date |
|---|---|---|
| Legal employer and employment base | ________________________________ | ________________________________ |
| Role and employment record | ________________________________ | ________________________________ |
| UK host or group entity | ________________________________ | ________________________________ |
| Real trip purpose and agenda | ________________________________ | ________________________________ |
| Expected tasks and deliverables | ________________________________ | ________________________________ |
| Pay / expenses / financial support | ________________________________ | ________________________________ |
| Immigration activity review | ________________________________ | ________________________________ |
| Payroll and tax review | ________________________________ | ________________________________ |
| Systems / confidentiality / insurance | ________________________________ | ________________________________ |
| Change and return contact | ________________________________ | ________________________________ |
Completion check
- ☐ Employer letter does not claim to grant permission.
- ☐ Internal plans and travel explanation agree.
- ☐ Each specialist decision has an owner.
Worked example
HR assumes leave while the manager expects normal delivery. Resolve the actual schedule before issuing a factual travel letter.
Decision and next action
What is supported by evidence? __________________________________
What remains uncertain? __________________________________
Action / owner / deadline: __________________________________
Keep completed copies privately. Do not send passport numbers, financial statements or health records through a general contact form. This is a preparation resource, not an application form or an assessment of immigration eligibility.
Nomad Visa Mag · Information checked 15 October 2026 · https://nomadvisamag.com/resources/overseas-employee-travel-file-map/
Planning resource, not an official application form or eligibility decision.