A work permit application requires information from both the employer and the person being hired. HR needs to coordinate the work, but should not have to find every answer alone. With a clear division of responsibilities, the hiring manager, candidate and any representative know what they need to contribute and whom to contact when something changes.
Start by appointing a coordinator and agreeing how information will be shared. Then distinguish between the practical work involved in the application and the obligations that come with being an employer. Engaging a representative does not remove the employer’s obligations.
Start with a shared understanding of the recruitment
Before sending documents back and forth, agree on the role, the employer and the planned start date. Which legal entity will employ the candidate? Who can confirm the duties and employment conditions? Is there anything about the candidate’s current situation that needs to be assessed before you proceed?
Ask HR to gather the questions for an initial discussion. The candidate may already be in Sweden, have an ongoing case or be planning to move with family. These circumstances can affect the support needed, so avoid treating the previous recruitment as a template for the new one.
For an introduction to the process itself, see the Swedish Migration Agency’s information for employers. This article focuses on how to share the work.
Give every task a clear owner
The table suggests an internal division of responsibilities. Adapt it to your organisation and the assignment you agree with any representative.
| Part of the work | Suggested coordinator | Contributes |
|---|---|---|
| Description of the role | Hiring manager | Duties, location and planned start |
| Employment information | HR | Coordination of the contract and confirmed terms |
| Salary and insurance documentation | HR together with payroll or the relevant specialist | Verified information from the appropriate function |
| Personal documents | Candidate | Documents requested for the specific case |
| Preparing the case and managing case contact | Appointed case coordinator or representative, as agreed | Status, documents and next steps |
| Internal information before the start | HR | Confirmed status to the manager and others involved |
The person coordinating a task does not need to carry out every step. They do, however, need to know where the answer can be found and make sure it reaches the right person. Also decide who takes over during an absence, so the case does not become vulnerable because only one person knows what remains to be done.
Make handovers easy to follow
A common organisational problem is that a document has been sent, but no one knows whether it has been received and reviewed. Use clear statuses, such as:
- Requested
- Received
- Further information needed
- Ready for the next step
Keep working material separate from the version to be used. If employment conditions change, the case coordinator needs to know, even if the change has already been approved internally. It is not enough for the new version to be stored in another system.
Collect personal documents through the channel you have agreed to use for that purpose. A general project list can show who is waiting for what without containing passport copies or other personal documents.
Decide what the candidate needs to know
The candidate needs to be able to distinguish between an internal plan and a confirmed decision. Communicate what is complete, what remains and who will follow up. Avoid presenting a desired start date as a decision about when the person may begin work.
Also agree who will answer which questions. HR can be the contact for workplace matters, while a representative answers questions about the application within their assignment. The candidate should not have to pass messages between several people who are not in contact with one another.
When you get help with the application
Ask for a clear description of what the support covers and what information you need to provide. The Swedish Migration Agency states that a representative acting for an employer needs a power of attorney. Also check how authorisation and case communication will work in your particular arrangement.
Nimmersion offers help with visas and work permits, from preparation and documentation to support through the application process. The division of responsibilities needs to be clear when you work with us too. The Swedish Migration Agency makes the permit decision.
Before the first conversation, you can prepare a short description of the recruitment, the internal people who need to be involved and any questions that remain unanswered. Contact us to discuss the support you need.
