Getting a foreign work permit requires clear communication between employers and employees. The process involves several important notifications that need to be sent at different stages. Each notification serves a specific purpose and must contain certain details to be valid and effective.
Reading through these sample letters will help you understand how to write professional notifications for work permit processes. These examples cover various situations and requirements you might encounter while dealing with foreign work permits.
Notification Letters of Foreign Work Permit
Here are fifteen carefully crafted notification letters to guide you through different work permit scenarios.
1. Initial Work Permit Application Notification
Subject: Work Permit Application Notification – [Employee Name]
Dear [Employee Name],
Your request for a work permit application has been received and logged into our system under reference number WP2025/[Reference Number]. The Human Resources department has started processing your documentation for submission to the relevant immigration authorities.
Based on the preliminary review of your documents, we need you to provide additional information to strengthen your application. Please submit your updated resume highlighting your specific expertise in [Field/Industry], along with certified copies of your academic credentials. These documents will support our case for why your skills are essential to our organization.
The processing time typically takes 6 to 8 weeks from the date of submission. During this period, we will maintain regular contact with the immigration office to track the status of your application. You can reach out to the HR department if you have questions about the process or need clarification about document requirements.
Please note that you should not make any travel arrangements until you receive confirmation that your work permit has been approved. We will notify you immediately once we receive any updates from the immigration authorities.
Best regards,
[Your Name]
HR Manager
[Company Name]
[Contact Information]
2. Work Permit Approval Confirmation
Subject: Work Permit Application Approved – Next Steps
Dear [Employee Name],
We are pleased to inform you that the immigration authorities have approved your work permit application. This approval allows you to legally work at [Company Name] for the next [Duration] years, starting from [Start Date].
The approved work permit comes with specific terms and conditions that you must follow throughout your employment period. These include restricting your work activities to those specified in the permit and maintaining valid health insurance coverage. Please review the attached document carefully as it outlines all the requirements and restrictions associated with your work permit.
Our HR team will schedule an orientation session to brief you about local employment laws, company policies, and your responsibilities as a work permit holder. This session will also cover important topics such as tax obligations, social security requirements, and healthcare registration procedures.
You should keep your work permit document safe and carry a copy with you at all times. Please inform us immediately if you notice any errors in the permit details or if your personal circumstances change during the validity period.
Regards,
[Your Name]
HR Director
[Company Name]
[Contact Information]
3. Work Permit Renewal Notice
Subject: Work Permit Renewal Notice – Action Required
Dear [Employee Name],
This letter serves as a notification that your current work permit will expire on [Expiry Date], which is 90 days from now. Given your valuable contribution to our organization, we intend to proceed with the renewal process to ensure continuous employment authorization.
The renewal process requires updated documentation from both you and the company. Please provide the following documents by [Date – 2 weeks from now]:
- Updated passport copies with at least 12 months validity
- Current residential address proof
- Latest salary statements for the past 3 months
- Updated employment contract
- Recent passport-sized photographs
The renewal application must be submitted at least 60 days before the current permit expires. This buffer period allows time for processing and helps avoid any gaps in your work authorization. Once you submit the required documents, our HR team will prepare the necessary company documentation and file the renewal application.
Should you have any concerns about the renewal process or need assistance gathering the required documents, please contact the HR department.
Sincerely,
[Your Name]
HR Coordinator
[Company Name]
[Contact Information]
4. Work Permit Amendment Notification
Subject: Changes to Existing Work Permit – Required Actions
Dear [Employee Name],
Following your recent promotion to [New Position], we need to amend your current work permit to reflect these changes in your employment status. This letter outlines the amendment process and the steps you need to take.
The immigration authorities require us to report significant changes in employment conditions, including job title changes, salary adjustments, and location transfers. We must submit an amendment application within 30 days of these changes taking effect. To process this amendment, please provide:
- Your current work permit
- Updated employment contract
- New position description
- Revised salary details
- Any additional qualifications obtained since the initial permit
While the amendment application is being processed, you can continue working under your existing permit. However, you should refrain from performing any duties that significantly differ from those listed in your current permit until the amendment is approved.
The processing time for permit amendments usually takes 3 to 4 weeks. We will keep you updated on the progress and notify you once the amended permit is ready for collection.
Best regards,
[Your Name]
HR Specialist
[Company Name]
[Contact Information]
5. Work Permit Cancellation Notice
Subject: Work Permit Cancellation Process – Important Information
Dear [Employee Name],
As discussed during our meeting on [Date], this letter confirms the initiation of your work permit cancellation process following your resignation from [Company Name], effective [Last Working Day].
The cancellation process involves several important steps that require your attention and cooperation. Please note the following key points:
- Your work permit will be canceled on your last working day
- You will have a 30-day grace period to either leave the country or secure new employment
- All company-provided benefits will cease on your last working day
- You must return your original work permit card to HR
- Final settlement of your accounts will be processed after permit cancellation
Before your departure, please ensure you:
- Complete the exit clearance form
- Return all company property
- Provide your forwarding address and contact details
- Submit any pending expense claims
- Schedule an exit interview with HR
We appreciate your contributions during your time with us and aim to make this transition as smooth as possible.
Kind regards,
[Your Name]
HR Manager
[Company Name]
[Contact Information]
6. Temporary Work Permit Extension Notice
Subject: Temporary Extension of Work Permit – Urgent Action Required
Dear [Employee Name],
This notification concerns the temporary extension of your work permit due to ongoing project requirements at [Project Name]. We have received preliminary approval from the immigration authorities to extend your current permit for an additional [Duration] months.
The temporary extension is specifically tied to the completion of your current project responsibilities. During this extended period, all terms and conditions of your original work permit remain in effect. The extension does not automatically guarantee further renewal beyond the specified period.
To process this temporary extension, we need you to provide:
- Current work permit
- Updated passport information
- Recent proof of residence
- Project completion timeline
- Statement of remaining deliverables
Please submit these documents to HR within the next 5 working days to ensure timely processing. Any delay in submission could affect the extension approval and your continued work authorization.
Regards,
[Your Name]
Project Director
[Company Name]
[Contact Information]
7. Work Permit Transfer Notification
Subject: Work Permit Transfer Process – New Location Assignment
Dear [Employee Name],
This letter confirms your upcoming transfer to our [New Location] office and outlines the work permit transfer process. Your transfer is scheduled to take effect from [Start Date], and we need to ensure your work authorization is properly transferred to the new jurisdiction.
The transfer process requires coordination between our offices in both locations and involves:
- Cancellation of your current work permit
- Application for a new permit in the target location
- Registration with local authorities
- Update of employment contract terms
- Transfer of benefits and allowances
You will need to provide:
- Original work permit
- Valid passport copies
- Updated residential details
- Medical examination results
- Police clearance certificate
During the transfer period, maintain copies of all correspondence and travel with your current valid documents. Our HR teams in both locations will guide you through each step of the process.
Best regards,
[Your Name]
Regional HR Director
[Company Name]
[Contact Information]
8. Emergency Work Permit Status Update
Subject: Urgent Update – Work Permit Status Change
Dear [Employee Name],
This urgent notification addresses recent changes in immigration regulations that affect your current work permit status. The authorities have implemented new requirements that need immediate attention to maintain your work authorization validity.
The changes require all permit holders to:
- Register with the new online monitoring system
- Update biometric information
- Provide additional documentation for security clearance
- Complete a mandatory online verification process
- Submit updated health insurance details
These requirements must be fulfilled within the next 14 days to avoid any interruption in your work authorization. Our HR team has created a support desk to assist you with these procedures and ensure compliance with the new regulations.
Please schedule an appointment with HR as soon as possible to begin this process. Bring all your current documentation to this meeting.
Urgently,
[Your Name]
Compliance Manager
[Company Name]
[Contact Information]
9. Dependent Work Permit Notification
Subject: Dependent Work Permit Application – Family Members
Dear [Employee Name],
This letter addresses your request to add dependent work permits for your family members. We have reviewed your application and can proceed with the process for your [spouse/children] to obtain their dependent permits.
The dependent permit application requires:
- Marriage certificate/birth certificates
- Family members’ passport copies
- Proof of relationship documentation
- Current residential address proof
- Financial capability statement
- Health insurance coverage details
Please note that dependent permits:
- Are tied to your primary work permit
- Must be renewed along with your permit
- Have specific restrictions on work rights
- Require separate processing fees
- Need annual validation
Submit the required documents within 10 working days to begin the application process. Our HR team will guide you through each step and keep you informed of the progress.
Regards,
[Your Name]
HR Operations Manager
[Company Name]
[Contact Information]
10. Work Permit Compliance Update
Subject: Mandatory Compliance Update – Work Permit Regulations
Dear [Employee Name],
Recent changes in employment laws require all work permit holders to update their compliance status with new regulatory requirements. This letter outlines the necessary actions you must take to maintain compliance.
The updated regulations require:
- Annual skills assessment documentation
- Quarterly activity reports submission
- Updated contact information verification
- Regular attendance at compliance briefings
- Participation in local integration programs
These requirements take effect from [Date]. To help you meet these obligations, we have arranged compliance support sessions on [Dates]. Attendance at one of these sessions is mandatory.
Please confirm your preferred session date and bring your current work permit documentation for verification.
Sincerely,
[Your Name]
Compliance Officer
[Company Name]
[Contact Information]
11. Special Category Work Permit Notice
Subject: Special Category Work Permit – Status Change
Dear [Employee Name],
Based on your specialized skills and experience, you qualify for conversion to a special category work permit. This change offers several advantages and requires specific documentation for processing.
The special category permit provides:
- Extended validity period
- Simplified renewal process
- Additional dependent benefits
- Greater work flexibility
- Priority processing status
To initiate this conversion, please provide:
- Current work permit
- Updated skills certificates
- Professional memberships
- Achievement records
- Industry recognition documents
The conversion process typically takes 4 to 6 weeks. During this time, your current permit remains valid, and you can continue your regular work duties.
Best regards,
[Your Name]
Senior HR Manager
[Company Name]
[Contact Information]
12. Work Permit Verification Notice
Subject: Mandatory Work Permit Verification Exercise
Dear [Employee Name],
The annual work permit verification exercise is scheduled for [Date Range]. This process ensures all permit information remains accurate and compliant with current regulations.
During the verification, we will review:
- Personal information accuracy
- Employment details currency
- Permit conditions compliance
- Security clearance status
- Insurance coverage validity
Please prepare the following for verification:
- Original work permit
- Recent passport copies
- Current address proof
- Updated contact details
- Employment contract copy
Schedule your verification appointment with HR between [Dates]. This exercise is mandatory and requires your personal attendance.
Regards,
[Your Name]
HR Verification Officer
[Company Name]
[Contact Information]
13. Work Permit Benefits Update
Subject: Updated Benefits Package – Work Permit Holders
Dear [Employee Name],
This notification outlines changes to the benefits package available to work permit holders, effective [Date]. These updates align with new governmental requirements and company policies.
The revised benefits package includes:
- Enhanced health insurance coverage
- Additional housing allowance
- Updated travel provisions
- Modified education support
- Expanded family benefits
To activate these changes, please:
- Review the detailed benefits document
- Complete the acceptance form
- Update your preferences
- Submit necessary declarations
- Schedule a benefits briefing
These changes will be implemented automatically unless you request modifications within the next 10 working days.
Sincerely,
[Your Name]
Benefits Manager
[Company Name]
[Contact Information]
14. Work Permit Travel Advisory
Subject: Important Travel Advisory – Work Permit Holders
Dear [Employee Name],
This advisory contains crucial information about travel requirements and restrictions for work permit holders planning international travel in the coming months.
Before traveling, ensure you have:
- Valid work permit physical copy
- Multiple entry visa if required
- Travel authorization letter
- Updated insurance coverage
- Emergency contact details
Additional requirements include:
- Pre-travel registration
- Post-return reporting
- Health screening compliance
- Quarantine arrangements if needed
- Updated vaccination records
Contact HR at least two weeks before any planned international travel to ensure all requirements are met and documentation is current.
Best regards,
[Your Name]
Travel Compliance Officer
[Company Name]
[Contact Information]
15. Work Permit Termination Risk Notice
Subject: Work Permit Status – Required Immediate Action
Dear [Employee Name],
This notice addresses potential risks to your work permit status due to incomplete documentation and regulatory requirements. Immediate action is required to maintain your work authorization.
Critical issues requiring attention:
- Missing quarterly reports
- Outdated personal information
- Incomplete tax declarations
- Pending security clearances
- Outstanding compliance requirements
To resolve these issues:
- Submit all pending documentation
- Update personal records
- Complete required declarations
- Attend compliance briefing
- Clear pending verifications
These matters must be resolved within 15 working days to avoid permit termination proceedings.
Urgently,
[Your Name]
Risk Management Officer
[Company Name]
[Contact Information]
Wrap-up: Essential Notifications for Work Authorization
These notification letters serve as vital communication tools in managing foreign work permits. Each letter addresses specific aspects of the work permit process, ensuring clear understanding and proper documentation. Following these formats and guidelines helps maintain professional standards and regulatory compliance in all work permit related communications.