How to choose an agency for hiring foreign workers - 7 questions before you sign

A good agency for hiring foreign workers holds a valid licence, explains the visa and single permit procedure clearly, checks candidates and states in the contract exactly what it does, how long it takes and what it costs. If you do not get a specific answer to any of the questions below, keep looking.

Hiring workers from abroad takes weeks, involves several state institutions and mistakes are expensive. That is why choosing a recruitment agency deserves the same attention as choosing a supplier for a key raw material.

1. Does the agency hold a licence?

In Serbia, employment mediation can be performed by the National Employment Service and by agencies that hold a valid permit from the ministry responsible for labour. The ministry keeps a register of issued permits and publishes the list of agencies on its website.

Ask for the permit number and date and check them yourself. Also check that the company is registered with the Serbian Business Registers Agency and that it has an office where you can meet in person.

2. How does the agency find and check candidates?

Ask which countries the agency recruits from, whether it has partners on the ground and how it verifies work experience. Specific answers include:

• a practical skills test (for example a welding test or machine operation) with a video recording
• a video interview with the candidate in which you can take part
• checking qualification documents and previous employers
• checking basic English, if the job requires it

If the agency only offers a list of names without the chance to speak to the candidates, the risk is on your side.

3. Who handles the visa and the single permit?

Since 1 February 2024, a foreign worker in Serbia works on the basis of a D visa for employment or a single permit for temporary residence and work. The procedure includes a labour market test with the National Employment Service, an electronic application on the Welcome to Serbia portal and, for citizens of visa countries, a D visa from a Serbian embassy.

The agency should clearly say which steps it handles and which are yours as the employer. A single permit application can also be filed by a person authorised by the employer, so the authorisation should be precise and in writing. Also ask who tracks permit expiry dates and starts the extension in time.

4. How long does the whole process really take?

The legal deadlines are known: the labour market test report is prepared within 4 days, and a complete single permit application is decided within 15 days. The total time until the worker arrives also depends on preparing documents in the home country, embassy appointments and travel.

A serious agency gives an estimate by phase and explains what can slow the process down. Be careful if someone guarantees a fixed arrival date regardless of the country and the number of workers.

5. What exactly is included in the price?

Ask for a written offer that lists separately:

• the agency fee and when it is paid (upfront, by phase or on arrival)
• state and consular fees
• translation and certification of documents
• air tickets and airport transfer
• who covers the costs if a candidate withdraws or is refused a visa

Also ask whether the agency charges anything to the workers. High fees paid by workers often lead to dissatisfaction, departures and problems that eventually come back to the employer.

6. What happens if a worker is not suitable or leaves?

Many employers ask this too late. Ask whether the agency offers a replacement candidate, within what time and under which conditions, and how this is written in the contract.

Know the rules as well: a foreign worker can change employer during the validity of the single permit only with consent from the National Employment Service. When an employment contract ends, the foreigner has 30 days to sign a new one, otherwise the rules of the Law on Foreigners apply. The agency should explain what this means for your company.

7. What support does the agency provide after arrival?

Arrival is only the beginning. Ask whether the agency helps with:

• residence registration and the biometric document
• accommodation and the first days in Serbia
• communication with workers in their language or in English
• permit extensions and changes in employment status

By law, the employer must keep evidence that the conditions for employing a foreigner are met, so it helps if the agency keeps an orderly document file for each worker.

Red flags

• no licence, or the agency will not show it
• "guaranteed" deadlines and worker numbers without any review of your needs
• advice that workers should arrive on a tourist visa and "sort out the papers later"
• verbal agreements without a contract or a cost breakdown

FAQ

Can a company hire a foreigner without an agency?

Yes. The employer can submit the job vacancy notice and the single permit application itself. An agency saves time in finding candidates abroad and handling documents.

Where can I check if an agency is licensed?

The ministry responsible for labour keeps a register of issued permits and publishes the list of licensed agencies on its website.

Who submits the single permit application?

The foreigner, the employer on the foreigner's behalf, or a person they authorise. The application is submitted only electronically.

How long does the single permit decision take?

A complete application is decided within 15 days of submission.

Ask these 7 questions to every agency you talk to and compare the answers in writing. If you want to see how we answer them, read about our service for hiring workers from abroad, register your company or contact us to arrange a meeting at our office in Belgrade.