Employer Guide: Assembling the Romania Work Permit Documentation Pack

For employers hiring foreign workers into Romania, the quality of the documentation pack decides how smoothly the work permit application runs. This guide sets out what a complete, verifiable file typically contains and how to keep it audit-ready.

The employer-side documents

A work permit application is made by the employer through the competent Romanian authority. The employer side of the pack normally includes:

1. Company registration documents — the employer's registration and legal identity documents, as required by the application procedure.
2. The employment undertaking — the signed offer/undertaking describing the role, salary and employment terms for the specific worker.
3. Justification of the need — evidence or declaration that the position could not be filled from the EU/EEA market, as the procedure requires.
4. Compliance with the employer's obligations — confirmation that registration and reporting obligations are in order.

The exact list is set by the competent authority and can change, so the current official checklist should always be confirmed before assembling the file.

The candidate-side documents

For the worker, the standard supporting file includes:

1. Valid passport — with sufficient remaining validity for the permit and visa period.
2. Education and qualification certificates — attested copies relevant to the role.
3. Experience evidence — offer letters, relieving letters or employer declarations covering prior work history.
4. Medical fitness certificate — from an authorised medical facility where required.
5. Police clearance certificate — from the worker's country of residence, where required by the procedure.
6. Passport photographs — per the application specifications.

What makes a file audit-ready

• One worker, one complete file — nothing scattered across emails.
• Readable copies — clear scans, no cut-off edges or dark photos.
• Consistent names — the worker's name spelled identically across passport, certificates and forms.
• Dates that add up — education, employment and passport validity must be consistent with the timeline on the forms.
• No alterations — no white-out, no re-typed certificates, no edited scans. A genuine file survives any check.

How a licensed recruitment partner helps

A licensed partner maintains this discipline on both sides: it structures the candidate file, verifies documents, and coordinates the employer-side steps through the proper route. That is precisely why verifying the partner's MEA licence and asking for a written process description matters before engaging.

The bottom line

A clean documentation pack is not bureaucracy for its own sake — it is the difference between an application that moves and one that stalls. Assemble it carefully, keep it honest, and confirm current requirements with the competent authority before submission.

Note: This guide reflects the latest available official information as of the publication date. Work permit procedures and document requirements change; always verify current requirements with the competent authorities.