Top 5 Mistakes When Obtaining a Work Permit for Foreigners in Ukraine

Hiring a foreign employee in Ukraine is always a real stress test for a business. At first glance, the process seems simple: collect documents, submit them to the Employment Center, wait for approval. In reality, things work very differently.

Obtaining a work permit for a foreigner in Ukraine is not just about submitting a document package. Every application undergoes careful scrutiny. One incorrect letter in the employment contract or a single wrong detail in the payment receipt can mean your foreign specialist will not be allowed to start work. As a result, you lose time and incur additional costs.

We have been working in migration law for more than ten years and have helped dozens of companies successfully employ foreign workers. Based on our experience, most refusals from the Employment Center are not caused by “serious violations” but by ordinary, avoidable mistakes. These errors can be prevented if you understand the nuances of the process.

In this article, we outline the five most common mistakes that lead to work permit refusals and share practical tips on how to avoid them. This material will help you spot potential pitfalls and plan the employment process in a way that minimizes risks and protects your company’s interests.

Incorrectly Prepared Document Package for a Work Permit Application

It may sound trivial, but the most common reason for a refusal when applying for a foreigner’s work permit is an improperly prepared document package or mistakes within the documents. Very often, a single inaccuracy is enough for the Employment Center to issue a refusal:

• incorrect company details;
• missing translation;
• lack of confirmed signing authority;
• photos that do not meet the established requirements.

Mistakes in the Employment Agreement (Contract)

Another common reason for refusal when applying for a work permit is an incorrectly drafted employment agreement (contract) with the foreign employee. Ukrainian legislation strictly regulates the content of such contracts, and certain elements are mandatory. The contract must clearly specify:

• the conditions of employment;
• the contract term (and importantly, the employment start date cannot be earlier than the date when the Employment Center issues the work permit);
• the correct job title and a detailed description of job duties;
• the salary amount (for foreign workers in 2025, it must be at least 8,000 UAH).

In practice, many employers rely on generic templates that do not take these requirements into account. As a result, the documents fail to meet legal standards, and the employer receives a refusal from the Employment Center.

Expired Documents in a Work Permit Application

Another common reason for refusal when applying for a foreigner’s work permit is submitting documents that are no longer valid. These may include:

• notarized copies (in our practice, some clients attempted to submit translations made two years earlier);
• powers of attorney;
• the foreigner’s passport.

Even a few days past the expiration date is enough for the Employment Center to issue an official refusal. In such cases, the employer must collect the entire document package again, pay the fees once more, and lose additional time.

Incorrect Information in the Work Permit Application

Minor inaccuracies are one of the most problematic reasons for a refusal. These may include:

• an incorrectly written first or last name of the foreigner (even a single missing letter);
• discrepancies between the passport and its translation;
• inaccurate company details;
• errors in the job title.

Even one incorrect character or a missing letter is enough to reject the application. For state authorities, absolute consistency of all data is essential.

This type of error creates problems not only during the work permit process. If the information in the permit does not fully match the passport, it will also cause issues at later stages, including obtaining a Ukrainian visa and a residence permit.

Problems With Payment of the Administrative Fee for a Work Permit

Very often, a work permit is refused not because of document issues but because of mistakes made when paying the official administrative fee. Typical problems include:

• funds transferred to the wrong bank details;
• incorrect payment purpose stated in the payment order;
• the bank failing to confirm the transaction;
• even a single incorrect digit causing the payment not to be recognized.

In such cases, the documents are not reviewed, and the work permit application is automatically rejected.

How to Avoid Refusals When Obtaining a Work Permit

To avoid losing weeks, money, and the opportunity to hire the specialist you need, you must act strategically. We recommend the following:

• Review all documents before submission. Even a small inaccuracy can derail the entire process. A professional pre-check significantly reduces the risk of refusal and allows you to plan business operations without interruptions.
• Monitor deadlines and legal requirements. The employment start date, contract conditions, and salary must be fully compliant. This ensures that the Employment Center will review your application without additional obstacles.
• Ensure supervision at every stage of the process. This eliminates stress and uncertainty. You know that everything is under control and that the foreign specialist will begin work on schedule.
• Keep proof of all payments and actions. This protects you from refusals based on technicalities and gives you confidence that nothing will be lost in the bureaucratic process.
• Engage experienced lawyers. Expert legal support ensures that every nuance is addressed, all documents are submitted correctly, and the process is completed successfully without the need to reapply “over and over again.”

With the right approach:

• the company avoids downtime;
• the foreign employee starts work on time;
• management saves resources and avoids unnecessary stress.

With professional support, you gain not only the work permit itself but also the confidence that the entire process is under control and will not fall apart over minor issues.

Legal Support for Employing Foreign Workers

The legal team at the Pravova Dopomoga law firm, with many years of practical experience in migration matters, knows all the pitfalls that can arise in this process. Our primary goal is to ensure that you receive a work permit on the first attempt. We:

• review and correct every detail in the documents;
• take into account all practical nuances that often lead to refusals;
• oversee the process at every stage so your business does not experience downtime;
• ensure that both deadlines and results remain fully under control.

When you work with us, you place the risks in the hands of professionals and gain confidence in the outcome. You receive a work permit for your foreign employee without unnecessary complications or delays.

Want to avoid refusals and get your permit as quickly as possible? Contact us today.