Work Permits, visas & immigration when hiring via Employer of Record (EOR) in Eastern Europe
- Natia Gabarashvili
- Oct 7
- 10 min read
Table of contents:
Introduction
Can you hire foreign talent in Eastern Europe without a local entity?
Only if you’re cool with your new hire getting stopped at the border.
Here’s the reality: one wrong document, one untranslated contract, or one missing ministry stamp, and your “ready-to-start” developer isn’t working. They’re waiting. While your project burns.
Eastern Europe is full of high-skill, lower-cost talent. But immigration rules? Bureaucratic. Country-specific. Brutal if mishandled.
An Employer of Record (EOR) doesn’t just sponsor the visa; they speak the language (literally), register with the right authorities, and make sure your hire is legal from day one.
Let’s walk through what hiring legally actually takes, and why doing it without an EOR is a bet you don’t want to lose.
When are work permits required in Eastern Europe?
Short answer? Most of the time, especially if your hire doesn’t carry an EU passport.
Let’s break it down:
EU vs non-EU countries
In EU member states like Poland, Romania, and Hungary, citizens of other EU/EEA countries can work without a permit. But non-EU nationals? They need one, always. Even if they’re working remotely from within the country, even if they’re paid abroad.
Non-EU countries like Serbia, Ukraine, or Moldova? Same story, but with even more red tape. Most require a local job offer, economic justification, and sometimes even proof that no local could fill the role.
What about remote workers and dual citizens?
Hiring someone who lives in the country but isn’t a legal resident? You still need a work permit. Remote doesn’t mean exempt. Many Eastern European countries treat foreign remote workers the same as local employees, especially when they’re earning income in-country.
Dual citizens can sometimes bypass this, but only if they register their local citizenship correctly. Don’t assume they’re “in the clear” without documentation.
Local quotas and labor market testing
Some countries (like Ukraine or Bulgaria) require you to prove that no local talent was available before hiring a foreign national. That means posting the job locally, waiting, and submitting reports. Others impose a cap on the % of foreigners within a company. Mess this up, and you’re staring down a rejected permit, or worse, a fine.
This is where compliant EORs save you time, money, and legal headaches. They’ve done this before. They know the rules, the exceptions, the shortcuts, and how not to get flagged by immigration authorities.
How Employer of Record (EOR) services help with immigration
Let’s get one thing straight: immigration in Eastern Europe is not a copy-paste process. It’s fragmented. It’s paperwork-heavy. And it’s full of “sorry, that form changed last month” moments.
So unless you enjoy chasing down tax IDs in Croatian or arguing over apostilles in Polish, you probably want someone else handling it.
That’s what an EOR does.
They’re the legal employer, and your visa sponsor
No entity? No problem. Your EOR is already registered locally and can act as the legal employer. That means they can sponsor work permits for your non-citizen hires, sign compliant employment contracts in the right language, and shield you from visa risks.
They handle every document and deadline
This includes:
Arabic or Cyrillic contracts (if needed)
Social security registration
Work permit filings
Visa renewals
Health insurance enrollment
No missed steps. No missed deadlines. No lost-in-translation surprises.
They talk to the authorities, so you don’t have to
Ministries of Interior, Labor, and Immigration. Local tax and security offices. Your EOR knows who to contact, how to respond to last-minute requests, and what not to say when a border agent looks confused.
You get clean approvals, not months of back-and-forth.
It’s way faster than setting up a company
Opening an entity can take months. An EOR can onboard your team in days. While your competitors wait for their corporate seals, your engineers are already shipping code from Warsaw.
Want the shortcut without the compliance headaches?
Documents required for work permits & visas
Hiring talent across Eastern Europe isn’t just about finding the right skills; it’s about submitting the right paperwork. And trust us, it’s rarely just one set of documents.
Each country has its own stack of forms, translations, and stamps. Miss one, and your hire might be stuck in limbo.
Here’s what most work permit and visa processes in the region have in common, plus where things get tricky.
The core documents every country wants
Whether you're hiring in Romania or Serbia, most authorities will expect:
Valid passport (6–12 months beyond stay)
Completed visa/work permit application
Signed employment contract in the local language (Romanian, Bulgarian, Polish, etc.)
University degree or vocational certificate (plus translations)
Police clearance certificate from home country
Medical exam or health certificate (especially for long stays)
Proof of tax registration and employer incorporation in the host country
Social security registration forms
Photos (specific size/backgrounds often required)
Visa fee receipt (yes, there’s always a fee)
Translation and notarization headaches
In most Eastern European countries, foreign documents must be:
Officially translated by certified professionals (can’t use Google Translate)
Notarized and sometimes legalized (especially non-EU hires)
Apostilled, if coming from countries under the Hague Convention
Fail this step, and your whole application may be rejected, regardless of how qualified the employee is.
Variations across the region
Some examples of local quirks:
Romania: Employers must justify why a local candidate wasn’t hired before applying for a foreign worker permit.
Poland: Separate permits may be needed for short-term vs long-term assignments.
Serbia: Requires a detailed “explanation letter” proving why the hire is essential.
Bulgaria: Often requires proof of company contributions to social funds, not just tax ID.
Your EOR should know exactly which documents apply to your hire, and which ones can trip you up.
Want to avoid rejected applications, surprise notary fees, or three-week delays over a missing stamp?
Let Team Up handle the red tape so you can focus on hiring, not paperwork.
Steps in the EOR-led visa sponsorship process
Hiring across borders sounds exciting, until you meet the Ministry of Labor. That’s where a solid Employer of Record (EOR) steps in. Instead of you battling local bureaucracy, the EOR becomes the legal employer, sponsor, and all-around fixer for immigration and work authorization.
Here’s how the visa sponsorship process typically unfolds with an EOR in Eastern Europe:
1. EOR registers as the official employer
The EOR must be registered with:
If your EOR isn't already authorized to employ foreign nationals in that specific country, walk away.
2. Documentation collection & pre-approval
Once your candidate is selected, the EOR:
Gathers required documents (passport, diploma, police clearance, etc.)
Prepares the employment contract in the local language
Checks quota or labor market test requirements (common in Bulgaria, Romania, and Serbia)
3. Submission to authorities
The EOR files the visa and/or work permit application with the relevant ministry, typically the Ministry of Labor or the Ministry of Interior. Timing depends on the country:
Romania, Hungary: 3–6 weeks
Poland: ~4 weeks for work permits; up to 90 days for residence cards
Bulgaria, Ukraine: Expect additional steps like security clearances
Some countries require multiple in-person visits, which your EOR handles locally.
4. Visa issuance and residence permits
Once approved:
The visa is issued (if required) for entry
The work permit is activated upon arrival
Residence permits (for stays longer than 90 days) are processed separately and often involve biometric appointments
The EOR ensures all this happens on schedule—and legally.
5. Ongoing compliance and renewals
Good EORs don’t disappear after onboarding. They:
Track expiration dates for permits and visas
File renewals with time to spare
Handle changes in job roles, salary, or work location, which often require re-approval
Notify the government of terminations, so you’re not on the hook for overstayed employees
Timeline & costs: What to expect
Hiring in Eastern Europe? Great call. Just don’t assume it’s plug-and-play. Immigration isn’t fast, and it’s not free.
Here’s what to expect when it comes to time and money for work permits and visas through an Employer of Record (EOR):
How long does it take?
Each country moves at its own pace. Some are quicker, others… not so much.
These are best-case estimates. If paperwork is incomplete, or if you’re hiring for a sensitive role (IT, legal, energy), add 1–2 weeks minimum.
What does it cost?
Let’s break it down:
1. Government & legal fees
Work permit application: €100–€250
Residence permit: €100–€200
Medical exam + blood tests: €30–€80
Police clearance + translation: €40–€100
2. Translation & notarization
Most documents must be translated into the local language and notarized.
Average per doc: €10–€30
Total (per hire): ~€100–€200
3. EOR administrative fee
Some EORs bundle immigration into their monthly fee. Others charge extra. Ask early.
Team Up: Immigration services are included for employees onboarded through our standard EOR model. External visa-only support is priced separately depending on scope.
Example: Hiring a Serbian developer in Romania
Timeline:
Work permit: 30 days
Residence permit: 30 days after entry
Costs:
Government fees: €300
Translation + notary: €120
Health check: €50
EOR admin: Included in Team Up’s service
Who pays?
Usually:
Government & translation fees → Billed to the client or charged at cost
Administrative handling → Included or listed in the EOR service agreement
Renewals & changes → May incur additional fees, especially for fast-tracked cases
Always ask your EOR for a full breakdown before you commit. A €299/month EOR plan isn’t such a deal if they sneak in €800+ immigration fees later.
Why going without an EOR is risky
Here’s the thing: Eastern Europe doesn’t “look the other way” when you get immigration wrong.
Some countries require work permits even for remote workers. Others reject visa applications if the employment contract isn’t in the local language or notarized. And if you hire a non-EU citizen without the right filings? You’re not just out of compliance. You’re on the hook for fines, audits, and possibly blacklisted from sponsoring visas in the future.
Let’s break down what can actually go wrong:
1. Contracts in English? Rejected.
Many authorities (Romania, Poland, Bulgaria) require employment contracts in the local language. Some demand dual-language versions. Others won’t process the work permit unless the contract is notarized, yes, on paper.
Skip this step, and your application might not even get reviewed.
2. You missed a single document? Get in line again.
Without local support, missing one document, say, a translated diploma or proof of medical clearance, can send you back to square one. Processing times are strict, and resubmitting pushes your timeline weeks or months behind.
3. Contractor misclassification
Hiring “freelancers” or “consultants” sounds easier until immigration or tax authorities decide your contractor should’ve been a legal employee. This triggers back payments, fines, and in some cases, expulsion or blacklisting from visa sponsorship.
4. No local registration = no permits
Some countries (like Poland and Bulgaria) require the employer to be registered with both tax and labor authorities before sponsoring a visa. If you don’t have a legal entity, you simply can’t meet the criteria, unless you’re working with an EOR.
5. Expats working illegally
If your developer is already living in the country and working remotely, don’t assume they’re compliant. Being in-country with a tourist visa while employed full-time is illegal in most jurisdictions. When caught, the worker gets deported, and you get fined.
The safer option? EOR with full immigration support
Team Up handles every part of the process:
Employer registration
Local-language contracts
Quota filings and economic justifications
Visa and residence permit processing
Timely renewals and ongoing compliance
You hire the talent. We make it legal. Simple as that.
Can EORs hire contractors or freelancers legally?
Technically? Yes. Strategically? It depends.
In Eastern Europe, direct contractor arrangements can put you in murky waters fast. What looks like a simple freelance gig from a Western HR perspective might legally qualify as full-time employment under local law. And once that line is crossed—whether intentionally or not—you’re looking at tax back-payments, compliance penalties, and a red flag on your future immigration filings.
The grey zone of direct contracting
Freelancers might not sound risky. But many Eastern European countries (like Hungary, Romania, and Slovakia) use strict dependency criteria to define employment.
If your contractor:
works only for your company
uses your equipment
follows your schedule
gets paid monthly
…they might be considered an employee by law, regardless of what the contract says. That means you're expected to file payroll taxes, register the employment, and comply with labor code obligations (leave, insurance, severance, etc.).
And if you didn’t? That’s misclassification.
What EORs offer: legal clarity
An Employer of Record provides structure. If you’re hiring someone on a recurring, full-time, or long-term basis, EOR is the safest way to keep things compliant. Here’s how:
Registers the person as an employee under local labor law
Handles taxes, payroll, benefits—no back-pay risks
Issues local-language employment contracts that meet legal requirements
Avoids misclassification and makes your setup defensible
An EOR is not a PEO or staffing firm. You still choose and manage your worker directly. The EOR just becomes their official employer on paper, ensuring local authorities are satisfied.
When is a declaration required?
Some countries (like Poland) require employment to be declared before work begins—even for short-term engagements. An EOR can handle those declarations in advance, avoiding fines that often result from late or missed filings.
So, can you still use freelancers?
Yes, but with caution.
If your engagement is short-term, project-based, and clearly independent (multiple clients, no set hours, etc.), you might not need an EOR.
But if the person is critical to your business and operating like a full-time team member, don’t risk it. Bring them on through an EOR—and sleep easier knowing your setup won’t fall apart at the first audit.
Final tips before hiring foreign workers via EOR
Hiring talent across Eastern Europe sounds easy, until a missing stamp or untranslated contract stalls your launch for months.
Before you lock in your first hire, double-check these essentials:
Does your EOR provider offer visa sponsorship? Not all do. Make sure it’s part of the agreement, not an extra you find out about later.
Are the employment contracts compliant in the local language? “English-only” won’t cut it in Romania or Ukraine.
Who handles health insurance, social taxes, and filings? Get clarity upfront. Some EORs only do payroll, leaving compliance gaps on your side.
Can they provide immigration support beyond the permit? Renewals, dependents, cancellations, check the full scope.
Do they share monthly compliance reports? If they don’t, ask why.
Hiring across borders isn’t just about paperwork. It’s about protection, yours and your team’s.
Want your next international hire to be fast, legal, and zero-headache?
Team Up handles the hard stuff so you can get back to scaling.
