Obtaining a work permit for foreigners in Ukraine, especially in 2025

Obtaining a work permit for foreigners in Ukraine is a topic that attracts the attention of employers and labor migration specialists every year. In 2025, specific changes in legislation affected both the process of obtaining a work permit and the categories of employees for whom this document is mandatory. Keeping abreast of these updates is essential for businesses working with foreign specialists to avoid legal risks and fines.

My experience shows that many Ukrainian employers face difficulties in obtaining permits. Sometimes, the reason is a lack of understanding of the document requirements; sometimes, it is the complexity of the process itself or frequent changes in legislation. Another critical factor is the control by state authorities, which has intensified in recent years, especially about the employment of nationals of countries recognized as a threat to Ukraine.

This article will help you understand who must obtain a work permit, what exceptions exist, how to go through the procedure correctly, and what changes came into force in 2025. We will also consider the issues of extending and canceling a work permit, determine what consequences employers may face in case of violations, and give practical advice on properly preparing documents.

As a lawyer with many years of experience in migration law, I will share my knowledge to help you avoid mistakes and ensure the legality of foreigners' employment in your company.

1. Who needs to obtain a work permit?

Most employers who hire employees without Ukrainian citizenship must obtain a work permit for foreigners. The law clearly defines when this document is required and when it is not. In 2025, the rules became more structured but also stricter for specific categories of employees.

Who needs a permit?

A work permit is required for all foreigners who are not entitled to work in Ukraine without a special permit by the law. This applies to:

• foreign specialists whom Ukrainian companies want to hire officially;
• gig specialists working under contracts with Ukrainian companies;
• seconded foreign employees who perform work under international agreements or contracts between companies;
• internal corporate assignees - employees of foreign companies temporarily working in Ukrainian representative offices.

The key requirement is that each employer obtain a permit, even if the foreigner works for several companies simultaneously. This means the same employee must have several licenses if they have several official employers.

Who is exempt from obtaining a permit?

There are categories of foreigners who can work in Ukraine without a work permit. Among them:

• foreigners with permanent residence status in Ukraine;
• refugees and persons in need of complementary protection;
• accredited journalists from foreign media;
• athletes, artists, and cultural figures working under contract;
• Employees of foreign airlines and shipping companies operating in Ukraine;
• religious leaders who have received permission to operate from the relevant state authorities;
• teachers and researchers who have been invited to work by Ukrainian educational institutions.

These categories of employees can work legally without a special permit, but their employers must still notify the relevant authorities of their employment.

Employment of citizens of countries on the sanctions list

Special attention should be paid to citizens of countries recognized as a threat to Ukraine's national security. In 2025, obtaining a work permit for such persons became even more complicated. Now, the decision to issue a license is coordinated with the regional offices of the Security Service of Ukraine. This means that even if all the documents are correct, the final decision to employ a foreigner may be rejected for national security reasons.

Thus, employers should check a foreign employee's status in advance and learn about all the nuances of their employment. This will help them avoid unnecessary time and resources and minimize the risk of a work permit being refused.

2. The procedure for obtaining a permit

Obtaining a work permit for foreigners in Ukraine is essential in legalizing employment. Changes in legislation in 2025 have affected this process, making it more accessible for some categories of foreigners and more difficult for others. It is essential to clearly understand how this procedure works to avoid problems and delays.

Where to apply and how long it takes

Employers submit documents to the territorial offices of the State Employment Service of Ukraine, which are responsible for issuing permits. The application can be submitted in person at the offices of the State Employment Service, by mail, or online through the employer's electronic cabinet on the official website.

In 2025, an online platform has become more convenient, allowing you to send documents, track consideration status quickly, and receive official notifications. However, many employers prefer to apply in person, considering this method more reliable.

As for the timeframe, the standard application processing time is up to 7 working days. However, if the employment of citizens of the Russian Federation, Belarus, or other countries is recognized as a threat to the national security of Ukraine, the process may be delayed. In this case, the application must be submitted to the Ukraine Security Service for approval, extending the decision-making period.

Documents to be submitted

The employer must prepare a complete package of documents, without which the application cannot be considered. The main ones are:

• an application in the prescribed form confirming that the position does not require Ukrainian citizenship and does not provide access to state secrets;
• a copy of the foreigner's passport with a notarised translation into Ukrainian;
• 3.5 × 4.5 cm color photograph;
• a draft employment contract or gig contract (it must be certified by the employer);
• a document confirming payment of the administrative fee.

If hiring a highly qualified specialist, you may need additional proof of qualifications, such as a university degree or a letter of recommendation from a previous employer.

Application review and decision-making

After receiving the package of documents, the responsible authority checks them for compliance with the established requirements. The permit is issued within the specified timeframe if all the documents are correct. However, in case of errors or non-compliance with the requirements, the employer is notified of the need to correct the deficiencies.

If the foreigner is a citizen of a country on the list of threats to Ukraine, the territorial offices of the State Employment Service submit the documents to the Security Service of Ukraine for verification. Only after its approval can a work permit be issued. It is essential to bear in mind that the absence of a favorable decision from the Security Service is grounds for refusal of the license, even if all documents have been executed flawlessly.

The employer receives an official decision in paper or electronic form. If the permit is granted, it becomes effective from the moment it is received. If the license is denied, the company has the right to appeal the decision in accordance with the law.

Next steps after obtaining a permit

Obtaining a work permit is not the final stage. According to Ukrainian law, within 90 calendar days after the license is issued, the employer must enter into an employment contract with the foreigner. This is critical, as the permit may be canceled if this deadline is not met.

After signing the agreement, a copy must be submitted to the territorial office of the State Employment Service. Failure to do so will result in the permit being declared invalid, and the employer may be fined.

What has changed in 2025?

Recent legislative changes have significantly impacted the permitting process. First, there are now more online paperwork opportunities, saving time and avoiding bureaucratic red tape.

In addition, obtaining a permit was simplified for highly skilled workers, especially in the IT sector. The minimum salary requirement has been lowered, and the application procedure has been accelerated.

At the same time, control over nationals of certain countries has been tightened: the verification procedure for them has become longer, and the risk of rejection has increased. This is important for companies planning to employ foreigners from countries on the sanctions lists.

Thus, although the procedure for obtaining a work permit remains strict, it can be completed with proper preparation. The main thing is to be attentive to document preparation and keep abreast of current changes in legislation to avoid unpleasant surprises.

3. Extension, amendment, and cancellation of the permit

Obtaining a work permit is only the first step. During a foreign employee's work, circumstances may require the license to be extended, amended, or canceled. 2025, the legislation will become more apparent, so let's look at what employers need to know.

How do we extend the permit?

A work permit is issued for six months to three years, depending on the employee category. If the contract with the foreigner lasts longer or the employer plans to keep the specialist on staff, it is necessary to apply for an extension of the permit in due time.

The key point is that the documents should be submitted no later than 20 calendar days before the expiry of the current permit. If this deadline is missed, the permit will become invalid, and the process must be started again.

The renewal procedure follows the same algorithm as the initial obtainment: the employer submits an application and attaches an updated copy of the employment contract and the employee's documents. If the working conditions have not changed, no additional inspections are usually carried out, and the permit is extended without undue delay.

In 2025, it will be even easier for highly skilled professionals to extend their permits—the processing time will be reduced to three business days if the applicant is included in the list of shortage professions.

Amending a permit: when is it necessary?

A work permit is issued for a specific employer, a specific position, and a particular period. Any changes in the employment relationship require updating the document. The most common cases when amendments are needed:

• Changing the position of a foreigner within the company. If the employee is transferred to another position, the employer must update the permit, even if other working conditions remain unchanged.
• Change of employment within the company. If the organization has several branches or changes its head office, the State Employment Service must also be notified.
• Update employee data. If the employee's passport details change (for example, due to an update of a document), you need to make the appropriate changes to the permit.

An employer must apply and supporting documents to the relevant authority to apply for changes. Amendments in 2025 will take up to 5 business days to be made.

When is the permit revoked?

There are several situations when a work permit can be canceled. One of the main reasons is the termination of the employment contract - if a foreigner resigns, the permit expires automatically.

In addition, the permit will be canceled in such cases:

• the employer failed to submit a copy of the employment contract to the State Employment Service within 90 days of obtaining the permit;
• the employee has violated the conditions of legal stay in Ukraine (for example, is in the country illegally or has violated the visa regime);
• facts of submitting false data when applying for a permit were revealed;
• the employing company has been liquidated or ceased operations.

The relevant body of the State Employment Service decides to cancel the permit. The employer or employee may appeal against this decision in administrative or judicial proceedings.

What's new in 2025?

One of the key updates is a simplified procedure for canceling permits for violators. If a foreigner is found to be involved in illegal activities, their work permits may be canceled expedited without the right to appeal.

Liability for late permit renewal was also increased. If an employer fails to submit an application on time and an employee stays in the country without a valid permit, the company may be fined.

Given these changes, employers should closely monitor the validity of permits and promptly make the necessary document changes. This will help avoid unnecessary problems and ensure the smooth operation of foreign specialists in the company.

4. Cost and validity of the permit

One of the key issues employers are interested in when applying for a foreign work permit is its cost and validity period. In 2025, the legislation made certain adjustments to these aspects, making them more flexible for businesses while establishing new rules that should be considered.

How much does it cost to obtain a permit in 2025?

The amount of the permit fee remains dependent on the duration of the permit. In 2025, it will be determined as a multiple of the minimum wage, which is UAH 8,000 at the beginning of the year. Thus, employers will have to pay:

• for 6 months - 3 subsistence minimums for a non-disabled person;
• for 6 months - 1 year - 5 subsistence minimums;
• 8 subsistence minimums in 1-2 years;
• 12 subsistence minimums in 2-3 years.

It is important to note that the price is not fixed, as the subsistence minimum is reviewed throughout the year. Employers who plan to apply for long-term work permits should be prepared for possible price changes.

Another important detail is that the permit fee is non-refundable, even if the applicant is denied the permit.

How long is the permit issued for?

The permit's standard validity period depends on the category of foreign worker. In 2025, the following terms are set:

• 6 months to 1 year for most foreign employees;
• up to 2 years - for intra-corporate assignees working in representative offices of international companies;
• up to 3 years - for highly qualified specialists and employees in information technology.

The employer has the right to choose the required period of validity of the permit depending on the terms of the employment agreement or contract. If the contract with the foreigner is extended, the permit can also be extended, but applying for it in advance is essential.

Special conditions for highly qualified employees and gig specialists

For specialists in IT and other high-tech industries, the procedure is somewhat simplified. Since the government is interested in attracting such personnel, the minimum salary level for obtaining a work permit has been reduced, and the permit validity period has been extended.

Gig specialists working within Diia City's special legal regime can obtain a three-year permit without proving their qualifications through additional documents. They can also submit applications exclusively electronically, significantly accelerating the processing process.

What has changed in 2025?

One of the main updates is the introduction of electronic control over permit validity. Employers now receive automatic reminders through the e-government system to renew documents. This avoids situations where a permit expires due to a missed application deadline.

Another innovation is obtaining a 6-month work permit for short-term contracts without an extension. This is convenient for businesses that hire foreign workers for seasonal work or for specific projects.

Thus, in 2025, the procedure for obtaining a work permit has become more predictable, but it requires careful planning from employers. The main thing is to calculate costs in advance, not miss the deadlines for submitting documents, and monitor changes in legislation to avoid unnecessary difficulties.

5. Consequences of illegal employment

Violating the rules for employing foreigners in Ukraine can lead to serious consequences for both the employer and the employee. In 2025, control over compliance with the law in this area became even stricter, and fines increased significantly. Government authorities have stepped up inspections of companies that hire foreigners, especially in large cities and regions with high levels of labor migration.

Responsibility of the employer

A company that employs a foreigner without a work permit (unless a work permit is not required by law) risks facing significant fines and other sanctions.

In 2025, the fine for the illegal use of foreign labor increased to UAH 150,000 per employee. If the violation is detected again within a year, the fine may increase to UAH 300,000.

In addition, if a foreigner works without a permit, the tax authorities may charge additional taxes and social contributions that the employer would have to pay if the worker had been officially employed.

Some companies try to circumvent the requirements of the law by registering foreigners as independent contractors or through gig contracts. However, in 2025, this scheme became less effective, as labor inspectors were given more powers to check the actual working conditions of foreigners.

Responsibility of a foreign employee

If a foreigner works in Ukraine without a proper permit, they are liable. The primary sanctions include:

• a fine of UAH 17,000 to 34,000;
• deportation from Ukraine with a ban on entry for a period of 3 to 5 years;
• cancellation of a temporary residence permit if it was issued on the basis of illegal employment.

Deportation is often applied to foreigners deliberately working without a permit or evading official documentation.

How is the verification carried out?

Inspectors of the State Employment Service, the State Tax Service, and the State Migration Service inspect employers. Inspections can be scheduled and unannounced, for example, following complaints from employees or after violations are identified during other inspections of the company.

Recently, more and more inspections have been carried out in the "hidden inspector" mode, when representatives of government agencies pose as job candidates or company clients to detect illegal employment.

If a violation is found during the inspection, a report is drawn up, and the company is given a limited period to remedy the deficiencies. If the violations are serious or repeated, a fine is imposed immediately.

What has changed in 2025?

The main change is the introduction of automatic data exchange between government agencies. The State Migration Service, the Tax Service, and the Employment Service can quickly check information on registered foreign workers and identify violations before inspections.

In addition, liability for repeated violations has been increased. If a company has already received a fine for illegal employment, a second violation may result in restrictions on its activities or even revocation of business licenses.

Thus, in 2025, the risks of illegal employment have become higher, and it is more profitable for employers to comply with the law than to try to circumvent the rules. The official issuance of a work permit protects the company from fines and enhances its reputation, which is especially important for international business and partnerships.

Conclusions and recommendations

Obtaining a work permit for foreigners requires employers to be careful, strictly comply with legal requirements, and submit documents in a timely manner. In 2025, changes in this area's regulation made the process easier for some categories of employees and more stringent for others. In particular, the conditions for highly skilled professionals and IT specialists were simplified, and control over citizens of countries that pose a threat to Ukraine became much stricter.

Companies should prepare in advance for obtaining permits to avoid problems and financial losses. The most common mistakes employers make are submitting an incomplete document package, delaying the license extension, or not having an employment contract after obtaining it. Each of these shortcomings can lead to the cancellation of the permit or even fines.

Employers should:

• Plan to obtain the permit in advance, as the procedure takes 7 to 30 days, depending on the employee category.
• Keep an eye on legislative updates. Changes have already taken place in 2025, and new adjustments are possible throughout the year.
• Do not rely solely on electronic systems, but have proof of submission of documents to avoid misunderstandings.
• To avoid cancellation, please comply with all requirements for submitting an employment contract after obtaining a permit.
• Consult with legal counsel when in doubt about a particular employment case, especially for citizens from countries with higher scrutiny.

In general, the right approach to obtaining a work permit for foreigners allows businesses to avoid legal risks and legally engage qualified specialists from abroad. In today's environment, when Ukraine is integrating into the global labor market, the efficient use of international human resources is becoming a competitive advantage for many companies.

As a lawyer with many years of experience in the field of migration law, I believe strict compliance with the law is the best way to ensure stable business operations and protect yourself from unforeseen sanctions. If you have any questions about obtaining a work permit or need professional legal support, please get in touch with our specialists, who will help you avoid mistakes and make the process of employing foreigners as simple and safe as possible.