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Compliance guide

The demand letter for hiring Nepali workers

The demand letter is the key document when an overseas employer hires through a Nepali agency. This guide explains what it must contain, how it is attested and approved, and what commonly goes wrong.

The basics

What is a demand letter?

A demand letter (also called a manpower requisition or employment demand) is the formal document through which an overseas employer asks a Nepali recruitment agency for workers. It states the number of workers, their job titles, salary and benefits, and contract conditions.

Under Nepal's Foreign Employment Act, 2007 and its rules, a Nepali agency may not process workers for overseas employment without a demand that has been verified and approved as the rules require. It is the starting point for the whole recruitment process.

A letter that needs to be redrafted or re-attested adds time to your recruitment, so it pays to get it right the first time. Ask us to review your draft before you start attestation.

Why the attestation chain matters

Nepal requires that demand letters be attested through the Nepali government channel for the destination country before DOFE considers them. This protects workers from fake job offers and from employers who cannot legally employ foreign workers.

The exact steps and documents depend on the destination country and are updated from time to time. We confirm the current requirements with you when you contact us.

Step by step

From employer signature to DOFE approval

Five stages. The first three happen in the destination country, the last two in Nepal. Timing varies with each authority.

  1. Step 1

    Employer

    Draft and sign the demand letter

    The employer prepares the demand letter on official company letterhead. An authorised signatory signs and stamps it. An incomplete letter is likely to be sent back at a later stage.

    • Official company letterhead with full legal name and address
    • Authorised signatory name, title and signature
    • Company stamp or seal
    • All required contents present (see the table below)
    • The Nepali agency's correct name and licence number: Power Support Employment Pvt. Ltd., DOFE Licence No. 1710/081/082

  2. Step 2

    Employer

    Notarisation in the destination country

    The signed demand letter, together with the power of attorney in favour of the Nepali agency, is usually notarised in the destination country. Notarisation rules differ by country.

    • Present the original signed demand letter and power of attorney to a notary
    • Some countries need a Chamber of Commerce or foreign ministry endorsement first
    • We tell you the current local requirements for your country

  3. Step 3

    Employer

    Attestation by the Nepali mission

    The notarised documents are normally attested by the Embassy or Consulate of Nepal that covers the destination country. Nepal does not have a mission in every country, in which case the covering mission or the route DOFE accepts is used.

    • Submit the notarised documents to the relevant Nepali mission
    • Pay the attestation fee that the mission charges
    • Processing time depends on the mission
    • We confirm the current route for your country before you start

  4. Step 4

    Power Support

    Verification in Kathmandu where required

    Where the process requires it, the attested documents are verified by Nepal's Ministry of Foreign Affairs in Kathmandu before they are submitted to DOFE.

    • We handle the submission and collect the verified documents
    • No action is needed from the employer at this stage

  5. Step 5

    Power Support

    DOFE approval

    We submit the demand letter, the employer's documents and our agency documents to the Department of Foreign Employment. DOFE reviews the salary, benefits and conditions before approving the demand.

    • DOFE checks the salary, benefits and conditions in the demand letter
    • We follow up on the file and answer queries
    • Once approved, we can start selecting workers for the approved roles and numbers

Demand letter contents

What the demand letter should contain

Missing, vague or non-compliant fields are a common reason for a letter to be sent back. We check these fields with you before you send it.

Company letterhead
Full legal name, registered address, contact details and company registration number
Job titles and quantities
Clear role names and the number of workers needed for each role
Monthly basic salary
In the local currency. It should meet or exceed the destination country's minimum wage and DOFE's requirements
Overtime
Overtime rate as set by the destination country's labour law
Accommodation
Whether the employer provides it, or an accommodation allowance with the amount
Food
Meals provided by the employer, or a monthly food allowance with the amount
Medical cover
Health insurance or medical cover provided by the employer
Transport
Whether transport to and from the worksite is provided
Contract duration
The length of the contract and renewal conditions
Leave
Paid annual leave and rest day, as per the destination country's law
Air ticket
Who pays the arrival ticket, the leave ticket and the final return ticket
Visa costs
Confirmation of who pays the visa or work permit. Many destinations and DOFE expect the employer to bear it
Working hours
Daily and weekly hours, within the destination country's labour law
Designated agency
Power Support Employment Pvt. Ltd., DOFE Licence No. 1710/081/082
Authorised signatory
Name, title, signature and company stamp

Avoid these mistakes

Common errors that cause delay or rejection

Most problems can be avoided. These are the usual ones.

Salary below the destination minimum

Likely to be rejected

Salaries are checked against the destination's minimum wage and DOFE's requirements. Check the salary floor before you draft the letter.

Costs shifted to the worker

Likely to be rejected

Many destinations require the employer to pay the visa and the initial air ticket. State this clearly in the letter.

Vague job titles

Query or delay

Use specific job titles. Titles such as "General Worker" without detail can delay approval.

Missing benefits clause

Query or rejection

Accommodation, food and medical cover must all be stated clearly. Partial information is not enough.

Expired company registration

Rejection

Company registration should remain valid for the contract period. Renew it before you send the letter.

No attestation

DOFE will not accept the document

Attest the demand letter through the route required for your country before it is submitted in Nepal.

Wrong agency name or licence number

Resubmission needed

State the agency's full name and licence number exactly: Power Support Employment Pvt. Ltd., DOFE Licence No. 1710/081/082.

Job titles that do not match the actual work

Compliance problem

Job titles must describe what the workers will actually do. Misrepresentation is a serious compliance violation.

What we do

Our part of the process

We are the designated Nepali agency on your demand letter. This is what we help with.

  • Review your draft

    We read your draft against Nepal's requirements and point out gaps before you start attestation.

  • Explain the attestation route

    We tell you which documents and attestations apply to your country, based on the information we have at the time.

  • Submit and follow the DOFE file

    We prepare the Nepal-side file, submit it to DOFE, follow it up and answer DOFE queries.

Documents employers usually provide

  • Current company registration certificate (valid for the contract period)
  • Business or trade licence, where applicable
  • Proposed job descriptions, salary and benefits
  • Name and title of the authorised signatory
  • Company letterhead
  • Confirmation of who pays the visa or work permit
  • Accommodation details or allowance amount
  • Air-ticket arrangement (arrival, annual leave, final return)

Questions about any of these? Contact us and we will explain.

Start your enquiryFull process guide

Let us review your demand letter.

Send an enquiry with your roles, numbers and destination. We will contact you to explain the steps for your country. DOFE Licence No. 1710/081/082.

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