Key points
  • The employer usually drives the work-permit application.
  • A Z visa is normally required before entry for employment.
  • The residence permit and work permit must be kept current.

Foreign nationals working in China generally need a work permit and a residence permit that permits employment. Business visits, conferences and short assignments are treated differently, and a visitor visa does not authorise local employment.

The process is employer-led. The Chinese entity applies for the work permit, the employee obtains the appropriate visa abroad and, after entry, the residence permit is issued locally.

Understand the categories

Foreign workers are classified into categories that reflect qualifications, experience, salary and the needs of the role. The category affects the supporting documents and, in some cases, the length of the permit. Employers should confirm the likely classification before making commitments to a candidate.

Common requirements include a degree, relevant work experience, a clean criminal record and a medical examination. Documents issued abroad often need authentication or an apostille, together with Chinese translations.

The usual sequence

  1. The employer registers or updates its account with the foreign expert and immigration authorities.
  2. The employer applies for a notification letter or work permit notice for the employee.
  3. The employee applies for a Z visa at a Chinese embassy or consulate, using the notice.
  4. After entry, the employee completes a medical examination where required.
  5. The employer and employee apply for the work permit card and residence permit.

Timing varies by city and by individual circumstances. A common mistake is to book travel before the notice is issued, or to enter on the wrong visa and assume the position can be regularised later.

Employment contract and registrations

A written employment contract should be in place, with terms consistent with the work-permit application. Salary, position and employer must match the filings. The employer is also responsible for tax withholding and social insurance where applicable.

Some foreign employees are seconded from an overseas group company. Secondment arrangements need careful documentation so that the local entity, the overseas employer and the employee all understand who is responsible for salary, tax and termination.

Changes after arrival

Changing employer, position or work location can require a new or amended permit. Working outside the approved scope is a compliance risk for both the company and the individual. Permits should be renewed before expiry, and the residence permit should be updated when the work permit changes.

Family members may be eligible for dependent visas or residence permits. The supporting documents and permitted activities differ from the employee’s permit, so the family application should be planned alongside the employee’s move.

A practical checklist for employers

  • Confirm the role, salary and candidate’s qualifications before issuing an offer.
  • Check the employee’s immigration history and current visa status.
  • Start document collection early, especially criminal-record and degree certificates.
  • Keep the job title, salary and employer consistent across the contract and filings.
  • Diarise renewal dates and any change-of-employer steps.

The rules and processing practice change over time. For a specific hire, the file should be checked against the current requirements of the Shanghai authorities before travel is booked.

General information. This note does not constitute legal advice and may not reflect your circumstances. It reflects the position as at the date shown. For advice on a specific matter, contact the firm.