Posting workers abroad – What documents must an employee carry?

Posting employees to work across Europe involves a number of legal and administrative obligations. One of the most common mistakes made by employers is believing that submitting a posting declaration (e.g., via SIPSI, ZKO, or Limosa) is sufficient to meet labour inspection requirements.

Missing documents can result in fines of up to €5,000 per employee.

Why Isn’t the Posting Declaration lone Enough?

In many EU countries, the posting notification is only the first step. Labour inspectors—especially in construction, transport, and technical services—expect that posted workers will carry full documentation proving the legality of their work.

Which Documents Should a Posted Worker Carry?

Depending on the country and the nature of the work, the employee should have with them:

• confirmation of the posting declaration (SIPSI, ZKO, etc.)
• the employment contract and proof of employment terms
• any annexes or agreements modifying working conditions or salary
• A1 form issued by the ZUS (Social Insurance Institution)
• European Health Insurance Card (EHIC)
• health & safety documents (training certificate, medical clearance)
• company representative authorization (if required)
• translations of necessary documents (if required by local regulations)

Common Mistakes in Posting Workers

From our daily experience, we see that many employers:

• fail to update declarations after changes to the project or schedule
• do not check whether employees have all required documents on-site
• forget to appoint a local representative (e.g., in France or Italy)
• underestimate the time needed to prepare complete documentation

Posting Workers Without Proper Documentation Is a Legal Risk

In many cases, labour inspections occur on the very first day of work. In countries such as France, Switzerland, and Italy, inspections are frequent, detailed, and unannounced. Missing documentation or inaccurate information can result not only in fines but also in a ban on providing services in that country.

Need Help with Posting Workers Abroad?

If you’re unsure whether your employees meet all documentation requirements, contact us. We’ll support you by:

• preparing a complete posting file
• submitting notifications on time
• ensuring compliance with local labour and H&S regulations

Get in touch through our website: www.impolsarl.com
Or email us directly at: [email protected]