When a Russian employer recruits from India, the agreement with the Indian agency shapes everything that follows: who does what, how long it takes, what happens when a worker fails a medical, and what the employer pays. A vague agreement leads to disputes. A clear one prevents them. This checklist covers the points we believe every agreement should address — including in contracts with us.
1. Verify the Agency's Licence
Overseas recruitment from India must be carried out by a recruiting agent registered with the Ministry of External Affairs under the Emigration Act. Ask for the registration certificate and check it on the government's eMigrate portal. Confirm the certificate is current and that the company name matches the contracting party.
Unlicensed recruiters exist, and workers recruited through them may be unable to obtain emigration clearance where it is required.
2. Define the Scope Precisely
The agreement should list:
- professions, numbers and required experience
- trade tests or practical assessments to be conducted
- documents the agency prepares for each candidate
- support with visa applications and Indian-side clearance
- pre-departure briefing and travel arrangements
Equally, it should list what the employer does: quota, permission to employ, invitations, arrival formalities, registration and notifications.
3. Tie Timelines to the Russian Process
No honest agency can promise a date that depends on the quota. A good agreement states timelines from defined triggers — for example, "shortlist within three weeks of receiving the job specification" and "deployment within four to eight weeks of receiving invitations". Read our quota planning guide so you know which triggers depend on you.
4. Selection and Approval
Specify how candidates are presented — CVs, trade test videos, interviews — and that the employer has final approval. Agree what happens if the employer rejects a shortlist: how many rounds are included and in what timeframe.
5. Medical Failures and Replacements
Some workers will fail the Russian medical or be refused a visa, despite screening. The agreement should say:
- whether a replacement is provided and within what period
- whether replacements are free or charged
- how many replacements are included per position
- what happens if a worker leaves early after arrival
6. Fees and Payment Milestones
State the service fee per worker, what it includes and when it is payable — for example, a portion on signed selection and the balance on arrival. Clarify who pays visa fees, medicals, travel and insurance. Avoid open-ended "costs as incurred" clauses.
7. No Fees From Workers Beyond the Law
Indian rules limit what a recruiting agent may charge a worker. Ask the agency to confirm in writing that it complies, and that no undisclosed charges are taken from candidates. Workers who paid heavy fees to get the job arrive in debt and are more likely to leave for higher pay. Ethical recruitment protects your retention.
8. Offer Letters and Contracts
Require that the offer letter shown to the worker in India matches the Russian employment contract: salary, working hours, accommodation, deductions and contract length. Our guide to tax for foreign workers explains why net pay must be explained clearly.
9. Pre-Departure Orientation
Specify the briefing workers receive: climate, housing, Russian rules on registration and work permits, workplace safety and cultural norms. Well-briefed workers integrate faster.
10. Data Protection
The agency handles passport and personal data. The agreement should cover how that data is processed and transferred, consistent with the laws that apply to both parties.
11. Communication and Escalation
Name contact persons on both sides and an escalation path. Agree how worker welfare issues raised after arrival will be handled together.
12. Termination and Governing Law
State how either party can end the agreement, what happens to workers in the pipeline, and which law and dispute forum apply.
Red Flags
- No verifiable MEA registration
- Guaranteed arrival dates regardless of the quota
- Very low fees with vague extras
- Reluctance to provide trade test evidence
- No answer on replacements
Related Reading
See what good Russian employers do differently, the audit checklist and the Russia hiring page to request our standard terms.
Frequently Asked Questions
How can a Russian employer verify an Indian recruitment agency?
Ask for its Ministry of External Affairs registration certificate and check it on India’s eMigrate portal, confirming the name matches the contracting company.
Can an agency guarantee an arrival date in Russia?
Not honestly, because timing depends on the employer’s quota and permissions. Timelines should run from defined triggers such as receipt of invitations.
