The forwarding letter is the page in an embassy e-file where the recruiting agency itself is speaking, so it should be on that agency's own letterhead. It is the sheet that tells the reader which licensed agency stands behind the passenger, and it should look exactly like the other letters the agency has sent before.
What the forwarding letter is for
Most of a passenger's file describes the passenger: passport, visa, medical, agreement. The forwarding letter is different. It is the agency introducing the application, under its own name and licence.
That makes it the one sheet where the identity of the sender matters as much as the content. A reader checking the file wants to see that it came from the agency it claims to come from.
Why your own letterhead
Consistency with what the mission already knows
Agencies that have filed before have a recognisable pad: their name, their licence line, their address. A forwarding letter that suddenly looks different raises a question that has nothing to do with the passenger.
Your details, not somebody else's design
A common problem with shared templates is that they copy one office's stationery and drop another office's name into it. The result is a letter that is technically yours but looks like someone else's. That is worth avoiding, both for the reader and for your own reputation.
Pre-printed pads should be used as they are
Many agencies already print their pads in bulk. If software prints its own letterhead on top, the page ends up with two headers. The software should either print nothing at the top and bottom, or print your actual pad artwork.
What the letter must carry
Whatever the design, check the letter carries:
- The agency name exactly as on the recruiting licence.
- The recruiting licence number.
- The office address.
- An email address for the agency.
- The passenger details it refers to, matching the passport and visa.
If any of these differ from your licence, fix the source rather than the printed page. The next letter will otherwise repeat the mistake.
Printing on pre-printed stationery
- Measure the header and footer on your pad, in millimetres from the edge of the sheet.
- Set the blank space at the top and bottom to match.
- Print one test sheet on plain paper and hold it against a pad to the light.
- Adjust and test again before printing a full batch.
The letter body has a fixed length, so leaving too much blank space can push the bottom of the letter off the page. Check the signature area is still on the sheet.
How EmbassyFile handles it
In EmbassyFile the forwarding letter is page 3 of the Passenger Information Details set, and it takes the agency name, licence number, email and address from your recruiting licence record. The letterhead is a per-agency setting in Site Settings with three choices: the built-in design, an upload of your own pad artwork printed to the edges of the paper, or no letterhead with a measured blank space at the top and bottom for printing on pre-printed pads. The setting changes the forwarding letter only. The employment agreement carries no letterhead.
Key points
- The forwarding letter is the agency speaking, so it belongs on the agency's own pad.
- Name, licence number, address and email must match the recruiting licence.
- Fix wrong details at the source, not on the printed page.
- When using pre-printed pads, measure and test before printing a batch.
Frequently asked questions
Can I print the forwarding letter on our existing printed pads?
Yes, as long as the software leaves blank space where your header and footer are. Measure them in millimetres, set the space to match, and print a test sheet first.
Does the employment agreement also need our letterhead?
Usually not. The agreement is signed by the employer and the worker rather than issued by the agency. Confirm with the destination embassy if you are unsure what they expect.
What licence details should appear on the forwarding letter?
The agency name exactly as licensed, the recruiting licence number, the address and an email. Take them from your licence record so every letter shows the same details.
Why does our forwarding letter look like another agency's?
Probably because the template copies one office's stationery design. Switch to your own pad artwork or print on your pre-printed pads instead.