Your recruiting licence (RL) details are what an embassy knows your agency by, so they must be identical on every document you print. The safest approach is to record the licence once, in every language your documents use, and let letters and send lists take the details from that single record instead of retyping them.
Where the RL details appear
The licence shows up in more places than most offices realise:
- The forwarding letter in the passenger set.
- The embassy send list that goes with a batch.
- Any letterhead or pad the agency prints.
- Correspondence with the employer and with government offices.
Each of these may need the licence in a different language. Embassy lists for Arabic-speaking countries often carry the agency name and licence number in Arabic; documents for Bangladeshi offices may need Bangla.
The details to record
Keep one record for your licence with:
- The agency name in English, exactly as licensed.
- The name in Bangla.
- The name in Arabic, if your documents use it.
- The RL number in English.
- The RL number in Bangla and in Arabic numerals, if needed.
- The managing director's name.
- The office address and an email address.
Check each against the licence certificate itself, not against an old letter. Old letters may already contain a typing mistake.
Common mistakes
Inconsistent licence number format
One person types "RL-1234", another "RL No. 1234", a third just "1234". Decide one format and stick to it. Better still, record only the number and let the documents add the prefix consistently.
A missing Arabic version
If the Arabic name or number is blank, documents that need it may fall back to English or print an empty box. Fill it in before the first batch, and have someone who reads Arabic check it.
Two licence records for one agency
An agency operates under one licence. A second record, perhaps typed slightly differently, means some files are filed under one and some under the other, and letters print with whichever one someone picked. Keep exactly one.
Details changed on paper but not in the system
If your address or licence details change, update the record before printing anything new. Then reprint any document that is still waiting to be sent.
A setup checklist
- Find your current licence certificate.
- Enter the English name and RL number exactly as shown.
- Add the Bangla and Arabic versions your documents need.
- Add the address, email and managing director's name.
- Print one forwarding letter and one send list and check every licence detail.
- Ask someone who reads Arabic to check the Arabic lines.
How EmbassyFile handles it
EmbassyFile keeps the licence in an RL record with English, Bangla and Arabic names, the RL number in English, Bangla and Arabic, the managing director's name, address and email. The forwarding letter and the embassy send list take their licence details from it; the send list uses the Arabic name and number where they are filled in and falls back to English where they are not. Each agency can hold one recruiting licence. Once it exists, the screen offers to edit it rather than add a second, so files cannot be split across two versions of the same licence.
Key points
- Record the licence once and let every document print from that record.
- Fill in every language your documents need, especially Arabic for embassy lists.
- Use one consistent licence number format.
- Keep exactly one licence record per agency, and update it when details change.
Frequently asked questions
Do I need my agency name in Arabic?
If you send files to an embassy whose lists are printed in Arabic, it helps to have it. Otherwise the document may fall back to English. Have the Arabic checked by someone who reads it.
Can one agency have two RL numbers in the software?
An agency operates under one licence, and that is what the embassy knows it by. Keeping two records leads to files filed under the wrong name, so keep one and edit it when details change.
What should I do if our office address changes?
Update the licence record first, then reprint any document that has not yet been sent. Letters already submitted carry the old address and do not need changing unless the authority asks.
Should the RL number include the letters RL?
Pick one format and use it everywhere. Recording only the number and letting your documents add the prefix keeps every printout consistent.