Hiring foreign staff in-house vs using a managed provider
Quick answer
With one or two foreign employees, registered objectives that already cover the role, and a staffer with time to queue at the agencies, running it in-house controls cost well. Once you hire several people, have staggered reporting dates, or must maintain capital and Thai-to-foreign staff ratios, a managed provider removes more sequencing and expiry risk than the fee difference costs.
Side-by-side facts
| Aspect | Your own HR team runs the filings | A managed provider runs the whole file |
|---|---|---|
| Knowledge required | Your team tracks two agencies at once | The provider tracks rule changes for you |
| Filing sequence | Wrong order often means starting over | Sequenced before the offer letter goes out |
| Reporting and renewal | You build and watch the calendar | One shared calendar with advance reminders |
| Cost | Low direct cost, high internal time | A service fee, but your team keeps its core work |
| Risk when something slips | The employee may be unable to work while it is fixed | Issues are caught and fixed before the deadline |
| If an inspection happens | You reassemble the file afterwards | The file is kept inspection-ready all year |
Choose Your own HR team runs the filings when
- One or two foreign staff and the role is stable
- Registered objectives already cover the work
- Someone can attend the agencies during office hours
- You want to learn the process for the long run
Choose A managed provider runs the whole file when
- Several hires or staggered expiry dates
- You must maintain Thai staff ratio and capital
- Work locations span more than one province
- You want payroll, employee tax and social security in one file
Documents to prepare
- Current company affidavit and shareholder list
- The latest filed financial statements
- Recent payroll tax and social security filings as requested
- Employment contract stating role, duties and work location
- Employee passport and qualifications with certified translations
- Office location map and proof of premises
Step by step
1. Check company readiness before making the offer
Review registered objectives, capital, the number of Thai staff on social security filings and the last statements filed, so gaps appear before you commit to a candidate.
Typical duration: 1–3 working days
2. Map the document route at origin
Decide whether the employee's papers need an apostille or consular route, then schedule translation and certification so every spelling matches.
Typical duration: 1–4 weeks depending on the country of origin
3. File the correct visa class before arrival
Apply for the business visa class under the mission's conditions, and do not let the employee start work until the permit is issued.
Typical duration: Depends on each mission's queue
4. Lodge the work permit application and collect it
File with the Department of Employment with both company and employee documents, then confirm the permitted scope matches the actual duties.
Typical duration: Usually several working days once papers are complete
5. Set the reporting, renewal and monthly filing calendar
Combine periodic reporting dates, visa and permit expiry, social security registration and payroll withholding into a single calendar.
Typical duration: Ongoing through the year
What usually goes wrong
- Letting the employee start before the permit is issued, even during probation
- A permitted scope narrower than the work actually performed
- Changing work location or role without updating the permit
- Name spellings in translations not matching the passport
- Missing reporting dates because they run from the latest entry, not a fixed annual date
Why an adviser beats a template
The real question is not who fills in the forms but who is accountable when three expiry dates land in the same week. We take this on as advisers: reviewing the hiring structure, registered objectives, staff ratios and the employee's tax position together, then saying plainly which part should be fixed structurally before filing. With legal and accounting teams working side by side for more than fifteen years, clients who would rather not deal with it can hand us the whole file, from before the offer letter through next year's renewal.
Frequently asked questions
Can a newly formed company hire a foreign employee immediately
Yes, but the agencies assess company readiness case by case: paid-up capital, proof of premises and social security filings for Thai staff. A company with no filing history yet should prepare supporting evidence that it genuinely operates.
Is a provider's fee worth it versus doing it ourselves
Compare the internal owner's time cost plus the loss from a one-month delayed start, not just the government fees. Many companies find the break-even lands at the second or third foreign employee.
Can we change provider mid-year
Yes — insist on a complete handover: copies of filings already lodged, fee receipts, the expiry calendar and any powers of attorney still in force. Incomplete handovers are a common cause of missed reporting dates.
Can a foreign employee work from home
It depends on the work location recorded on the permit. If actual practice differs from what was declared, file an amendment first — inspections compare against the recorded details, not your internal policy.
Do we register foreign staff for social security
Employees inside the company's payroll are generally within scope, apart from specific categories the law excludes. Check each person's status before the first monthly filing so you avoid retroactive corrections.
What happens if the employee resigns mid-year
Cancel the work permit and notify the relevant agencies in order, then close that person's social security and payroll tax cycle. Leaving a permit open makes the next hire into the same role harder.
Official sources
Not sure which route fits your case?
Call +66-92-017-0000, email contact@tla.co.th, or message us on LINE. Monday to Saturday, 09:00–18:00 Bangkok time, in English or Thai.