What Documents to Request From a Manpower Supplier Before Mobilisation
A pre-mobilization checklist for Saudi contractors: the supplier's company registrations, and the documents each worker needs for a gate pass.
Before mobilising supplied manpower in Saudi Arabia, contractors should collect two sets of documents: corporate compliance records (Commercial Registration, GOSI certificate, ZATCA tax clearance, Saudization certificate, Chamber membership) and worker-level dossiers (valid Iqama, Ajeer notice, medical fitness, trade certificates, and site gate pass photos).
Key takeaways
- Incomplete pre-mobilisation documentation is a common cause of gate access delays on Saudi industrial sites.
- Corporate documentation verifies the supplier's legal capacity, tax standing, and insurance coverage under Saudi law.
- Worker dossiers must include an active Ajeer notice, valid Iqama, medical fitness certificate, and trade competency credentials.
- Checking documents before the PO reduces the risk of a stoppage during a labour inspection.
Need these workers on your site?
Gulf Orbit supplies manpower and scaffolding to companies across Saudi Arabia. Pick the page closest to your requirement:
What an incomplete mobilization file costs
On major industrial and construction projects across Dammam, Jubail, Yanbu, and Riyadh, mobilizing a crew is more than sending a bus to the gate. Industrial complexes and refineries run strict gate checks. If a single worker lacks a verified Ajeer notice, has an expired medical certificate, or presents an Iqama with an incompatible profession code, security can hold the crew at the gate until it is resolved.
For the contractor, this creates immediate losses: idle equipment, postponed crane lifts, stalled welding lines, and missed critical path milestones. Collecting and checking the documents during procurement moves these problems to before the PO, where they cost less.
Corporate compliance checklist (Establishment Level)
Before reviewing CVs, check the supplier's company documents. A supplier without the right licence or with lapsed registrations passes its problems to your site.
| Document Name | Issuing Authority | Validity Check | Why It Matters on Site |
|---|---|---|---|
| Commercial Registration (CR) | Ministry of Commerce | Active status; must include authorized manpower supply activity | Proves corporate legal standing and contractual capacity |
| GOSI Compliance Certificate | General Organization for Social Insurance | Issued within the past 3 months; valid electronically | Confirms employer insurance contributions and injury coverage |
| ZATCA Tax Clearance Certificate | Zakat, Tax and Customs Authority | Valid for the current fiscal year | Ensures supplier is in good standing and eligible for VAT invoicing |
| Saudization / Nitaqat Certificate | Ministry of Human Resources (HRSD) | Shows the current Nitaqat band (Medium Green or above avoids service restrictions) | A restricted band can stop the supplier renewing workers' permits |
| Chamber of Commerce Membership | Local Chamber (Asharqia, Riyadh, etc.) | Current annual membership | Required for attestation of commercial agreements and guarantees |
| Ajeer Work Notice (إشعار عمل) | HRSD / Qiwa Platform | Active status with verifiable QR code; lists correct site location | Statutory authorization preventing illegal labor penalties under Article 39 |
| Worker Iqama & Medical Fitness | Jawazat & Certified Occupational Clinic | Minimum 3 months validity; fit-to-work medical clearance | Mandatory for site gate pass issuance and HSE site induction |
Worker-level gate dossier checklist (Field Level)
Then collect a file for each worker:
1. Clear Iqama Copy: Both front and back, with at least 90 days of remaining validity before renewal. 2. Ajeer Work Notice: Generated specifically for your project contract, detailing the worker's full name, Iqama number, and approved work location. 3. Medical Fitness Certificate: Issued by an accredited occupational health center, including baseline audio, pulmonary, and vision screening for high-risk trades. 4. Trade Competency Certificates: Third-party qualifications (such as AWS/CSWIP for 6G welders, TUV/Aramco approvals for riggers, or certified scaffolder cards for scaffolders). 5. Driver / Operator Licenses: Valid Saudi government licenses and third-party heavy equipment certifications for crane operators and forklift operators. 6. Passport-Sized Photographs & National ID: Required by site security departments for magnetic gate badges and RFID tracking passes.
Plant-specific gate requirements (Aramco, SABIC, RCJY Gates)
Petrochemical plants and Royal Commission areas ask for more than a commercial site. Gate applications in Jubail Industrial City or Ras Tanura can require:
- Security Clearance / Background Check: Processed through High Commission for Industrial Security (HCIS) channels. - Plant Safety Induction Cards: Proof of completion of plant-specific hazard awareness courses (e.g., H2S awareness, confined space entry, working at heights). - Mandatory PPE Compliance Sign-off: Evidence that workers have been issued flame-resistant clothing (FRC), safety footwear, and task-specific PPE meeting plant specifications.
Ask the site for its gate-pass list early and send it with the RFQ, so the supplier can prepare the files before mobilization.
Gate rules differ by city as well as by plant. The city pages list what to state in the RFQ for each: manpower supply in Jubail, manpower supply in Dammam and manpower supply in Al Khobar.
Standard operating procedure for procurement onboarding
A simple timeline, to adjust to your site's gate-pass lead time:
- T-minus 14 Days: Execute commercial agreement and verify supplier corporate documents on Qiwa and ZATCA. - T-minus 7 Days: Receive worker dossiers, verify trade certificates, and submit gate pass applications to site security. - T-minus 3 Days: Generate electronic Ajeer notices on Qiwa and conduct internal QA/QC document audits. - T-minus 1 Day: Confirm gate pass issuance, accommodation logistics, and transportation routing. - Day 1: Conduct site safety induction and deploy crews directly to active work fronts.
To see Gulf Orbit's prequalification documents, visit the prequalification page, or send your scope through the manpower request form.
*This article is practical guidance for contractors in Saudi Arabia, not legal advice. Check requirements against current HRSD and Qiwa rules. Last reviewed: October 2026.*
Frequently asked questions
How long does it take to secure industrial gate passes for supplied workers?
It depends on the site. Commercial sites can issue passes within days; industrial plants with security vetting and plant inductions take longer. Ask the site's security office for its lead time and plan the mobilization date around it.
Can we accept a worker whose Iqama has less than 30 days of validity?
Avoid it. Many industrial sites will not issue a pass for an iqama close to expiry, and an iqama that lapses on site ends the worker's access. Ask for renewal before mobilization.
What medical tests are required for pre-mobilisation clearance?
Each site sets its own list. A typical set is a general physical exam, infectious disease screening and blood pressure; high-risk trades such as welders, scaffolders and crane operators may also need lung function, hearing and vision tests.
What documents does Gulf Orbit send before mobilization?
Worker documents are reviewed per project. CVs are sent for your approval before mobilization, and for trades that need a TUV card, card copies are sent with the CVs. Tell us your facility's gate-pass list in the RFQ so the required documents are confirmed before mobilization.