A visa stamp is a physical mark, label, or sticker placed in a passport by a foreign government’s embassy or consulate. It confirms the traveler’s visa has been approved and grants them permission to travel to the destination country and seek entry.
Not all countries require a stamp—some use digital or biometric alternatives. For example, instead of stamping a passport, the EU intends to scan fingerprints and faces upon entry, as part of its Entry/Exit System (EES), as early as October 2025.
For individuals traveling to another country for work, even if a job offer and work authorization are approved, a valid visa stamp is typically required to enter the country.
Why are visa stamps important?
A visa stamp is the official entry document for a traveler. It authorizes the holder to enter, stay, or work in the destination country for a specific period and purpose, such as employment, study, or tourism.
Immigration authorities at ports of entry check the visa stamp to confirm that the traveler has received prior approval to cross the border and engage in permitted activities, such as working, before allowing entry.
Typically, international employees entering a country to begin work on a sponsored basis must have a visa stamp. Without the appropriate visa stamp, they may be denied entry into the country or their right to work there legally.
Visa stamp vs. visa status: What’s the difference?
Visa stamps are sometimes confused with visa statuses. The table below outlines the differences between them:
| Visa stamp | Visa status |
|---|---|
| Is placed in a passport before entry | Is assigned upon arrival or while in-country |
| Indicates entry permission | Indicates legal stay conditions |
| Is issued by a consulate or embassy abroad | Is managed by the in-country immigration authority |
| Can expire while the visa status remains valid | Can change (e.g., through extensions) |
Example: In the U.S., an H-1B visa holder has a visa stamp valid for two years. They are allowed to remain in the country after the visa stamp expires if immigration authorities extend their visa status.
How visa stamps impact global employers
Managing current or prospective employees’ visa applications is a multistep process. A crucial step on the journey is ensuring that the visa stamp is given before an individual arrives at the destination country.
To ensure visa stamps are secured before travel, employers should help coordinate employee visa appointments at embassies or consulates, as delays in processing or document errors can postpone employment start dates.
Note: Some employees may need to travel abroad solely to obtain a new visa stamp for re-entry after their visa status is changed. When an employee transitions from one visa category to another or changes employers, their existing visa stamp may no longer be valid for re-entry purposes. This requirement often forces employees to leave the country specifically to visit its consulate or embassy abroad, where they can apply for and receive the appropriate visa stamp before returning.
4 tips for employers
Obtaining a visa stamp can be an overwhelming process for both current and prospective employees. To smooth the process for them, consider the following suggestions:
- Support employees through visa stamp appointments. Current or potential employees must bring the correct documents to the appointment, prepare for the interview with the authorities, and arrive at the consulate or embassy on time. Employers can address employee questions regarding the appointment, including how to complete the required documents effectively.
- Work with immigration counsel. Employers are wise to seek guidance from legal counsel with expertise in employment and immigration matters to avoid noncompliance liabilities.
- Avoid missteps. At best, errors in documents or misspeaking during the visa stamp interview can delay the employment start date. At worst, they can lead to noncompliance with immigration laws.
- Stay up to date. Stay abreast of country-specific visa stamp rules, as they can change. Determine if appointment backlogs or consular closures will affect your current or potential employees.
FAQ
Is a visa stamp the same as a work visa?
Not exactly. A visa stamp is the physical proof of visa issuance. The actual work authorization (visa status) may be determined after entry.
Does a visa stamp guarantee entry into a destination country?
No. It allows the traveler to seek entry at a port of entry, but final admission is at the discretion of border officials.
What happens if a visa stamp expires?
The employee can stay in the country as long as they maintain a valid visa status. However, they cannot re-enter after traveling abroad without renewing their visa stamp.
Do all employees need a visa stamp?
Only non-citizens traveling to another country for work require visa stamps.
Let Velocity Global manage the visa process for you
Understanding the intricacies of the visa process for current or potential employees is not straightforward (not to mention that the visa process varies significantly between countries). Many businesses choose to partner with Velocity Global, an Employer of Record with deep immigration expertise in handling the complex visa paperwork for their customers’ current and prospective employees.
Want to learn more about hiring globally while staying compliant with changing immigration laws? Contact us for more information.
This information does not, and is not intended to, constitute legal or tax advice and is for general informational purposes only. The intent of this document is solely to provide general and preliminary information for private use. Do not rely on it as an alternative to legal, financial, taxation, or accountancy advice from an appropriately qualified professional. The content in this guide is provided “as is,” and no representations are made that the content is error-free.
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