Checklist: Essential Documents for C-4-5 Visa
10 hours by bus. 20 hours round trip. That is the distance the Indian engineers had to travel just to apply for their visas. If even a single document was missing, they would have to endure that 20-hour journey again. Meanwhile, equipment installation at the Korean factory would grind to a halt, racking up tens of thousands of dollars in daily losses.
In this post, we share the detailed practical process of how we successfully managed a complex, tri-national C-4-5 Short-Term Work Visa project involving a Swiss client request, Indian engineer dispatch, and installation sites in Songdo and Yeouido, Korea.
The C-4-5 visa is for short-term employment lasting less than 90 days. It is required when inviting foreign technical experts to Korea for tasks such as equipment installation, test runs, and maintenance.
Many people confuse this with the Artist/Performance visa because they share the same C-4 code. However, while the code is the same, the nature of the visa is entirely different. The Artist visa is for performance activities, whereas the technical dispatch for machinery installation—like in this case—is subject to a completely different set of strict criteria.
The core is not just proving "they are coming to work," but proving "without this specific person, the Korean site cannot operate."
The structure of this project was as follows:
A Swiss request, Indian engineers departing, and work taking place in Korea. This typical multinational structure creates significant complexity in visa administration.
1. Geographical Constraints in India To apply for a Korean visa in India, one must visit the VFS Center in Mumbai. The problem was that the engineers lived a 10-hour bus ride (one way) from the center. They had to leave at dawn to arrive by evening. If the on-site staff said, "This isn't an original document, please come back," days would be wasted, and the entire Korean project schedule would be jeopardized.
The request from the Swiss HQ was firm:
"We don't care about the cost. Just get it done in one shot."
2. Frequently Changing Schedules Due to local circumstances, the installation dates changed twice. Visa applications require specific entry dates and duration of stay. Every time the schedule shifted, all prepared documentation had to be revised.
3. Complex Indian Online Visa System Visa applications in India must go through a mandatory online system. It is notorious for errors (often requiring a complete restart) and is not user-friendly, posing a significant burden to those unfamiliar with it.
Solution 1: The "Zero Supplement Request" Strategy Relying solely on the basic documents listed on the embassy website is risky. In our experience, basic documents almost always lead to requests for additional proof. Leveraging data from numerous Indian visa cases, we preemptively prepared "documents they might ask for." We included original income tax returns from the last 2 years, 6 months of original pay slips, and original dispatch orders with company seals. We were ready for any question the consular officer might ask.
Solution 2: Real-Time Response to Schedule Changes Many agencies might say, "Contact us when the dates are fixed." However, we communicated with the Swiss manager in real-time, updating the online application data immediately whenever the schedule shifted. We handled communications at dawn to match the Swiss time zone. The engineers are experts in machinery, not paperwork. We handled 100% of the online data entry so they could focus solely on "traveling" and "site visits."
Solution 3: Proving the Core of C-4-5 — "Why HIM?" There is one question immigration officers always check for C-4-5 visas:
"Why do you need to bring someone from India instead of using a technician in Korea?"
If this isn't answered clearly, the visa will be denied, no matter how perfect the paperwork is. We analyzed the Equipment Sale Agreement and Service Agreement in depth. The 'FCP-47.2' is not a generic industrial machine but a high-precision calibration rig. We logically argued in the invitation letter that these Indian engineers were not simple laborers, but the only personnel possessing exclusive technology and commissioning know-how for this specific equipment.
Q. The machine delivery is scheduled. When should we start the visa process?
A. You should start at least 1.5 to 2 months in advance. We strongly recommend allowing extra time for countries with many local variables, like India.
Q. What if there are multiple technicians?
A. You must prepare a full set of documents for each individual. If even one person's paperwork is missing, that individual cannot enter, which will impact the entire project timeline.
Q. Will the visa be rejected if there are similar technicians in Korea?
A. It won't be rejected simply because "similar" technicians exist. The key is proving why it must be this specific person for this specific equipment/technology. Designing that logical justification is our area of expertise.
(For corporate HR Managers)
Note: This is a basic list. Additional documents may be requested during the review. Consulting with an expert beforehand significantly increases the chances of "one-shot" approval.
Project Result The visas were issued successfully. The Indian engineers arrived in Korea as scheduled and perfectly completed the equipment installation at the Songdo AT Center and Yeouido CCMM Building.
The feedback from the Swiss client can be summarized in one sentence:
"I have never seen a process this smooth."
To HR Managers and Project Managers: If you have signed a contract to import equipment, do not just track the delivery date of the machine. You must also prepare for the entry of the "people" who will handle that machine.
Experienced partners are essential, especially for countries like India where local variables are common. When inquiring, please let us know the equipment introduction schedule and the nationality of the technicians for a more accurate consultation.
Complex multinational visa issues—Let us handle the business risk.
HanGuk Visa
Please feel free to reach out via Email
help@hangukvisa.com
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