Coordinating Schengen Work Visa Cover Letters for Multi-Entity Employers

When multiple entities appear on your contract, lay out the relationships immediately. Identify the parent company, local hiring entity, and any professional employer organisation providing payroll services.

Provide a legal diagram or written explanation showing ownership percentages, registration numbers, and jurisdictions. Reference annexes containing corporate registries or group charts.

Detail which entity signs your contract, who pays your salary, and which office supervises your day-to-day tasks. Align these statements with supporting documents to avoid contradictions.

Address tax and social security flows. Explain how contributions route through the local entity and confirm that payroll will operate within host-country systems.

Include letters from each entity confirming their responsibilities: the parent for strategic oversight, the subsidiary for local compliance, and the PEO for payroll execution if applicable.

Clarify insurance coverage. Mention which entity provides health, liability, and relocation insurance, and attach policy certificates.

Discuss data handling. If personal or corporate data crosses borders, reference GDPR or local compliance frameworks and the internal policies governing transfers.

Describe escalation paths. Officers want to know who answers compliance questions. Provide contact details for HR, mobility specialists, and legal teams across entities.

If your role spans multiple Schengen countries, outline travel schedules and how you will remain within residency limits. Include letters authorising cross-border assignments.

Add a unified annex index mapping documents to the entity responsible. This transparency keeps officers oriented and reduces additional queries.

A multi-entity cover letter should read like an organisational briefing, proving every company involved accepts its legal obligations to host you compliantly.