The delayed General Manager’s visit to Saudi Arabia can lead to interruptions in business registration processes, resulting in increased financial loss due to the need to adopt corrective measures. This initial visit, which lasts for at least five business days, plays a crucial role in establishing the company’s legal entity and activating on-ground operations.
This comprehensive checklist will guide you through the essential steps and requirements to ensure a smooth and successful incorporation process.
Things to Know Before the General Manager’s Visit to Saudi Arabia
Regulations require that every company setting up a business in Saudi Arabia appoint a locally resident General Manager (GM) to oversee operations, ensure regulatory compliance, and smooth coordination with relevant ministries.
This individual must first obtain a visa to enter the Kingdom and then hold a valid Iqama (residency permit) to be appointed as a locally resident authorized representative.
Visa Requirements
The GM Entry Visa is a work visa that allows General Managers to travel to Saudi Arabia for a period of no less than 90 days. Once issued, the GM must have it stamped at the designated Saudi consulate or embassy.
Iqama (Residency Permit)
Once in the Kingdom, the GM must obtain an Iqama issued after completing the required medical examinations. The Iqama is typically valid for 12 months.
Re-Entry and Exit Visa
To leave and re-enter the country, an Exit Re-Entry Visa is required. It is advisable to issue a multiple-entry visa to ensure smooth travel throughout the year.
Pre-Arrival Checklist Before Visiting Saudi Arabia
Prior to the general manager’s visit to Saudi Arabia, ensure you have the required documents ready to coordinate with an approved travel agency that will handle your visa process. These documents include:
- A copy of your visa
- Professional photographs
- Medical check-up report (valid for three months)
- Police clearance certificate
NOTE: You must enter Saudi Arabia within three months of the visa’s issuance. Failure to do so will result in visa cancellation, causing a minimum delay of two months in the setup process and potential fines or other government penalties.
To avoid setbacks, plan your travel and complete all preparations to use the visa within two weeks of receiving it, as required to be able to fully complete the business setup process and avoid any delays.
First Steps After the General Manager’s Arrival in Saudi Arabia
Upon your arrival, you will need to complete several key steps, including medical examinations, obtaining health insurance, and processing your Iqama.
1. Visa Stamping
Coordinate with an approved travel agency to stamp your visa. Ensure that your medical report and police clearance are valid for at least three months. Once stamped, the visa remains valid for three months, and you must travel within this timeframe to avoid delays.
2. Arrival and Initial Setup
Upon arrival, complete the following:
- Get a Medical Checkup (Required for Iqama)
- Obtain Health Insurance
- Issue the GM’s Iqama
- Secure a Saudi SIM Card
3. Government Portal Registrations
Then, register on key government portals to facilitate operations and ensure compliance:
- Muqeem: Enables organizations to manage resident employees’ information and transactions online, including issuing, renewing, or canceling visas and permits, and updating residency records.
- Absher: Provides a range of e-services for individuals to manage government transactions, personal data, and administrative matters such as passports, visas, and driving licenses.
- QIWA: Streamlines employment-related processes for both employers and employees, offering a variety of labor and employment services, such as job matching, contract management, and workforce data handling.
- Mudad: Manages payroll and labor compliance for businesses, ensuring legal compliance with labor regulations and maintaining accurate payroll records.
- Saudi Business Council: Allows companies to manage all aspects related to their commercial registration (CR), articles of association, memorandums, and business licenses.
Related read: Muqeem, Qiwa, and Mudad: Complying with Governmental Portals (2025)
What to Do Next After Registering a Business: Essential Tips
After registering the Saudi-based entity, a GM must fulfill the next steps.
Fulfill Saudization Requirements
If your company has fewer than six employees, at least one must be Saudi (often the GM). You must hire a Saudi employee before renewing the GM’s Iqama after one year if your total headcount remains under six.
Clearly Define Responsibilities in the Articles of Association (AoA)
Restricting the GM’s powers too much can lead to operational setbacks. The GM’s functions should include:
- Commercial and Legal Operations: Managing commercial registers, signing contracts, and representing the company.
- Financial Management: Opening and managing bank accounts and authorizing financial transactions.
- Property and Real Estate: Handling property transactions, leases, and construction projects.
- Human Resources and Compliance: Recruiting employees, managing visas, and ensuring Saudization compliance.
- Administrative Authority: Appointing lawyers, granting power of attorney, and representing the company before legal authorities.
Complete Harmonization Procedures
Upon arrival in the Kingdom, the GM must obtain their Iqama and update the Articles of Association (AoA) by replacing the passport number with the newly issued Saudi ID (Iqama).
This essential procedure, known as “harmonization,” enables the linkage of the GM’s Iqama to government portals for full system access and compliance.
Related read: Setting Up a Business in Saudi Arabia: Harmonization Explained
What Risks Could Derail Your General Manager’s Visit to Saudi Arabia?
If your GM visa is delayed, your entire Saudi expansion could come to a halt. The initial steps of company formation are critical, setting the tone for future operations and growth.
Understanding common mistakes is key. Even small oversights, like not obtaining a SIM card, can prevent you from opening a bank account or completing essential steps.
Below are the most common pitfalls that can cause unnecessary delays, higher costs, and compliance risks.
1. Skipping the Qualification Verification Process (QVP)
Your GM visa cannot be issued until the Qualification Verification Process is complete. This mandatory step must be finalized before starting the visa application. Many companies overlook it, leading to major delays from the start.
2. Improper Notarization
If your documents are not correctly apostilled or notarized, the Saudi Embassy may withhold the GM’s passport, delaying visa approval. Even minor errors can result in costly setbacks.
3. Lack of Local Partner for Multiple-Entry Visa Setup
A re-entry visa through Muqeem requires a local representative. Many firms miss this requirement and only discover it when their GM cannot activate their Iqama or travel in and out of Saudi Arabia, causing project delays and operational standstills.
Consequences of Non-Compliance
- The GM cannot enter Saudi Arabia, even after your company’s incorporation
- Bank accounts cannot properly function, staff cannot be hired, and government portals remain inaccessible
- Fines may apply from day one of operations
- Unclear timelines can cause budget overruns and poor resource allocations.
Next Steps
It is essential for companies and executives to fully understand their legal obligations and remain compliant with all Saudi regulatory requirements.
To avoid these consequences, GMs must ensure compliance with the legal and regulatory requirements applicable to their industry. Experienced business setup and corporate service providers, such as AstroLabs, can help ensure full compliance and prevent costly setbacks while conducting business in the Kingdom.