Employee transfer in Saudi Arabia is no longer a manual or informal administrative process. Today, every transfer is governed through the Qiwa platform, operated under the Ministry of Human Resources and Social Development (MHRSD). While Qiwa has significantly enhanced transparency, employer accountability, and worker protection, many companies continue to experience unexpected transfer rejections often without fully understanding the regulatory reasons behind them.
A rejected Qiwa transfer is not just a technical inconvenience. It can delay project execution, disrupt business operations, create employee dissatisfaction, and expose companies to compliance risks if not managed correctly. Understanding the system requirements, labor obligations, and compliance responsibilities is essential.
This guide explains:
- Why Qiwa rejects employee transfers
- The most common legal and procedural reasons behind rejection
- Practical, compliant solutions to prevent delays and ensure smooth approvals
By aligning with Saudi labor laws, fulfilling employer responsibilities, and applying the correct Qiwa procedures, organizations can avoid unnecessary rejections and maintain seamless workforce mobility across sectors in the Kingdom.
What is Qiwa?
Qiwa is the Ministry of Human Resources and Social Development’s digital platform for managing employment relationships in Saudi Arabia. It connects employers, employees, and regulators under one system.
Before an employee can legally transfer:
- The new employer must be registered on Qiwa
- A compliant contract must be issued
- All records must align across systems
If any requirement is missing, Qiwa automatically rejects the request.
How to Register on Qiwa:
- Visit the Qiwa platform: https://www.qiwa.sa and click on “Sign Up / Register.”
- Choose your account type: Employer (for companies) or Employee (for individuals).
- Fill in the required details: company CR (commercial registration) number for employers, or national ID/Iqama for employees.
- Verify your account via email or SMS to complete registration.
Once registered, employers can manage workforce transfers, labor contracts, and recruitment processes directly through the platform. Employees can view transfer requests, contract status, and update personal information. Proper registration ensures compliance with Saudi labor laws and smooth workforce mobility, avoiding Qiwa transfer rejections and administrative delays.
Why Qiwa Transfers Get Rejected
Most rejections are system-based, not personal. Below are the most common reasons.
1. Incomplete Qiwa Registration
One of the most frequent issues is incomplete qiwa registration by the new employer.
Why This Happens
- Company account not fully verified
- Missing commercial registration data
- Inactive business license
- Incomplete Saudization profile
How to Fix It
- Ensure the company profile is fully activated
- Verify all business documents
- Confirm company eligibility for hiring expatriates
Without proper registration, Qiwa will not allow any transfer request to proceed.
2. Employer Not Eligible on Qiwa Business
Even if registered, some companies are not eligible to receive transferred employees due to compliance issues.
Common Eligibility Problems
- Low Nitaqat (Saudization) score
- Labor violations
- Hiring restrictions or bans
- Exceeded expatriate quota
These issues are managed under qiwa business accounts.
Solution
- Improve Saudization ratio
- Resolve outstanding labor penalties
- Wait for restriction periods to end
Qiwa automatically blocks transfers if eligibility rules are not met.
3. Existing Employee Contract Still Active
Qiwa does not allow transfers if the employee has:
- An active contract with the current employer
- A contract not properly terminated
- Contract end date not updated
Why This Causes Rejection
Qiwa treats contracts as legally binding. An employee cannot be transferred while still contractually tied.
How to Fix It
- Terminate or close the current contract correctly
- Ensure contract status changes to “ended”
- Confirm system update before initiating transfer
4. Employee Did Not Accept the New Contract
Many employers assume submitting a contract is enough. It is not.
Key Requirement
The employee must log in and accept the new contract.
Employees can do this through:
- Qiwa portal
- Qiwa app on mobile
If the contract is not accepted, Qiwa automatically rejects or pauses the transfer.
Best Practice
Always notify the employee immediately and confirm acceptance status.
5. Mismatch Between Job Title and Iqama
Qiwa validates job titles against residency records.
Common Mismatches
- New role not matching iqama profession
- Incorrect job classification
- Overly generic or restricted titles
How to Fix It
- Align job title with iqama profession
- Request job title correction if required
- Use approved occupation categories
This is one of the most overlooked causes of transfer rejection.
Related: From Visa to Active Status: Absher, Iqama Qiwa & Muqeem Guide
6. Employee Has Labor Disputes or Absconding Status
Transfers are blocked if the employee has:
- Active labor disputes
- Absconding (Huroob) record
- Legal cases or violations
Qiwa automatically checks these conditions.
Solution
- Resolve disputes through official channels
- Clear absconding status
- Wait for legal resolution before reapplying
Transfers cannot bypass legal flags.
7. Transfer Timing Violations
Qiwa enforces timing rules.
Examples
- Transfer attempted too soon after contract start
- Not meeting minimum employment period
- Violation of notice requirements
Fix
- Review eligibility timelines
- Wait until transfer window opens
- Follow notice period requirements
Timing errors are common in urgent hiring situations.
8. System or Data Synchronization Delays
Sometimes, all conditions are met but Qiwa still rejects the transfer.
Why This Happens
- Delays syncing with other systems
- Recent updates not reflected yet
- Temporary platform issues
What to Do
- Wait 24–72 hours
- Refresh contract status
- Reattempt transfer after confirmation
Avoid repeated submissions without verifying system updates.
Related: How Muqeem Affects Final Exit, Re-Entry, and Workers Records
Step-by-Step Checklist to Fix Qiwa Transfer Rejections
Step 1: Verify Employer Eligibility
- Confirm active qiwa business status
- Check Saudization score
Step 2: Confirm Employee Eligibility
- No disputes
- No absconding record
- Valid residency
Step 3: Align Job Details
- Correct job title
- Matching profession
- Accurate salary and contract terms
Step 4: Issue and Accept Contract
- Upload contract correctly
- Employee accepts via Qiwa portal or app
Step 5: Monitor Status
- Track transfer progress
- Address system alerts promptly
How Recruitment Agencies Reduce Qiwa Transfer Failures
Many employers struggle because they treat transfers as administrative tasks instead of compliance processes.
A reputable recruitment agency in Pakistan helps by:
- Pre-checking employer eligibility
- Verifying worker documentation
- Aligning job titles and contracts
- Coordinating employee acceptance
- Reducing rejection risks
This support is especially valuable for companies hiring overseas or transferring skilled professionals.
Real-World Example
A technology company attempted to transfer a skilled engineer urgently. The transfer was rejected twice.
Root cause:
- Contract accepted late
- Job title mismatch
After correcting the job title and guiding the employee to accept via the Qiwa app, the transfer was approved within days.
Business Impact of Qiwa Rejections
Repeated Qiwa rejections can:
- Delay onboarding
- Increase hiring costs
- Damage employer credibility
- Disrupt project timelines
Fixing issues early protects both operational and brand reputation.
Frequently Asked Questions (FAQs)
Why does Qiwa reject employee transfers?
Most rejections are due to employer eligibility issues, contract errors, or employee status problems.
Is Qiwa registration mandatory?
Yes. Without proper qiwa registration, transfers cannot proceed.
Can employees accept contracts on mobile?
Yes, through the Qiwa app.
Can a recruitment agency help with Qiwa issues?
Yes. Experienced agencies prevent errors before submission.
Eliminate Qiwa Transfer Barriers with the Right Recruitment Support”
Employee transfers should not become operational roadblocks. Understanding Qiwa rules and applying them correctly saves time, money, and frustration.
If your organization is facing repeated Qiwa transfer rejections, working with a reputable recruitment agency in Pakistan can make the difference. Recruitmentpk supports employers with compliant hiring, documentation alignment, and workforce mobility solutions.
Contact us today to simplify employee transfers and ensure smooth workforce transitions.
Final Summary
Qiwa rejections are rarely random. They result from clear compliance gaps related to registration, contracts, job titles, or employee status. By understanding these rules and following a structured process, employers can fix transfer issues quickly.
With the right knowledge and the right recruitment partner Qiwa transfers become predictable, compliant, and efficient.
