Manpower Agency Daily Follow-Up Checklist and Mistakes

An agency's reputation is built on one thing: candidates move, and people know where they stand. Delays rarely come from big failures. They come from small missed follow-ups. This checklist gives your team a daily, weekly and monthly routine, followed by the mistakes that most often hold files back. It is about internal record keeping and follow-up; procedures and legal requirements come from the authorities and your licence, and you must confirm them yourself.

Daily checklist

1. Open the list of candidates with an action due today.
2. Check new registrations: is the document checklist complete, are the passport photo and details readable?
3. Check documents received yesterday and attach them to the right file.
4. Follow up on medical reports, visa submissions and employer replies that were expected today.
5. Return all candidate and family calls and note each call in the file.
6. Post all receipts and refunds from the day and match them to candidates.
7. Close the day by reviewing what is overdue and who owns each item.

Weekly checklist

• List candidates by stage and highlight those exceeding the target days.
• Review demands: required, selected, in processing, balance.
• Check upcoming dates: passport expiry, medical validity, visa deadlines, flights, orientation.
• Send status messages to candidates in each stage, using ready templates.
• Reconcile the cash and bank receipts with the ledger.
• Meet the processing team for ten minutes to resolve blockers.

Monthly checklist

• Departures in the month and the reasons for any failed files
• Sub-agent performance: candidates sourced, processed, withdrawn, commission due
• Outstanding balances from candidates and employers
• Complaints received and how each was resolved
• Backup test and permission review: remove access for people who left
• Licence and registration dates falling in the next quarter

Common mistakes and fixes

Mistake	What happens	Fix
Poor-quality passport scans	Re-submission and lost days	Check legibility at registration
Spelling differences in names	Mismatched papers	One master spelling copied from the passport
Medical report not recorded	Candidate stuck unnoticed	Status update on the day of receipt
Passport nearing expiry	Last-minute renewal panic	Reminder well before any submission
Receipt not issued	Dispute about payment	Issue and file a receipt every time
Sub-agent promises made without records	Commission disputes	Agree and record commission rule per demand
Staff keep files on personal phones	Data lost when they leave	Upload to the shared system
Candidate not told of delay	Angry calls and rumours	Short honest status update

A case-style walkthrough

Take a generic agency with a demand for a group of workers. On Monday, the weekly stage report shows six candidates in medical for longer than the target. The processing officer calls the medical centre and finds that two reports were ready but never collected. They are collected and recorded the same day. Another candidate's passport expiry shows within the reminder window, so the family is told to start renewal now. A third candidate's sub-agent calls to ask about progress, and the staff member answers from the record in under a minute. None of this needs genius. It needs the list to be visible and the routine to be followed.

Communicate honestly with candidates and families

People travelling abroad for work often borrow money and wait anxiously. Clear updates are an act of respect. Prepare short messages for each stage in simple Nepali. Do not promise dates you do not control. If something goes wrong, say so and explain the next step. An agency that communicates honestly earns referrals; one that goes silent earns complaints.

Make the routine automatic

All of these lists can be run from a spreadsheet, but they depend on someone building them each morning. In manpower agency software the lists are views of the same data: today's actions, delayed files, expiring documents, demand balances, commission due. When the lists are generated for you, the routine is more likely to survive a busy week. Your own staff records are better managed in HR software.

Assigning ownership

A checklist without owners is a wish list. Next to each item, write the name of the person responsible and the time by which it should be done. For example, reception owns new registrations and call notes, the processing officer owns documents and stage changes, accounts owns receipts and ledgers, and the manager owns the weekly and monthly reviews. When someone is absent, name the person who covers. Write this on the same page as the checklist so that nobody needs to ask.

What to do when a file is stuck

If a candidate has been in one stage far longer than the target, treat it as a case. Find the blocker: a missing paper, a pending employer reply, a payment question or a candidate who is unreachable. Write the blocker in the file, assign a person and set a date to review. Escalate to the manager after the second missed date. A stuck file with a written reason is manageable; a stuck file nobody has looked at is how complaints begin.

Next step

Print the daily checklist and use it for one week. Note which items you could not complete and why. Send us the notes on WhatsApp and we will show how those gaps can be handled in a system built around your agency.

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