Visa, stamps, proper visa status, and legal work permit are extremely important to your stay in Thailand. Without any of these, you will not be permitted to enter Thailand or legally volunteer at Warm Heart. These documents must be taken very seriously. Remember, Warm Heart Foundation, Inc. (from here on referred to as Warm Heart) is a community organization that works closely with local government officials. Every aspect of our work must be transparent and legal, including the immigration status of our interns/volunteers/coop students. As an intern/volunteer/coop student of Warm Heart, you are a representative of Warm Heart in any setting at any time. Any minor violation of Thai law committed by you will put Warm Heart under legal scrutiny and will jeopardize the opportunities of other volunteers, as well as the work that Warm Heart does.
Unfortunately, important as they are, visas, stamps, visa status, and work permits are difficult to understand. It is very easy to confuse one for the other. This information sheet is meant to help you understand these documents and the role each plays in your ability to stay in Thailand legally under Thai immigration law.
Key Terms
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Visas
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The visa is your “permission slip” to enter Thailand.
If you possess a
single entry visa,,
then your visa becomes void and invalid once you enter Thailand. This means, if you leave Thailand, you cannot enter Thailand again using that same/previous visa. You must apply for a new visa at a Thai Consulate or Embassy located outside of Thailand.
If you possess a multiple entry visa, then you can use that one visa to enter the country several times before the expiration date indicated on the visa. This means, if you leave Thailand, you do not need to apply for a new visa to enter Thailand again.
Visas also define what visa status you will hold while you stay in Thailand. All interns/volunteers/coop students will apply a non-immigrant O visa. This will give you non-immigrant O visa status.
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Visa Status
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Your visa status defines what type of activities you are allowed to participate in during your stay in Thailand. All interns/volunteers/coop students will apply for the non-immigrant O visa, which will give them the non-immigrant O visa status, allowing them to engage in volunteer activities. Furthermore, non-immigrant O visa status allows you to apply for a work permit. Tourist visa status does not allow for the application of a work permit nor does it allow the individual to engage in any type of work in Thailand. Note: Warm Heart will ask you for a Xerox of your visa when you arrive. If you do not have a non-immigrant O-visa, you will not be permitted to stay. You may not work at Warm Heart on a tourist visa.
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Stamps
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When you enter Thailand, you must pass through Immigration and Border Patrol. The immigration officer will look at your visa and then stamp a stamp into your passport. This stamp is extremely important! It is this stamp that allows you to stay in Thailand legally – not your visa per se. This stamp makes your visa status valid. Be sure to look at the stamp and remember the dates. This stamp will contain the following important information:
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the date that you entered
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your visa status (most likely written as “NON O”)
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expiration date (you must leave Thailand before this date)
Interns/volunteers/coop students who plan on staying in Thailand for over three months must apply for a work permit and visa status extension as soon as they arrive in Thailand. Once your work permit and visa status extension is approved, you will receive a new stamp in your passport indicating the new expiration date.
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Work Permits
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All interns/volunteers/coop students must possess work permits while at Warm Heart. According to Thai immigration regulations, “work” is not defined by payment for tasks. “Work” is defined by the use of physical or mental energy to complete tasks. Furthermore, any person who will “work” for a time period exceeding 15 days, must apply for a work permit. Therefore, it is imperative that all interns/volunteers/coop students possess work permits. (Please note that individuals who enter Thailand on a tourist visa, will have tourist visa status and cannot engage in any type of work while in Thailand).
Work permits can only be obtained at the Ministry of Labor in Thailand. Upon your arrival in Thailand, the Warm Heart Volunteer Manager will collect the necessary information from you to begin the work permit application process.
Visas, Work Permits, and Visa Status Extensions
Applying for your Non-Immigrant O Visa
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If you do not have a passport, apply for one immediately. Passports must be valid for at least six months after your intended date of return to the US. For example, if you plan to return to the US June 2009, your passport must not expire before Dec. 2009.
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At least two months prior to your departure, you must submit the following information to the Warm Heart Volunteer Manager:
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Name: first, middle, last name
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Address
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Date of Birth
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Gender
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Country of Citizenship
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Passport Number
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Scan and email a copy of the biographical page of your passport (the page with your photo)
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The Volunteer Manager and Warm Heart’s lawyer will prepare a package of documents for you to present to the Thai Consulate/Embassy in the US. These documents will be sent to you via mail.
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While you wait for these documents, please go to the Directory of Thai Embassy and Consulates in the USA website to locate the embassy or consulate nearest you: http://www.thaiembdc.org/directry/direc_e.htm
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Go to the appropriate Thai Embassy/Consulate website and read all the information regarding visas. For some consulate/embassy websites, this information is located on the Consular Services page. Pay special attention to the visa fees and processing times. These may vary depending on consulate/embassy location. These fees must be paid directly to the Thai consulate/embassy. Do not send this money to the Warm Heart Volunteer Manager.
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Download and complete the visa application form. Do not wait last minute to apply for your visa! Apply for your visa as soon as you receive the package of documents from the Warm Heart Volunteer Manager. Please review all documents. You will see that your volunteer invitation letter says that you will be volunteering for the Family Foundation. This is our partner foundation that will assist in the visa application process. For the purposes of the application, you will be volunteering for the Family Foundation.
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On the application form, you will indicate that you are applying for a Non-Immigrant Visa. In the “Duration of Proposed Stay” slot, you will write, “One year.” Most Thai consulate/embassy locations will only grant three months regardless of your request. However, in the past some consular officials have approved the one year visa requests. For that reason, you will write “one year” in that blank.
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Apply for your visa. The consulate/embassy website will explain how to apply for the visa via mail or in person. Be sure to submit all the documents sent to you by the Volunteer Manager, two passport sized photographs, visa application fee, visa application form, your passport and any other required document listed on the Thai consulate/embassy website.
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Receive your non-immigrant visa in your passport via mail or in person.
Entering Thailand
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When you arrive at the airport in Thailand, you must pass through Immigration and Border Patrol before you can proceed on to baggage claim.
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Complete the Arrival side of the Arrival-Departure Card that the flight attendant gave you on the plane. This will be a double sided card that is about four inches wide and eight inches long. Complete this card prior to standing in the immigration line.
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Give the Immigration Officer your passport and the Arrival-Departure Card.
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The Immigration Officer will look at your passport, visa, and then most likely ask you the following questions:
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Question: Is this your first time in Thailand?
You answer honestly.
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Question: How long will you be staying in Thailand?
You answer honestly.
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Question: Where will you be staying?
“In Chiang Mai.”
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Question: What will you be doing in Chiang Mai?
“I will be volunteering.”
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Question: Where?
“The Family Foundation.”
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Question: Are you planning on getting a work permit?
“Yes.”
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The Immigration Officer will then stamp your passport with the stamp that shows your visa status (probably written as “NON O”), date of entry, port of entry, and expiration date. S/he will also separate the Arrival-Departure card. The Immigration Officer will retain the Arrival Card and staple the Departure Card into your passport. Do not remove it from your passport. The Departure Card must remain in your passport until an Immigration Officer removes it when you leave Thailand.
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The Immigration Officer returns your passport to you. You smile and proceed on to baggage claim.
Work Permits and Visa Extensions
After you get settled into your accommodations in Phrao, the Volunteer Manager will collect the information required to apply for your work permit and visa extension (if applicable). This information will be submitted to Warm Heart’s attorney in Chiang Mai who will prepare all the necessary documents and return them to you for signature. You will review the documents with the Volunteer Manager and sign the documents. The Volunteer Manager will then send the documents back to the attorney who will finalize the application and submit it to the Ministry of Labor. The total processing time for all steps involved in this application process is one month.
Visa extensions will be required for those interns/volunteers/coop students who plan to stay in Thailand past the date indicated on their stamp. The process is similar to the work permit application process. The processing time for this application is three months.
Application Fees and Attorney Fees
Applying for visas, work permits, and visa status extensions are extremely complicated. Warm Heart, therefore, has hired an
attorney to prepare these applications on our behalf. Further details will be provided upon receipt of your application.
Summary of Important Points
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Submit the initial information to the Volunteer Manager at least two months before you plan on leaving for Thailand
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Apply for a Non-Immigrant O Visa valid for one year at the Thai Embassy/Consulate located nearest to you.
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Apply for a work permit as soon as you get settled into Thailand.