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How does an assignment extension work?

Is your professional's assignment coming to an end and are you expecting an extension? Learn how the extension process works, when you can expect confirmation, and what you can do if you already know the assignment will be extended.

When a client decides to extend your professional's assignment, we receive an extension request from the client. Once we have received this request, we generally process the extension within two business days.

Why can an extension sometimes take longer?

It may happen that you have not yet received confirmation of the extension. This does not automatically mean that the client has not yet made a decision.

Within many organisations, an extension request goes through several internal steps before it reaches HeadFirst Group. These may include:

  • approval by the hiring manager;
  • processing by HR or a contingent workforce desk;
  • internal administrative checks;
  • additional assessments or document reviews.

As a result, the client may already have informed you that they intend to extend the assignment, while we have not yet received the official extension request.

Have you already been informed that the assignment will be extended?

It is quite common for either your professional or the client to let you know that the assignment will be extended before we receive the official extension request.

We appreciate it if you also let us know. This allows us to track the expected extension and check whether any information is still outstanding from the client.

You can simply notify us by emailing contracts@headfirst.nl. Please include the following information:

  • the client's name;
  • the current contract number;
  • any relevant details regarding the extension.
When do you need to provide documents?

For an extension, we may require additional documents, such as an up-to-date insurance policy or other mandatory documentation. If this is the case, we will contact you.

By providing the requested documents as quickly as possible, you help us complete the extension without unnecessary delays.

Which documents may be required for an extension?

When processing an extension, we verify that the documentation we have on file is still valid. Depending on the assignment and the contract type, we may request additional documents.

Insurance

We may ask you to provide up-to-date insurance documentation. A proof of payment alone is not sufficient. We prefer to receive:

  • a policy renewal confirmation; or
  • a proof of payment together with the corresponding invoice, so we can compare it with your insurance policy.

This enables us to verify that the payment relates to the correct insurance policy.

Chamber of Commerce (KvK)

When a new file is created, an extract from the Dutch Chamber of Commerce (KvK) may be no more than three months old.

For an extension, we accept an extract that is up to one year old. We also verify the details of the company's currently registered directors.

Does calling about the status help?

We understand that you would like clarity as soon as possible. However, calling us repeatedly will not speed up the process.

If we have not yet received the extension request, we do not have any additional information available at that time either. As soon as we receive the request, we will process it as quickly as possible. If we require any additional documents from you, we will let you know immediately.