IMMIGRATION DEPARTMENT OF MALAYSIAESD Online Guidebook V3.1 2017

TABLE OF CONTENT

Overall Process

2-3

STAGE 1: Company Registration

5

STAGE 2: Company Activation

9

STAGE 3: Expatriate Application

19

STAGE 4: Passport Endorsement

31

SUMMARY OF CHANGES
No
1
2
3
4
5
6
7

TopicsTypes of Employment Pass
Expatriate Applications via MYXpats Centre
Employment Pass (Category I)
Employment Pass (Category II)
Employment Pass (Category III)
Frequently Asked Questions - MYXpats Centre contact number
Frequently Asked Questions - ESD/ MYXpats Centre contact number

Page
15
20
21
22
23
33
34

1

OVERALL PROCESS
Expatriate Applications
via MYXpats Centre

Overview

Company can now submit expatriate applications.

Company Registration via ESD
Company submits all related company information
through the Expatriate Services Division (ESD), Immigration
Department of Malaysia at esd.imi.gov.my

STAGE

STAGE

3

4

Passport Endorsement &Collection

STAGE

2

STAGE

1

Pay the applicable fee, endorse the passport at
MYXpats Centre, and collect the passport once it is ready.

Company Activation
Company signs Letter of Undertaking (LoU) andreceive further access to the ESD’s portal services.
2

3

STAGE 1:

COMPANY REGISTRATION VIA ESD

2

1

Log in using the login id andpassword created. Submit relatedcompany information andcompany projection of
expatriates required for the year.

Create account by clicking “Registration”
and fill in the necessary information.
Click the activation link sent to the email
address registered in the system.
1(a) purchase e-Info SSM
Company is required to purchase e-Info
SSM through ESD online.

submit company
application

5

create account3
4

Approved company may
now proceed to STAGE 2(refer to page 9) forcompany activation.

Status notification will besent via the ESD systemwith further instructions.
AL
OV
PR
AP

company activation
Company does not meet therequirement for expatriate application.

4

rejection

N

RE

C

JE

TIO

notification

5

Verification andvalidation of thesubmitted information.

clearance

Company Eligibility Criteria:

Documents required for company registration:

1.

Must be registered with:a. The Companies Commission of Malaysia (SSM) under Companies Act 1965; OR
b. The Registry of Societies Malaysia (ROS) under the Organization Act 1966; OR
c. Firms incorporated under specific acts. E.g. Law firms and Accounting firms; OR
d. Organisations supported by Ministries / Government Agencies; OR
e. International organisations certified by the Ministry of Foreign Affairs.

1.
2.

2.

Company paid-up capital requirement (not applicable to public limited companies, companies
limited by guarantee, associations & organisations incorporated under specific acts).

		 EQUITY
100% Local Owned
Joint venture
100% Foreign Owned
Foreign-owned companies (foreign equity at 51% and above)
operating in the Wholesale, Retail and Trade (WRT) sectors(mandatory requirement to submit valid WRT approval letter,
if applicable). Please refer to the Ministry of Domestic Trade,
Co-operatives and Consumerism for WRT license application
guideline)

PAID-UP CAPITAL
RM250,000
RM350,000
RM500,000
RM1,000,000

Foreign-owned companies (foreign equity at 51% and above)
involved in the sub sectors on unregulated services are
required to refer to the Services Industry Division, Ministryof Domestic Trade, Co-operatives and Consumerism on theapplication guideline to obtain approval.
Note: (1) For joint venture companies, a minimum of 30% foreign shareholding is required.
(2) According to Guidelines on Foreign Participation in the Distributive Trade Services Malaysia
		 under the purview of the Ministry of Domestic Trade, Co-operatives and Consumerism,		 foreign involvement is restricted in sectors as per Annex E. Therefore applications for any
		 long-term pass (more than 3 months) including Employment Pass for companies in these		 sectors is NOT ALLOWED. You may refer to http://www.kpdnkk.gov.my for more		 information.
(3) The Information, Technology & Communications (ICT) sector is only allowed to apply for		 Professional Visit Pass (PVP) via ESD Online.
(4) If your organisation is applying for Professional Visit Pass (PVP) only, the company is still		 required to comply with the paid up capital requirement for company registration.
6

3.
4.
5.
6.
7.
8.
9.
10.
11.

Copy of all current company directors’ MyKad / Passport copy as per SSM registration.
Comprehensive Company Profile (include the following items):
i. background of company
ii. business activitiesiii. organization structure
iv. location of company / number of branches (branch address)v. photo of the premise (front and interior)vi. photo of the products / services offered
Copy of Company’s Latest Phone Bill
Tenancy Agreement / Sales & Purchase Agreement (S&P)
Latest SSM Form 9 or Form 83A (any related documents)
Latest SSM Form 24 or Form 80A (any related documents)
Latest SSM Form 49 or Form 79 (any related documents)
Latest Audited Financial Report
Copy of Local Authorities License - Lesen Pihak Berkuasa Tempatan (PBT) (if applicable)
Other business licenses (Refer to Annex A, or any other supporting documents)
Other documents specified upon request

If your organisation is a firm, please provide these additional documents:
12. Audit / Accounting Firms must submit latest SSM Form 5 accompanied by “Sijil Akuan
Pendaftaran Firma Perunding” by Kementerian Kewangan Malaysia, and Legal Firm must
provide letter from the Bar Council Malaysia.
If your organisation is registered under the Organization Act 1966, please provide these additional
documents:
13. List of committee members sponsor
14. Certificate of Registration under the Organization Act 1966 (Form 3)
15. Association of Constitution
16. Latest Annual Audited Returns
If your organisation is an association of sports bodies, please provide these additional documents:
17. Certificate of Registration under Sports Development Act 1997 (Act 576) and Regulations.
Note : All SSM Forms (Form 5, Form 9, Form 24 and Form 49 must be certified true copies by theCompanies Commission of Malaysia.)
Register your company at esd.imi.gov.my
7

STAGE 2:

COMPANY ACTIVATION

2

1

Print a copy of Letter of Undertaking(LoU) from the ESD online system
onto the company’s official letterhead
and complete the information
required.

Approved companies need toschedule appointment via the ESD
online system.

LoU printout

Appointment

43

One of the company’s directors as stated in the
SSM is required to be present at a scheduled
appointment at the ESD, Immigration Departmentof Malaysia for the following actions:
1. MyKAD/ Passport of the company director
		 will be requested for identification
		 purposes.
2. Official LoU to be signed and witnessed by
		 Immigration Officer.

After LoU signing is completed,company will be given further accessto submit expatriate applications(STAGE 3).

Further access
LoU submission
8

9

FREQUENTLY ASKED QUESTIONS
About ESD

Company Registration

1. What is the ESD?

1. Is my company eligible to register with the ESD?

u The Expatriate Services Division (ESD), under the Immigration Department of		
Malaysia, is a one-stop centre which facilitates company registration with a		customer centric approach.

u There are two requirements needed before companies can		 proceed with the ESD registration. Please go through the		 requirements details below.

2. Why do I need to go to the ESD?

		 1. Company must be registered with:			
a. The Companies Commission of Malaysia (SSM) under				 Companies Act 1965; OR			
b. The Registry of Societies Malaysia under the				 Organisation Act 1966; OR			
c. Firms incorporated under specific acts. E.g. Law firms and Accounting				 firms; OR			e. Organisations supported by Ministries / Government Agencies; OR			
f. International organisations certified by the Ministry of Foreign Affairs.

u The Expatriate Services Division (ESD) enables companies to submit expatriate		
related Immigration information online to facilitate the application process involved		
in registering and approving companies that wish to hire expatriates.
3. What are the type of services offered at the ESD?
u
		
		
		

The ESD offers registration services for companies who wish to employ eligible 		expatriates. In addition, ESD also facilitates expatriate-related passes for Embassies
and any temporary manual applications. All companies will need to register with
the ESD as a first step.

		
		
		

ESD-approved companies can apply for a range of expatriate passes which includes:
Employment Pass, Residence Pass-Talent, Professional Visit Pass and related passes
such as Dependant Pass and Social Visit Pass (Long Term).

4. Who should I liaise with at ESD?
u
		
		
		

There are several Immigration officers who are ready to assist you at the Expatriate
Services Division (Bahagian Khidmat Ekspatriat) office. You may liaise with any
Immigration Officer at ESD to seek clarification on any related matter pertaining tocompany registration.

5. Why do I have to register via the Expatriate Services Division (ESD)?
u Companies need to obtain approval through ESD before applying for expatriate
		passes. Companies registering via the ESD’s online system will enjoy an improved,		
safe and secure online experience in the application process.

		

2.

Company paid-up capital*

			

EQUITY

PAID-UP CAPITAL

			

100% Local Owned

RM250,000

			

Joint Venture

RM350,000

			

100% Foreign Owned

RM500,000

			
			
			
			
			
			
			
			

Foreign-owned companies (foreign equity at 51% RM1,000,000
and above) operating in the Wholesale, Retail andTrade (WRT) sectors (mandatory requirement tosubmit valid WRT approval letter, if applicable); OR 		
Foreign-owned companies (foreign equity at 51%
and above) involved in the sub sectors on
unregulated services.

* Not applicable to public limited companies, companies limited by guarantee, asssociations &organisations incorporated under specific acts .
Note : Please refer to page 6 for further details.

1011

2. How do I register online for company registration?
u Applications can be made via the ESD website at esd.imi.gov.my.
		 Please refer to Page 7 for the required documents checklist.
3. How long does it take for my company to be registered?
u Following the submission of all required documents, it takes fourteen		 (14) working days for the process to be completed until Step 4: Status notification. 		
		 The company registration process flow is as follows:
		 Step 1: Create account (register online)
		 Step 2: Submit application online
		 Step 3: Application in process by Immigration
		 Step 4: Status notification (Approve / Reject)
		 Step 5: For approved companies, download facilitation package, print and complete 					
the documents attached		 Step 6: Company activation (LoU signing)
Note:
		

The 14 working days charter may be extended due to incomplete applications oradditional inspection requirement.

4. What do I do after my company has been registered successfully?
u Companies can login to the ESD website and begin submitting their		 applications to hire expatriates.
5. I did not receive any activation account. What should I do?
u Check your junk or spam folder. If the activation email still cannot be found, kindly		
email esdhelpdesk@imi.gov.my to request for the activation email to be sent again.
6. How can I retrieve my company’s login ID and password?
u Please use the “FORGOT PASSWORD” feature on the ESD website. A new password
		will be sent to the ESD registered email address which you have used to activate		your account.

Letter of Undertaking (LoU)
1. Why do I need my director to sign the Letter of Undertaking (LoU) and how long
does the process take?
u
		
		
		
		
		

The company Director is required to sign the LoU to ensure that he acknowledges
the responsibility for all transactions by the company. This would also protect theinterest of the company. In addition, it is vital that the company appoint the rightindividual to be given access and manage the company’s account under the MYXpats
Centre system. This is done only ONCE and the whole process takes no longer than
10 minutes, based on scheduled appointment via ESD online.

2. Can someone else represent my Director for the submission of the LoU?
u For local companies registered with SSM: No. A company Director has to be present 				
for the submission of LoU.
		
		
		

For foreign companies registered with SSM: Yes. If all the directors are not in
Malaysia, the company may produce Power of Attorney (POA) attested by registered
and licenced solicitors in Malaysia.

3. Can the company change the appointed person in the LoU at a later time?
u Yes. The existing company Director nominated to sign the LoU may change the		appointed person at a later time. However, should the appointed Director changes in		the company, the new Director is required to sign the LoU.
				

Kindly submit a letter on the company’s letterhead to the ESD at Unit Inspektorat
to notify us on any change of information.

4. How long will it take to complete company activation?
u Company activation will take no more than 10 minutes.
5. How can I amend the information in previous LoU?
u Kindly submit an official letter with the company’s letterhead on the amendment		request and submit together with the new completed LoU at Unit Inspektorat, ESD.
		The LoU template is available for download at the ESD website.

7. How can I amend information about my company (such as the company name,
ROC number, email address, etc.)?
u Kindly submit a letter on the company’s letterhead to the ESD at Unit Inspektorat		
to notify us on any change of information.
12

13

Projection

RECOMMENDATION FROM REGULATORY BODIESThe company is required to apply for a projection on expatriates it plans to hire for the current
year. The projection is based on the number of expatriates it has identified, including existing
expatriates for renewals and also new hires. If the numbers under the projection requested forthe year has been fully utilised, the company may then request for new projection with theappropriate justification. The charter time for a decision on the projection request is 5 to 10
working days.

Companies in the sectors under the purview of a specific Regulatory Body are required to submit a
supporting letter for each Employment Pass (Category I, II and III) application from the relevant Regulatory Body. Please refer to Annex C for the reference list. However, application for exemption on theminimum salary requirement of RM5,000 for Employment Pass Category III can be initiated throughthe ESD online system. Please refer to page 16 for further details.

Position

Employment Pass (Category I, II and III) applications from companies in unregulated sectors(neither in the purview of any Approving Agencies or Regulatory Bodies) will be assessed by theExpatriate Committee. However, the companies who intend to apply for Employment Pass Category
III must firstly receive approval from the Ministry of Home Affairs (MOHA) to seek exemption from theminimum salary requirement of RM5,000 before they can submit applications for Employment Pass
Category III. Please refer to page 16 for further details on obtaining the exemption from minimum
salary requirement of RM5,000 for Employment Pass Category III applications from MOHA.

If the position applied for is currently not in the system, the company will need to submit aposition request. The charter time for adding a new position is 5 to 10 working days.

UNREGULATED SECTORSTYPES OF EMPLOYMENT PASSEMPLOYMENT OF EXPATRIATES IN MALAYSIA
Expatriates seeking to work in Malaysia would have to apply for an Employment Pass. The pass isapplied for the individual through the hiring employer. In Malaysia, there are several agencies involved
in regulating specific economic sectors, therefore they also regulate the companies in the sectors.
These various agencies are responsible for approving and supporting expatriate posts in the relevant
sectors. Companies are facilitated according to the sector involvement below:

APPROVAL FROM APPROVING AGENCIES

Employment Pass
(Category I)
Expatriate

Employment Pass
(Category II)
Expatriate

Basic monthly salary of
Basic monthly salary between Basic monthly salary between
minimum RM10,000 per month RM5,000 to RM9,999 per month RM3,000 to RM4,999 per month
Employment Contract
up to 5 years

Employment Contract
up to 2 years

Employment Contract must notexceed 12 months

Dependants allowed

Dependants allowed

Dependants NOT allowed

Companies that are regulated by an Approving Agency need to submit an approval letter for each
Employment Pass (Category I, II and III) application from the relevant Approving Agency.
Please refer to Annex C for the reference list.

14

Employment Pass
(Category III)
Knowledge/Skilled Worker

15

APPLICATION FOR EXEMPTION FROMMINIMUM SALARY REQUIREMENT OF
RM5,000 FOR EMPLOYMENT PASS
CATEGORY III
1.

Companies that intend to apply for Employment Pass Category III is required to apply through the
ESD online system.

EP-III Exemption via ESD Online System

ELIGIBILITY CRITERIA FOR EMPLOYMENTPASS APPLICATIONSFOR EXPATRIATE(S)/KNOWLEDGE/SKILLED WORKER(S)The minimum requirements to apply for an expatriate posts are as follows:•••

Degree and above, with at least 3 years’ experience in the relevant field;
Diploma, with at least 5 years’ experience in the relevant field;
Technical Certificate or equivalent, with at least 7 years’ experience in the relevant field.

FOR SHAREHOLDER(S)

STEP 1: Log in ESD Account• Click on “Application Tab”••

STEP 2: Click on “EP-III Exemption” under “Setting” from the sidebar (bottom-most menu)

Note : (1) Any changes in the applicant’s allotment of shares will affect the eligibility requirements. Please		 inform the Inspectorate Unit (JKI) of the Expatriate Services Division (ESD) officially in writing for		 any changes in the shareholder share allotment, together with the copy of relevant documents.
(2) This is the minimum criteria requirement to apply for Employment Pass. However, the approval of		 the application is subject to the discretion of the Expatriate Committee.

STEP 3: Click on “Apply for EP-III Exemption”
STEP 4: Fill in the “Request for Exemption from Basic Salary Year (Current Year)”• Select “EP-III Year” that you want to apply for• Fill in the “Justification For Exemption Request”• Upload a Justification Letter* to Ministry of Home Affairs (MOHA)• Upload “Supporting Documents” to support your application (If any)*		

Shareholder(s) must have a minimum 30% equity in the company; AND
Must be a SSM-registered Director of the company AND/OR holds a key position in the company

Note: Please refer to ESD Online guidebook Annex B for the Letter Format toKementerian Dalam Negeri (KDN)

STEP 5: Click on “Submit Application”
STEP 6: Notification (Status)• Status notification will be sent via the ESD system• For Approved EP-III exemption may proceed to submit application(s) for EP-III
OR• For Rejected EP-III exemption, company does not meet the requirement for EP-III Exemption
		 application

16

17

STAGE 3:

EXPATRIATE APPLICATION VIA
MYXpats CENTRE

2

1

Submit completed application.
Notification via system will
be sent to you upon receiving
your application.

• Fill in the required informationof expatriates and dependants(if applicable).
• Fill position by selecting
through the list at“Position Setup”.
• Upload all documents as required.

submit application
create application

4

3

Status notification will besent via system - approvedor rejected. Approved
expatriates may now
proceed to STAGE 4 forpassport endorsement.

Verification andvalidation of thesubmitted information.

notification

18

clearance

19

EXPATRIATE APPLICATIONS VIA
MYXpats CENTRE

EMPLOYMENT PASS ( CATEGORY I )Eligibility criteria:u Hiring company successfully registered with ESD (refer to Stage 1 & 2);
u Applicant must earn a basic salary of minimum RM10,000 per month; ANDu Applicant must have an employment contract valid up to 60 months.

Features:

Immigration services available
through MYXpats Centre:

1.
2.
3.
4.
5.
6.
7.

Employment Pass (Category I) - expatriate
Employment Pass (Category II) - expatriate
Employment Pass (Category III) - knowledge/skilled worker
Professional Visit Pass
Dependant Pass
Social Visit Pass (Long Term)
Visit Pass (Temporary Employment) - Coming Soonu Allows the holder to be employed in West Malaysia by the hiring company
u Spouse and children under 18 years old of Employment Pass holder are eligible for		 Dependant Pass (refer to page 24)
u Children over 18 years old until 25 years old are eligible for Social Visit Pass (Long Term)
		 (refer to page 25)
u Parents / Parents-in-law are eligible for Social Visit Pass (Long Term) (refer to page 25)
u Eligible to hire foreign maid(s) (refer to page 26)

Conditions:u Renewal of the pass can be considered depending on the requirementsu All applications must obtain an Approval Letter before entering Malaysia for the purpose
		 of employment.
u Applicants who have entered the country will have 30 days from entry date to endorse
		 EP sticker.

Documents required:
All applications
can be done online at
esd.imi.gov.myu Recent passport photou Copy of passport (full booklet with cover)u Copy of highest educational certificates• Please include copy of Professional certificate (if applicable)u Latest comprehensive Resume
u Release letter from previous employer in Malaysia (for change of employer only)u Copy of Employment Contract (duly stamped by Malaysia Inland Revenue Board)u Supporting document from Approving Agency / Regulatory Body (if applicable)u Detailed Job Description printed on company’s letterheadu Latest 3 months salary slips (for Employment Pass renewal and change of position)u Latest e-BE /e-M tax filing (for Employment Pass renewal or change of position or change
		 of employer)u Tax payment receipts (if any)u Latest EA Form (for Employment Pass renewal or change of position or change of employer)u Account statement from Malaysia Inland Revenue Board (Note: upon request)
u Other documents specified upon request
Attention : Please refer to Annex D for full description of the documents required

20

21

EMPLOYMENT PASS ( CATEGORY II )EMPLOYMENT PASS ( CATEGORY III )Eligibility criteria:

Eligibility criteria:u Hiring company successfully registered with ESD (refer to Stage 1 & 2);
u Applicant must earn a basic monthly salary between RM5,000 to RM9,999 per month ; ANDu Applicant must have an employment contract valid up to 24 months.

u Hiring company successfully registered with ESD (refer to Stage 1 & 2);
u Companies that fall under Regulatory Bodies or unregulated sectors must obtain approval from		 Ministry of Home Affairs (MOHA) to seek exemption from the minimum salary requirement of
		 RM5,000. Approval from MOHA is not applicable to the companies under the purview of
		 Approving Agencies.
u Applicant earns basic monthly salary between RM3,000 to RM4,999 per month; ANDu Applicant must have an employment contract with duration not more than 12 months

Features:u Allows the holder to be employed in West Malaysia by the hiring company
u Spouse and children under 18 years old of Employment Pass holder are eligible for a
		 Dependant Pass (refer to page 24)
u Children over 18 years old until 25 years old are eligible for Social Visit Pass (Long Term)
		 (refer to page 25)
u Parents/Parents-in-law are eligible for Long Term Social Visit Pass (refer to page 25)
u Eligible to hire foreign maid(s) (refer to page 26)

Features:u Allows the holder to be employed in West Malaysia under the hiring company;u Not allowed to bring dependants;
u Not eligible to hire foreign maid

Conditions:

Conditions:u Renewal of the pass can be considered depending on the requirementsu All applications must obtain an Approval Letter before entering Malaysia for the purpose
		 of employment.
u Applicants who have entered the country will have 30 days from entry date to endorse EP sticker

u Can be renewed for maximum two (2) times, subject to review
u It is mandatory for Employment Pass (Category III) successful applicants to obtain
		 Visa with Reference for entry into the country (only applicable for countries requiring visa)
u Applicants who have entered the country will have 30 days from entry date to endorse EP sticker

Documents required:

Documents required:u Recent passport photou Copy of passport (full booklet with cover)u Copy of highest educational certificates• Please include copy of Professional certificate (if applicable)u Latest comprehensive Resume
u Release letter from previous employer in Malaysia (for change of employer only)u Copy of Employment Contract (duly stamped by Malaysia Inland Revenue Board)u Supporting document from Approving Agency / Regulatory Body (if applicable)u Detailed Job Description printed on company’s letterheadu Latest 3 months salary slips (for Employment Pass renewal and change of position)u Latest e-BE /e-M tax filing (for Employment Pass renewal or change of position or change
		 of employer)u Tax payment receipts (if any)u Latest EA Form (for Employment Pass renewal or change of position or change of employer)u Account statement from Malaysia Inland Revenue Board (Note: upon request)
u Other documents specified upon request

u Recent passport photou Copy of passport (full booklet with cover)u Copy of highest educational certificates• Please include copy of Professional certificate (if applicable)u Latest comprehensive Resume
u Release letter from previous employer in Malaysia (for change of employer only)u Copy of Employment Contract (duly stamped by Malaysia Inland Revenue Board)u Supporting document from Approving Agency / Regulatory Body (if applicable)u Detailed Job Description printed on company’s letterheadu Latest 3 months salary slips (for Employment Pass renewal and change of position)u Latest e-BE /e-M tax filing (for Employment Pass renewal or change of position or change of employer)u Tax payment receipts (if any)u Latest EA Form (for Employment Pass renewal or change of position or change of employer)u Account statement from Malaysia Inland Revenue Board (Note: upon request)
u Other documents specified upon request

Attention : Please refer to Annex D for full description of the documents required

Attention : Please refer to Annex D for full description of the documents required

22

23

DEPENDANT PASS (DP)SOCIAL VISIT PASS (LONG TERM)

Eligibility criteria:

Eligibility criteria:u Legal spouse of Employment Pass holder; ORu Children below 18 years old (biological, stepchild, legally adopted)
		 of Employment Pass holder
u Disabled child regardless of age

u Children over 18 years old until 25 years old are eligible for Social Visit Pass (Long Term)		 including stepchild/ legally adopted child (except for children with disabilities).; ORu Parents & Parents-in-law of Employment Pass holder.; ORu Common law spouse of Employment Pass holder can be considered

Features:Features:u Allows the holder to stay in West Malaysia
u Employment not allowed and requires conversion to Employment Passu For social and welfare purposes, the holder may request for special permission to		 undertake activities from the Immigration Department of Malaysia

u Allows the holder to stay in West Malaysia
u Employment is not allowed and requires conversion to Employment Passu One (1) time application and change of partner is not allowed for common law spouse

Documents required:

Documents required:u Recent passport photou Copy of passport (full booklet with cover)u Copy of marriage certificate (for legal spouse) translated* into English (if applicable) and		 attested / Certified True Copy (CTC) by the Embassy/High Commission/Consulate General of		 respective country OR respective Embassy/High Commission/Consulate General in Malaysia
u Copy of Birth Certificate (for children below 18 years old) translated* into English
		 (if applicable) and attested / Certified True Copy (CTC) by the Embassy/High Commission/
		 Consulate General of respective country OR respective Embassy/High Commission/Consulate		 General in Malaysia
u Other documents specified upon request* Translation must be done either by the Respective Embassy/ High Commission/ Consulate General orInstitut Terjemahan Buku Malaysia

u Recent passport photou Copy of passport (full booklet with cover)u Copy of Birth Certificate (for children above 18 years old) translated* into English
		 (if applicable) and Certified True Copy (CTC) by the Embassy/High Commission/Consulate		 General of respective country OR respective Embassy/High Commission/Consulate General		 in Malaysia
u Copy of Birth Certificate of Employment Pass holder / Employment Pass holder’s spouse		 (for Parents and Parents-in-law) translated* into English (if applicable) and Certified True
		 Copy (CTC) by the Embassy/High Commission/Consulate General of respective country OR		 respective Embassy/High Commission/Consulate General in Malaysia
u Affidavit / Acknowledgement letter from the Employment Pass holder’s Embassy /		 Consulate General on the relationship status (for common law spouse)u Original letter from Commissioner of Oaths and confirmation letter from respective
		 Embassy in Malaysia with regard to latest status (single, unemployed and under custodian
		 of EP holder) is required for every renewal.			
u Personal Bond form (duly stamped by Inland Revenue Board); 			
u Other documents specified upon request* Translation must be done either by the Respective Embassy/ High Commission/ Consulate Generalor Institut Terjemahan Buku Malaysia

24

25

VISIT PASS (TEMPORARY EMPLOYMENT)- FOR FOREIGN MAID(S)Eligibility criteria:
u Female, aged 21 - 45 years old; ANDu Health certified by FOMEMA
u Refer to the table below on the eligibilty to hire the numbers of foreign maid(s)NUMBERS OF MAIDS ALLOWED		One (1) Foreign Maid		Two (2) Foreign Maids		
Three (3) Foreign Maids		
Four (4) and subsequent Foreign Maids		
					

SALARY DRAWN
RM5,000.00 and above
RM10,000.00 and above
RM15,000.00 and above
Refer to Immigration Department
for further requirement

Features:u Allows the holder to be employed as a foreign maid for the Employment Pass holder

Documents required:u Recent passport photou Copy of passport (full booklet with cover )u Maid’s Employment Contract (duly stamped by Inland Revenue Board)u FOMEMA Certificate
u Personal Bond form (duly stamped by Inland Revenue Board)u Release letter from previous employer (if applicable)u Other documents specified upon request

PROFESSIONAL VISIT PASS (PVP)
Eligibility criteria:u Hiring company successfully registered with ESD (refer to Stage 1 & 2); ANDu Expatriate applicant fulfills one of the following categories:
		 Category I: Expertise Transfer
		 Category II: Research
		 Category III: Training at ESD-registered companies
		 Category V: Volunteers
		 Category IV: Exhibitors under regulation of Malaysia Convention & Exhibition Bureau (MyCEB)
		 Category VI: Student Internship* under:					i. Foreign Embassies
					ii. ESD-registered companies					
iii. Hotels
		 *must be relevant to the applicant’s education backgroundu For Hotel Trainee:         • Applicable to hotels rated 4 star and above only.
         • Hotels rated 3 star may apply but  restricted to Indonesian trainees only.
        • Limited to 25 trainees at any given time.
       • Maximum duration allowed is for six (6) months only and non renewable.
        • The trainee can only apply once for training in any hotel in Malaysia.

Features:u Allows the holder to engage in temporary business/contracted activity in Malaysia
		 under the ESD-approved company.
u Maximum contract is for 12 months, and is restricted to one contract / project at a time.
u The position is non salaried.
u Payment and endorsement of PVP can be done at State Immigration Office.

Conditions:u The maximum duration for an expatriate to hold PVP is 12 months. No extensions are		 allowed beyond 12 months.
u All PVP applications must obtain an Approval Letter before entering Malaysia for the purpose of		 employment.
u Applicants who have entered the country will have 14 days from entry date to endorse PVP sticker
u In case of change of employer while the pass is still valid, the PVP holder must cancel the		 current pass and serve 3 months of Cooling Off Period before applying with new employer.
26

27

SOCIAL VISIT PASS - INTERNSHIP (SVP-I)

Documents required:u Application letter from sponsor (must be signed by authorized endorser as per the Letter of		 Undertaking)u Recent passport photo (Photo sized 3.5 x 5.0 cm, shoulder level and above, excess space between
		 the chin with the lower end of sized photographs at least 1 cm, excess space between the head		 with the upper end of sized photographs at least 1 cm, light blue background. Passport photo		 should be facing straight.)
u Copy of passport (full booklet with cover) - passport MUST have a minimum 12 months validity periodu Offer letter / agreement for services / sponsor contract / internship offer in Malaysia
		 (duly stamped by Inland Revenue Board)u Confirmation letter by home-/base-country Company on the applicant’s employment
		 details (salary, designation, duration of pass applied, etc), if applicableu Detailed Job Description printed on company’s letterheadu Copy of highest educational certificates (Please refer Annex D for full description of the		 documents required)u Latest updated comprehensive Resume
u Personal Bond form (NOT applicable for Chinese and Bangladesh nationality) (duly stamped by Inland
		 Revenue Board); ORu Security Bond & Bank Guarantee (for Chinese and Bangladesh nationality ONLY)u Letter of Award (LOA) / Contract, if applicableu Supporting document from Approving Agency / Regulatory Body (If applicable)

Eligibility criteria:

ADDITIONAL DOCUMENTS FOR SPECIFIC ACTIVITIESu Host Company must be successfully registered with ESD Online.
u Application must be submitted by Host Company through ESD Online.
u Program participant must be overseas when application is submitted.
u Passport validity must be sufficient for international travel (minimum twelve (12) months).
u Program participant can only undertake the program approved by the Host Company.
u Program participants are not allowed to bring dependants.
u The program participant is required to leave the country upon completion of the program or		 expiry of the pass. Extension of the program is not allowed.
u Program participant from country requiring visa is required to obtain a visa before travel. Program		 participant will be issued Single Entry Visa (for countries requiring visa).
u The duration of the program is as per country eligibility.
u The social visit pass endorsement is at the discretion of the Immigration officers.

u For machinery / equipment installation / commissioning / maintenance:         • Invoice of purchase of machinery        • Form K1 / ZB4 / Others / BI or Letter of Confirmation from Customs Department to validate
company’s physical location in FTZ
u For secondment in mining activities: Approval letter from the Minerals & Geoscience
		 Department Malaysia on mining activity, Supporting letter from the Minerals &		 Geoscience Department Malaysia for individuals, and Mining License.
u For Flight Simulator Tester: Supporting letter from the Department of Civil Aviation Malaysia
u For internship: Training schedule / job description of internship is required
u For hotel trainee:•   Memorandum of Understanding on the special arrangement for hotel training(compulsory)         •   Valid certificate of star rating from the Ministry of Tourism and Cultureu Other documents specified upon requestu Hiring company successfully registered with ESD (refer to Stage 1 & 2); ANDu Any ESD-registered company that intends to undertake short-term placements of international
		 students within their company must apply for permission for this facility; ANDu Student must be currently pursuing a degree program or equivalent from recognised
		 universities / institutions abroad

Features:u This facility covers international student’s mobility programs for a period determined by		 the participant’s eligibility by country for social visit pass; or a maximum period of up to		 three (3) months. Programs that require more than the maximum period allowed must apply
		 for a Professional Visit Pass.
u Types of programs / activities which are required to apply for this facility include student
		 exchange, industrial / practical training, internship, mentorship and other similar		 programmes allowed.

Conditions:

Attention : Please refer to Annex D for full description of the documents required
28

29

STAGE 4:
Documents required:u Copy of Passport• All pages• Must have validity exceeding twelve (12) months from the date of application submission.
• Must have at least six (6) blank pages.
u Confirmation letter from the educational institution with the following details:• Name of the applicant as per passport;• Passport number;• Course / Major enrolled;• Course / Major start and end date;• Confirmation from the institution on the student’s current standing (year of study,
			 enrolment status);• Name and position of the signatories of the letter.
u Internship offer letter from host company with the following details:• Name of the applicant as per passport;• Passport number;• Name of the program and program;• Program start and end date;• Signature, name and position of the host company representative;• Acceptance signature, and date of the applicant.
u Detailed schedule of the internship program.

COOLING-OFF PERIOD REQUIREMENT
1.		
		
		
		
2.		
		
		
3.		
		
		

Employment Pass Category III holders whose pass have been renewed for two (2) times or 3 years
in a row MUST leave the country and serve 3 months cooling off period to be able to apply for
Employment Pass Category III again. Exemption is only given for cases of Employment Pass Category III
converting to Employment Pass Category I / II.
Employment Pass Category III holders who are changing employers MUST leave the country andserve 3 months cooling off period to be able to apply for Employment Pass Category III withdifferent employer.
Visit Pass (Temporary Employment) holders who wanted to convert to Employment Pass(all categories) MUST leave the country and serve 3 months cooling off period to be able to apply
for Employment Pass (all categories).

PASSPORT ENDORSEMENT &COLLECTION AT MYXPATS CENTRE

1

Print the approval letter available
online for download. Applicable
fees will also be advised online.

2 3• Applicants who have entered
the country will have 30 days
from entry date to endorse
the EP sticker.

entry

approval

6

Endorsed passport(s)can be collected within
3 working days

collection

walk-in4
5 $Documents required
during endorsement:•  Original passport•  Copy of approval letter•  Payment Receipt• DP11/DP11A Form withoriginal company stampand details of the appointed
Endorser as per the LOU(signatory)

Payment for the
Immigration fees canbe made at the MYXpats
Centre counter.

payment

endorsement
30

Walk-in to the MYXpats Centre
and submit the relevant
documents for endorsementof related pass sticker on the
passport.

31

FREQUENTLY ASKED QUESTIONS
About MYXpats Centre

Useful Information

1)

1)

What is MYXpats Centre?

u Malaysia Expatriate Talent Service Centre (MYXpats Centre) provides employers
		 and expatriates with Employment Pass and related pass services. It processes and		 issues the Employment Pass and related passes for eligible expatriates wanting to		 work in Malaysia.
		
		
2)

It is a joint initiative between Talent Corporation Malaysia Berhad (TalentCorp) and the
Immigration Department of Malaysia, and is overseen by the Ministry of Home Affairs.

What are the services offered at the MYXpats Centre?

u Companies already registered with the Expatriate Service Division (ESD) can make use		 of the MYXpats Centre to:• Apply for relevant passes for their expatriate employees• Seek assistance during the document submission process• Submission for endorsement and collection of Immigration passes
3)

How do I apply for an Employment Pass?

u Expatriates are not allowed to apply for their own Immigration passes. The application
		 must be done by the company that intends to hire the expatriate.
		
		
		
4)

Firstly, company needs to be registered with the ESD before they can apply for an
expatriate Employment Pass or other expatriate related Immigration pass.
Applications for these passes can be made online at esd.imi.gov.my.

What are the documents that I need to complete, and where can I get them?
u The checklist is made available in the ESD Online Guidebook.

5)

How long will it take to process and approve the Employment Pass application?

u Once all required documents have been submitted, all applications will be processed		 within five (5) working days.
		
32

Where is MYXpats Centre located?

u MYXpats Centre is located at:
		 Level 16, Surian Tower
		 No 1 Jalan PJU 7/3
		 Mutiara Damansara
		 47810 Petaling Jaya
		 Selangor Darul Ehsan
2)

What are MYXpats Centre’s operating hours?

u Operating & Helpdesk hours of MYXpats Centre from 9:00 am to 5:00 pm on Mondays to Fridays
		 Lunch hour closed :		 1:00 pm to 2:00 pm (Mondays - Thursdays)
		 12:15 noon to 2:45 pm (Fridays)u Payment counter open from 9:00 am to 4:00 pm on Mondays to Fridays
		 Lunch hour closed :		 1:00 pm to 2:00 pm (Mondays - Thursdays)
		 12:15 noon to 2:45 pm (Fridays)3)

How do I get to the MYXpats Centre?
u i. By Car or Cab/Taxi:

			 GPS Coordinate: N3 09.484 E101 36.79
			 Surian Tower can be accessed by the Lebuhraya Damansara-Puchong (LDP),
			 the New Klang Valley Expressway (NKVE) and the SPRINT Highway’s Penchala Link.
		ii. By Public Bus:

			You may take the 800 RapidKL bus from KL Sentral to Bandar Utama, Damansara.
			 From Bandar Utama, take 801 RapidKL bus to The Curve, Mutiara Damansara.
4)

Where can I go for more information about MYXpats Centre?
u Visit the Expatriate Services Division (ESD) website at esd.imi.gov.myu Contact us at 03 - 7839 7171 or email helpdesk@myxpats.com.my		
33

FOR MORE INFORMATION

Expatriate Pass Applications
1)

Does the company need to submit hardcopies of uploaded documents after theapplication is submitted?

u The company does not need to submit hardcopies unless there is a request from MYXpats
		 Centre or Immigration to sight the original documents.

COMPANY REGISTRATIONRELATED MATTERS:

2)

Inspectorate Unit
Expatriate Services Division (ESD)
Immigration Department of Malaysia
Level 3 (Podium)No 15, Persiaran Perdana, Precint 262550 PutrajayaTel: 03-8880 1375 / 1443
Email : inspektorat.esd@imi.gov.my

Can the expatriate applicant submit dependants together when submitting theapplication?

u Yes, the expatriate applicant may submit the dependants’ application together when		 submitting the application.
		
		
3)

The applicant may also add the dependant(s) later once the principal’s application isapproved.

Can the applicant apply for a Visa with Reference together when submitting theapplication?

u If the applicant is out the country, an application for a Visa with Reference can be made		 together when submitting the application
4)

How will I know if the application is approved or rejected?

u You will be notified via the system. If approved, the approval letter will also be issued and		 can be printed directly from the system.
5)

How will the Visa with Reference be issued?

u The Visa with Reference will be issued online and available for download.
u The Visa with Reference can be collected at any Malaysian Embassy (MALAWAKIL) that		 issues visas.
u The Visa with Reference issued online has a validity of SIX (6) months.
u If the applicant does not enter Malaysia within the SIX (6) month period, the		 Visa with Reference will be cancelled and a new application will need to be raised
6)

How do I change the passport or visa details if the application has alreadybeen approved?

u Please provide an official letter signed by the Endorser as per the Letter of Undertaking to		 inform the MYXpats Centre of the changes together with necessary supporting documents:• Copy of the passport bio data page and valid pass
• Employment Pass Approval letter• Visa with Reference letter - if applicable• Entry stamp/exit stamp - if applicable
34

PROFESSIONAL VISIT PASS AND
OTHER IMMIGRATIONRELATED MATTERS:Professional Visit Pass (PVP) Unit
Expatriate Services Division (ESD)
Immigration Department of Malaysia
Level 3 (Podium)No 15, Persiaran Perdana, Precint 262550 PutrajayaTel: 03-88801440/1449
		 (General ESD Helpdesk)
		 03-8880 1442 (PVP)
Email : esdhelpdesk@imi.gov.my

Operating Hours
8:00 am to 5:00 pm, Mondays to Fridays

Helpdesk Hours
8:00 am to 5:00 pm, Mondays to Fridays
Lunch hours - Closed
1:00 pm to 2:00 pm, Mondays to Thursdays
12:15 pm to 2:45 pm, Fridays
Saturday and Sunday - Closed
Public Holidays - Closed
35

EMPLOYMENT PASS &PROFESSIONAL VISIT PASS
(PVP) RELATED MATTERS:Malaysia Expatriate Talent Service Centre(MYXpats Centre)
Level 16, Surian Tower
No 1, Jalan PJU 7/3, Mutiara Damansara
47810 Petaling Jaya, Selangor, Malaysia
Tel: 03-7839 7171
Email : helpdesk@myxpats.com.my
URL: esd.imi.gov.my

Operating Hours
9:00 am to 5:00 pm, Mondays to Fridays
Lunch hour closed :1:00 pm to 2:00 pm (Mondays - Thursdays)
12:15 noon to 2:45 pm (Fridays)

Helpdesk Hours
9:00 am to 5:00 pm, Mondays to Fridays
Lunch hour closed :1:00 pm to 2:00 pm (Mondays - Thursdays)
12:15 noon to 2:45 pm (Fridays)

Payment Counter Hours
9:00 am to 4:00 pm, Mondays to Fridays
Lunch hour closed :1:00 pm to 2:00 pm (Mondays - Thursdays)
12:15 noon to 2:45 pm (Fridays)
Saturday and Sunday - Closed
Public Holidays - Closed

ANNEX A
Companies are required to obtain the necessary license(s) / approval(s) to legally operate theirbusinesses in the country.
*The list below is not exhaustive. It is the responsibility of the company to ensure it has all the valid required license(s)and approval(s) and submit them for company registration requirement.

SECTOR 		
Manufacturing

Business Services

Distributive Trade

Oil, Gas and Energy

Construction

REGULATORS

Kelulusan Lesen Berdasarkan Akta
Penyelarasan Perindustrian, 1975

Royal Malaysia Customs

Kelulusan Lesen di bawah Seksyen 65,
Akta Kastam 1967

Ministry of Health (MOH)

Kelulusan Lesen di bawah Peraturan
16 (1) Pihak Berkuasa Kawalan Dadah,
Kementerian Kesihatan Malaysia• Perniagaan bagi sektor perkhidmatantidak dikawal selia (unregulated
sectors); merujuk kepada garis
panduan penyertaan syarikat asingdalam perdagangan, pengedaran dan
perkhidmatan di Malaysia.
• Perniagaan Jualan Langsung(Lesen Jualan Langsung)

Ministry of Tourism and Culture (MOTAC)• Perkhidmatan terapi SPA (Sijil SPA)
• Sijil Perhotelan dengan pengkelasan
bintangNational Film Development Corporation(FINAS)

Perfileman (pengeluaran atau / danpengedaran filem)

Ministry of Home Affairs (MOHA)

Penerbitan dan Mesin Cetak

Ministry of Domestic Trade,
Co-operatives and Consumerism

Kelulusan menjalankan Aktiviti
Perdagangan Pengedaran di Malaysia(WRT)

Petronas

Lesen membekal / menjalankan
perkhidmatan minyak dan gas daripada
Petronas

Construction Industry Development
Board (CIDB)

36

Education

REGULATORSTYPE OF LICENSE

Ministry of Education (MOE)

Perakuan Pendaftaran Institusi
Pendidikan Swasta / Pengajian Tinggi
Swasta / Pusat Bahasa

TYPE OF LICENSE

Ministry of International Trade andIndustry (MITI)

Ministry of Domestic Trade,
Co-operatives and Consumerism(MDTCC/KPDNKK)SECTOR 		

Surat kelulusan Penubuhan Institusi
Pendidikan Swasta / Pengajian Tinggi
Swasta / Pusat Bahasa
Ministry of Home Affairs

Surat kelulusan pengambilan pelajar
asing

Welfare Department Malaysia

Perakuan Pendaftaran Pusat Jagaan

Tourism

Ministry of Tourism and Culture (MOTAC)

Perniagaan Pengendalian Pelancongan& perniagaan agensi pengembaraan

Logistics

Land Public Transport Malaysia (SPAD)

Lesen Pengendali

Royal Malaysia Customs Department

Lesen Ejen Perkapalan/ Penghantaran

Healthcare

Ministry of Health (MOH)

Lesen untuk mengendalikan atau
menyediakan kemudahan atau
perkhidmatan jagaan kesihatan swasta

Telecommunication

Malaysia Communications andMultimedia Malaysia (SKMM)

Lesen di bawah Akta Komunikasi dan
Multimedia, 1998 - Individual Licence

Finance

Ministry of Finance (MOF)

License to carry on banking business
Lesen Insurans (Akta Insurans 1996) Menteri Kewangan
Sijil Akuan Pendaftaran Firma Perunding

Bank Negara Malaysia (BNM)

Lesen untuk menjalankan perniagaan
perkhidmatan wang

Aviation

Department of Aviation (DCA)

Air Services Licence

MiningState Department of Mineral andGeoscience

Lesen Melombong Tuan Punya &Pajakan Melombong

Department of Mineral and Geoscience

Kelulusan Skim Operasi Melombong

Royal Malaysian Police(quarry operations)• Lesen Membawa Masuk, Membawa
Keluar atau Membawa Bahan Letupan• Lesen Menjual, Memiliki, Membeli
Letupan dan Peluru\• Lesen CIDB sekurang-kurangnya gred
G5 dan ke atas
• Letter of Award (LOA) terkini

37

ANNEX A
SECTOR 		
Agriculture, Livestock
and Fisheries

ANNEX B

(continuation)

REGULATORSTYPE OF LICENSE

Department of Fisheries /Department of Agriculture

Lesen Lembaga Getah Malaysia

Lembaga Kemajuan Ikan Malaysia

Lesen untuk mengimport, mengeksport
dan berniaga ikan dalam kawasan
kawalan pemasaran ikan

Department of Veterinary Services

Lesen untuk memelihara unggas danmenjalankan aktiviti berkaitan unggas

Sports

Ministry of Youth and Sports

Malaysia Sports Commissioner Officer
Certificate (if any)

Palm Oil Industry

Malaysia Palm Oil Board (MPOB)

Lesen di bawah Akta Minyak Sawit
Malaysia 1998

Wood industry / Logging Malaysia Timber Industry Board

Sea Reclamation

Biotechnology

Perakuan Pendaftaran Lembaga
Perindustrian Kayu Malaysia

State Forestry Department

Perakuan Pendaftaran(Perakuan Sebagai Pembalak)

Marine Department Malaysia

Lesen Kebenaran bagi aktiviti
mengangkut pasir menggunakan
pengangkutan laut

Ministry of Transport

Lesen Perkapalan Dalam Negeri

Malaysian Bioeconomy Development
Corporation Sdn Bhd (Bioeconomy)

Bionexus Status Certificate(COMPANY LETTERHEAD)
No Fail:

Tarikh:Setiausaha Bahagian
Bahagian Hal Ehwal Imigresen
Kementerian Dalam Negeri
Aras 4, Blok D2, Kompleks D
Pusat Pentadbiran Kerajaan Persekutuan 				62546 PUTRAJAYATuan,PERMOHONAN PENGECUALIAN GAJI MINIMUM UNTUK PENGAMBILAN EKSPATRIAT BAGI PAS
PENGGAJIAN KATEGORI III
Merujuk kepada perkara di atas, (nama syarikat) ingin memohon pengecualian gaji minimum untuk
pengambilan ekspatriat bagi Pas Penggajian Kategori III.
2.

Untuk makluman tuan, butiran syarikat dan justifikasi permohonan adalah seperti berikut :Nama Syarikat
No Pendaftaran Syarikat
Peringkat Jawatan* /Bilangan Jawatan
Justifikasi		
3.

38

:
:
:
:

Kerjasama pihak tuan dalam mempertimbangkan permohonan ini amat dihargai dandidahului dengan ucapan terima kasih.

39

ANNEX B

ANNEX C

(continuation)

LIST OF APPROVING AGENCIES
Yang Benar,1.
2.

___________________(Nama Pengarah)(Nama Syarikat)

3.
4.
5.
6.

s.k.

7.
Unit Inspektorat
Bahagian Khidmat Ekspatriat
Jabatan Imigresen Malaysia
Ibu Pejabat Jabatan Imigresen Malaysia
Tingkat 3 (Podium)
Persiaran Perdana, Presint 2
Pusat Pentadbiran Kerajaan Persekutuan
62550 PUTRAJAYA

8.
9.
10.
11.

LIST OF REGULATORY BODIES*Nota :i.
Surat permohonan ini tidak boleh digunakan atau dianggap sebagai pra-syarat bagi
kelulusan pas.
ii.

Ministry of Home Affairs
Malaysia Investment Development Authority (MIDA) for the manufacturing and its related
services sectors.
Malaysia Digital Economy Corporation (MDEC) for the information technology sector,
specifically companies that have been awarded Multimedia Super Corridor (MSC) Status.
Central Bank of Malaysia (BNM) for the financial, insurance and banking sectors.
Securities Commission (SC) for the securities and futures market.
Iskandar Regional Development Authority for specific companies operating within
Iskandar Malaysia
East Coast Economic Region Development Council (ECERDC) for specific companies
operating within East Coast Economic Region
Talent Corporation Malaysia Berhad for specific key employers under ICAEW/ACCA/NKEA sectors
Malaysian Global Innovation & Creativity Centre (MaGIC) for approved programs
under its purview
Public Service Department Malaysia for government contractual positions
Expatriate Committee (EC) for expatriate posts in sectors other than the above mentioned sectors.

Peringkat Jawatan merujuk kepada tahap jawatan dalam organisasi syarikat.
Contoh : Technical Expert-Technical Position / Junior Level-Entry Level.

40

NO
1
2
3
4

REGULATORY BODIES		
Ministry of Education		
Ministry of Health (Traditional & Complementary Medicine)		
Ministry of Tourism and Culture		• National Sports Institute, Ministry of  Youth and Sports• National Sports Council, Ministry of  Youth and Sports• Related Associations
5
Ministry of Agriculture and Agro-based Industries		
6
Malaysian Bioeconomy Development Corporation Sdn Bhd (Bioeconomy)
7
Department of Civil Aviation, Ministry of Transport		
8
Department of Mineral and Geoscience, Ministry of Natural 		
Resources and Environment
9
Unit PUSPAL, Ministry of Communications and Multimedia 							
10 Construction Industry Development Board (CIDB)		
11 Equestrian Association of Malaysia 		
41

SECTOR
Education
Healthcare
TourismSportsAgriculture
Biotechnology
Aviation
MiningEntertainment& Performance
Construction
EquestrianANNEX D

NO.			
•
•
•
•
•
•
•

GENERAL ESD ONLINE DOCUMENT REQUIREMENT

NO.			1		ITEM

PASSPORT PHOTO

•
•
•
•
		
•
•

Recent Passport Photo
Background Colour : Light Blue
Photo sized 3.5 x 5.0 cm or 99 x 142 pixels
Taken in full-face view facing the camera with neutral facial expression, both eyes
open and mouth closed
No head covering allowed which obscures hair or hairline unless worn for religious purpose
Edited photo is NOT ACCEPTABLE

Note:i. Full face must be visible, and the head covering must not cast any shadow on the face
2

COPY OF PASSPORT• Passport Pages (FULL BOOKLET WITH COVER AND ALL PAGES WITH MINIMUM SIX (6)		 EMPTY PAGES AVAILABLE)
Compulsory:i. Copy submitted MUST be in COLOUR.
ii. Scan and upload clear and readable copy in single pdf file, MAXIMUM OF THREE (3)		 ATTACHMENTS ONLY.
iii. The passport validity MUST BE MORE THAN TWELVE (12) MONTHS.
Please ensure details in the passport is accurately KEYED INTO THE ESD ONLINE•

Name- Name format should follow as printed in the Machine Readable Zone (MRZ). For
passport without MRZ, name format should follow “SURNAME” followed by
			 “GIVEN NAME”
		 - Name length (maximum 44 characters including space and no special charactersallowed, if more please follow the name according to MRZ in the passport)

42

		

ITEM

Nationality
GenderDate of Birth
Passport No
Passport Issue Date
Passport Expiry Date
Place of Passport Issuance

Note:
Diplomatic / Official/ Refugee / Temporary / Emergency passport is NOT ACCEPTABLE.
3.

HIGHEST ACADEMIC QUALIFICATIONi.

Any required copies submitted MUST be in COLOUR.

For certificate(s) that are NOT in English, the following is required:
ii. If the applicant is not in Malaysia, the academic certificate(s) MUST be translated to		 English and Certified True Copy by the Malaysian Embassy / High Commission / Consulate		 in their respective country OR
iii. If the applicant is in Malaysia, the academic certificate(s) MUST be translated to English
		 by Institut Terjemahan & Buku Malaysia (ITBM) and Certified True Copy by respective
		 Embassy / High Commission / Consulate in Malaysia.
iv. A copy of the original certificate(s) must be submitted together with the translated copy,
		 as per the requirements above.
For certificate(s) that are in English, the following is required:v. Must be attested / Certified True Copy (CTC) by the respective Embassy / High Commission /		 Consulate General in the respective country; OR in Malaysia; OR Human Resource (HR) of
		 the company.
vi. If the company HR is attesting the certificates, then the attested documents MUST have		 the official company stamp, and can only be signed by the HR Manager and above with the		 name and position clearly stated.
Disclaimer: However, for certificates certified by company HR, the Expatriate Committee
reserves the right to request for certified true copy by the relevant authority in the respective
country; OR respective Embassy / High Commission / Consulate General in Malaysia.

43NO.					ITEM

ADDITIONAL REQUIREMENTS FOR EMPLOYMENT PASS CATEGORY III APPLICATIONS(ONLY FOR APPLICANTS FROM INDIA, CHINA, BANGLADESH, PAKISTAN, MYANMAR,NEPAL, VIETNAM, INDONESIA & SRI LANKA)
i. If the applicant is not in Malaysia, the academic certificate(s) MUST be Certified True Copy
		 (CTC) by the Malaysian Embassy / High Commission / Consulate General in the respective
		 country;
		 - If the certificate is not in English, please get it translated to English by an authorised			 agency appointed by the Malaysian Embassy / High Commission / Consulate office; OR
ii. If the applicant is in Malaysia, the academic certificate(s) MUST be Certified True Copy
		 (CTC) by the respective Embassy / High Commission / Consulate General in Malaysia.
		 - If the certificate is not in English, it MUST be translated to English by Institut
			 Terjemahan & Buku Malaysia (ITBM)		Please ensure details in of the education background is accurately KEYED INTO THE
ESD ONLINE especially for the particulars :• Major Field Study• University/College• Year Of Graduation• Country Of Graduate (please pay careful attention when stating the country of graduate)
4

PROFESSIONAL CERTIFICATE (IF APPLICABLE)• Please follow the requirement as per Academic Qualification for attesting purposes.  

Note:• Certifications earned from a professional society, university, or from a private certifier, for		 some specific certifications (i.e., Microsoft, Six Sigma, PMP, etc). Some certifications must		 be renewed periodically, or may be valid for a specific period of time.
COMPREHENSIVE RESUME / CV (COMPULSORY)• Include total professional working experience.
• Detailed and updated information, current and previous employer on the employment
		 history with brief job description.
		 Example:
		 w Month/Year to month/year working experience		 w Full name and location (country) of previous/current companies
		 w Position held
5

44

NO.			

		

ITEM

Note:
i. Kindly include history of working experience, including name of companies, position
		 and year of services.
ii. Part-time work, voluntary work and internship is not professional working experience		 therefore shall not be considered into the calculation for total working experience.
RELEASE LETTER• Validity within three (3) months from the date of issuance• The letter should be issued by the employer mentioned in the current Employment Pass
		 (EP) or Professional Visit Pass (PVP) sticker in the applicant’s passport.
• Applicable to :		 w Change of employer in Malaysia;
6

7

EMPLOYMENT CONTRACT (NEW & RENEWAL)• Copy submitted MUST be in COLOUR.
• MUST be printed / transcribed on company’s official letterhead• Duly stamped by Malaysia Inland Revenue Board (MIRB)

The following details MUST be mentioned in the employment contract:• Issuance date of employment contract• Passport number of the expatriate• Duration of employment e.g. 1 year / 12 months (can be mentioned in year or months)• Designation / position• The designation / position in the system must be exact with the employment contract.
		 (40 characters including space and special characters)• Please choose ONE position only. Dual function position is NOT ALLOWED. e.g: DIRECTOR/
		 GENERAL MANAGER• BASIC MONTHLY SALARY (excluding allowances / incentives / bonuses) must be PAID IN
		 MALAYSIA and STATED IN MALAYSIAN CURRENCY (RM)
• Employment contract and acceptance letter must be signed by both parties (employer
		 and employee) and dated accordingly
Note:• The validity of the Employment Contract MUST be within THREE (3) MONTHS FROM THE
		 DATE OF ISSUANCE• Signature of employee must be similar as per passport.
• On behalf signature (employer or employee) is NOT ALLOWED45

NO.			
8

		

ITEM

NO.			SUPPORT LETTER FROM APPROVING AGENCIES OR REGULATORY SECTORS

			
•
•
		
•
		
•
•
•
		
•
		
•
		
•
		
•
•

APPROVING AGENCIES
•
•
•
•
•
•
•
•
•
•
•
•

Ministry of Education (MOE)
Ministry of Health (MOH)
Ministry of Tourism and Culture
Tourism (MOTAC)
Ministry of Youth and Sports (KBS)National Sports Council (MSN)
Ministry of Agriculture (MOA)
Malaysian Bioeconomy Development
Corporation Sdn Bhd (Bioeconomy)
Department of Civil Aviation (DCA)
Department of Mineral andGeoscience, Ministry of Natural
Mining (JMG)
Unit PUSPAL, Ministry ofCommunications and Multimedia(MCMC)
Construction Industry Development
Board (CIDB)
Equestrian Association of Malaysia
(EAM)

Note:
i. For companies under unregulated sectors i.e. business services, oil & gas, the Expatriate
		 Committee may request for a supporting letter from the relevant authority when necessary
9

DETAILED JOB DESCRIPTION (JD)
• Job description must be printed / transcribed on company’s official letterhead• Position must be stated on JD• Location of the position• Reporting Line / Supervisor Designation• List of task / responsibilities for position applied

46

ITEM

10

LATEST THREE (3) MONTHS PAYSLIPS
Applicable for :• Renewal application• Change of position within the same employer

11

PREVIOUS PASS DETAILSApplicable for:• Renewal application• Change of employer in Malaysia• Applicant who previously worked in Malaysia

12

LATEST INDIVIDUAL INCOME TAX (COMPULSORY)
i. Latest individual e-BE / e-M tax filing
ii. Tax payment receipts (if any)iii. EA Form

REGULATORY SECTORS

Ministry of Home Affairs (MOHA)
Malaysia Investment Development
Authority (MIDA)
Malaysia Digital Economy Corporation         (MDEC)
Central Bank of Malaysia (BNM)
Securities Commission (SC)Iskandar Regional Development
Authority (IRDA)
East Coast Economic Region Development
Council (ECERDC)
Talent Corporation Malaysia Berhad(TalentCorp)
Malaysian Global Innovation & Creativity
Centre (MaGIC)
Public Service Department Malaysia (JPA)
Expatriate Committee (EC)		

Disclaimer : Additional tax-related documents below may be requested :iv. Account statement from Malaysia Inland Revenue Board
Applicable for:• Renewal application• Change of employer in Malaysia• Change of position (if applicable)• Applicant who previously worked in Malaysia (for the last two years)
Note:• The EA or EC Form contains information on the personal details of the employee, his or		 her earnings for the year and the amount deducted and remitted under the Scheduler
		 Tax Deduction (STD) scheme.
• Individual is required to settle all outstanding amount before the submission of
		 Employment Pass (EP) application (new / renewal). Settlement through monthly
		 instalment (CP38) IS NOT ACCEPTABLE.
13

PERSONAL BOND
i. Copy submitted MUST be in COLOUR.

14

Immigration Department of Malaysia reserves the right to request for any additional
documents that is not listed in the checklist
47

ANNEX E
Restricted sector for foreign involvement under the Guidelines on Foreign Participation in
the Distributive Trade Services Malaysia
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
11.
12.

Supermarket / mini market (less than 3,000 square sales floor area)
Provision shop / general vendor
Convenience store (that opens for business for 24 hours)
News agent and miscellaneous goods store
Medical hall (inclined towards traditional alternative medicines plus general dry foodstuff)
Fuel station with convenience store
Fuel station without convenience store
Permanent wet market store
Permanent pavement store
National Strategic Interest
Textile, restaurant (non exclusive), bistro, jewellery shops
Others48

PLEASE BE REMINDED THAT NEGLECTFUL FAILURE OF THE COMPANY
TO SUBSTANTIALLY COMPLY WITH AN APPLICABLE OR OTHERGOVERNMENTAL REQUIREMENTS; OR NEGLIGENCE OR WILLFULMISCONDUCT OR KNOWINGLY MISREPRESENT WITH THE INTENT TOOBTAIN ANY PASSES FOR THE SAID FOREIGNER/S, THE COMPANY, SHALLHEREBY BE LAWFULLY RESPONSIBLE TO A LEGAL ACTION UNDER THE
IMMIGRATION ACT 1959/63 SECTION 56(F); ANY PERSON WHO MAKES
OR CAUSES TO BE MADE ANY FALSE REPORT, FALSE STATEMENT OR
FALSE REPRESENTATION IN CONNECTION WITH ANY OBLIGATION ON
CONVICTION, BE LIABLE TO A FINE NOT EXCEEDING TEN THOUSAND
RINGGIT OR IMPRISONMENT FOR A TERM NOT EXCEEDING FIVE YEARSOR BOTH.

49

Disclaimer:
All rights reserved.
No part of this publication may be reproduced, stored in a retrieval
system or transmitted, in any form or by any means, electronics,
mechanical, photocopying, recording or otherwise, without priorpermission from the publisher. The information in this publication has
been updated as accurately as possible until the date of print. Although
every attempt has been made to check the accuracy of this publication,
Immigration Department of Malaysia accepts no responsibility for errors
or omissions, if any.

50