Work Permits in Malaysia: Complete Guide to Requirements and Application Process
- Natural Gifts
- May 19
- 16 min read
Updated: May 20
Securing the proper work authorization in Malaysia is essential for any foreigner planning to work legally in the country, as failure to do so can result in severe penalties for both workers and employers. Malaysia offers several pathways for foreign nationals to obtain legal work status, with distinct processes and requirements based on skill level, job role, and nationality.
Overview of Malaysia's Work Authorization Framework
For foreign nationals planning to work in Malaysia, understanding the intricacies of the country's work authorization system is crucial. Obtaining proper legal authorization before commencing any form of employment is a legal necessity. Failure to comply with immigration and employment regulations can result in serious consequences for both foreign workers and employers. This comprehensive guide aims to demystify Malaysia's work permit system, providing detailed information about the various types of authorizations, application processes, and legal requirements.
Malaysia's work authorization system involves several key government bodies, each playing significant roles in the application process and regulatory oversight. The main agencies include:
Immigration Department of Malaysia (Jabatan Imigresen Malaysia - JIM): The central authority responsible for issuing visas, passes, and entry permits to Malaysia. JIM establishes immigration policies and ensures compliance.
Ministry of Human Resources (KESUMA, formerly known as MOHR): KESUMA plays a significant role in formulating policies related to foreign workers, particularly non-expatriate workers. This ministry also oversees the Department of Labour of Peninsular Malaysia (JTKSM).
Expatriate Services Division (ESD): A division under JIM, often working in collaboration with TalentCorp Malaysia. ESD functions as a one-stop center for companies looking to employ expatriates and process Employment Passes.
Department of Labour of Peninsular Malaysia (JTKSM): Under KESUMA, JTKSM is responsible for enforcing labor laws and providing approval for the recruitment of certain categories of foreign workers (non-expatriates) based on Section 60K of the Employment Act 1955.
Ministry of Foreign Affairs (KLN): Involved in the visa issuance process through Malaysian Embassies and High Commissions abroad.
Generally, most work authorization applications in Malaysia are employer-led. This means that it is typically the prospective employer in Malaysia who initiates and manages the application process for their prospective foreign employees. Moreover, it's important to understand that before a pass or visa can be officially issued, prior approval is often required from relevant committees or institutions, such as the Expatriate Committee or JTKSM. This underscores the multi-stage nature of the process.
In line with efforts to enhance efficiency and transparency, the Malaysian government has shown a significant shift towards digital governance. This is evident from the widespread use of online portals such as ESD Online for expatriate applications, Xpats Gateway for agency support letters, ePPAx for general foreign worker management, and eVISA for electronic entry visa applications. These digitalization initiatives aim to streamline the application process, improve data management, and potentially reduce bureaucratic obstacles, although users may require time to adapt to these new systems.
How to Apply for a Malaysia Work Permit in 2025
The work permit application process in Malaysia is primarily employer-driven, meaning your Malaysian employer must initiate and manage most of the process on your behalf. Understanding the correct procedure is crucial for avoiding delays and ensuring compliance with Malaysian immigration laws.
Employment Pass Application Process for Professionals
For skilled professionals and executives, the Employment Pass (EP) is the most common work authorization. Here's how to apply:
Your Malaysian employer must first register with the Expatriate Services Division (ESD) through their online portal (esd.imi.gov.my)
For companies in regulated sectors, the employer must obtain a Support Letter from the relevant regulatory agency through Xpats Gateway
The employer then submits your EP application with all required documentation through the ESD system
Upon approval, you'll receive a Visa with Reference (VDR) approval letter
Apply for entry visa at Malaysian Embassy/Consulate in your home country or through eVISA (for eligible nationalities)
Enter Malaysia and complete passport endorsement within 30 days
Receive your i-Kad biometric identification card confirming legal work status
The Employment Pass processing time typically ranges from 4-8 weeks, though this can vary depending on application completeness and whether additional approvals are required.
Requirements for Temporary Employment Visit Pass (PLKS)
For foreign workers in sectors like manufacturing, construction, and domestic services, the Temporary Employment Visit Pass (PLKS) is the appropriate authorization. Key requirements include:
Age between 18-45 years at time of application
No family members allowed to accompany or reside in Malaysia
Medical clearance from approved health centers both pre-departure and post-arrival
Maximum work period typically 5 years (subject to policy changes)
Employer must obtain quota approval from the Ministry of Home Affairs
Application must be processed through the ePPAx system (www.eppax.gov.my)
Types of Work Authorizations in Malaysia
Understanding the correct terminology is vital when discussing work authorizations in Malaysia, as common terms may have specific meanings in Malaysian legal context.
"Work Permit" (Permit Kerja): This term is often used generally. However, in the Malaysian context, "Work Permit" often refers to the Temporary Employment Visit Pass (Pas Lawatan (Kerja Sementara) - PLKS), which is designated for general foreign workers in certain sectors.
Sometimes, this term may also refer to work permit endorsements on a Social Visit Pass.
"Employment Pass" (Pas Kerja/Pas Penggajian): This specifically refers to passes issued for expatriates working in skilled, managerial, executive, or technical roles.
"Work Visa" (Visa Kerja): This term can be ambiguous. "Work Visa" may refer to the work pass/permit itself (such as EP or PLKS). However, more accurately, "Work Visa" often refers to the Visa with Reference (VDR). VDR is a required entry visa after the work pass/permit is approved, allowing the foreign national to enter Malaysia for work purposes.
The interchangeable use of "work permit" and "work visa" in common conversation, as opposed to their specific meanings in Malaysian immigration law, can lead to confusion. It's crucial for prospective workers and employers to understand these differences, especially between passes that authorize employment (such as EP or PLKS) and VDR which is an entry visa. Misunderstandings regarding this can lead to application errors or issues when entering Malaysia.
The main passes commonly used for working in Malaysia and that will be discussed further in this guide include:
Employment Pass (EP): For expatriates.
Temporary Employment Visit Pass (Pas Lawatan (Kerja Sementara) - PLKS): For general foreign workers in certain sectors.
Professional Visit Pass (Pas Lawatan (Ikhtisas) - PVP): For short-term professional assignments where the individual remains employed by an overseas company.
Malaysia Work Visa Types and Their Eligibility Criteria
Understanding which type of work authorization fits your situation is essential for a successful application. Malaysia offers several distinct categories of work permits based on your qualifications, role, and employment arrangement.
Employment Pass (EP) for Expatriates
The Employment Pass (EP) is the primary type of work authorization designed for foreign nationals who possess the skills, qualifications, or experience required to fill executive, managerial, or technical positions in Malaysia.
Regulatory Bodies and Related Platforms
The central role in processing expatriate-related passes is held by the Expatriate Services Division (ESD) of the Immigration Department of Malaysia. ESD serves as a one-stop center aimed at "enhancing expatriate-related policies" and making Malaysia a "country of choice for investment and skilled expatriates."
Talent Corporation Malaysia Berhad (TalentCorp) collaborates with the Ministry of Home Affairs (MOHA) and JIM in the ESD initiative, specifically in managing the MYXpats Centre. The MYXpats Centre is responsible for processing and issuing EPs, Dependant Passes, Social Visit Passes (Long Term), and Temporary Employment Visit Passes.
A crucial first step for companies looking to employ expatriates is to register with the ESD through the ESD Online portal (esd.imi.gov.my). This process involves checking the company's eligibility based on its registration with the Companies Commission of Malaysia (SSM), paid-up capital, and other criteria.
Employment Pass Categories and Salary Requirements
There are three main categories of Employment Pass, each with different requirements and conditions, as outlined in the ESD Online Guide Version 4 and other sources:
Category I (EP I)
Minimum Base Salary: RM10,000 per month.
Contract Duration: Up to 5 years (60 months).
Renewable: Yes.
Dependants: Eligible to apply for Dependant Passes for spouse, children (under 18 or 21 years depending on the source), parents/in-laws; and can employ Foreign Domestic Helpers.
Suitable for senior executives and high-level professionals
Category II (EP II)
Minimum Base Salary: Between RM5,000 to RM9,999 per month.
Contract Duration: Up to 2 years (24 months).
Renewable: Yes.
Dependants: Eligible to apply for Dependant Passes for spouse, children, parents/in-laws; and can employ Foreign Domestic Helpers.
Suitable for mid-level managers and technical specialists
Category III (EP III)
Minimum Base Salary: Between RM3,000 to RM4,999 per month.
Contract Duration: Not exceeding 12 months.
Renewable: Yes, but limited to a maximum of 2 renewals.
Dependants: Not allowed to bring dependants or employ Foreign Domestic Helpers.
Academic/Experience Requirements: More explicit, for example: Bachelor's Degree + 3 years experience; Diploma + 5 years experience; Technical Certificate + 7 years experience.
MOHA Exemption: Requires an exemption letter from the Ministry of Home Affairs (MOHA) if the salary is below RM5,000.
It should be noted that EP is only valid in Peninsular Malaysia.
Employment Pass Application Process
The application process for an Employment Pass involves several important stages:
Pre-submission - Xpats Gateway and Support Letter:
For companies operating in regulated sectors (e.g., manufacturing under MIDA, financial services under Bank Negara Malaysia), the initial step is to request a Support Letter from the relevant regulatory/approving agency through the Xpats Gateway system (xpatsgateway.com.my). This Support Letter is a prerequisite before submitting an EP application (Categories I, II, and III) on the ESD Online portal. Login to Xpats Gateway using the same ESD Online credentials.
The charter processing time for Support Letters is: Fast Track (Tier 1, 2, Critical Sectors) within 3 working days; Normal Track (Tier 3-5) within 10 working days.
Submission through ESD Online Portal (esd.imi.gov.my):
The employer initiates the application through their registered ESD account. This process involves filling out the application form and uploading all required supporting documents.
Required Documentation (based on ESD Guide V4 and other sources):
Passport-sized photograph (light blue background).
Copy of Passport (entire book, validity >12 months).
Copy of Highest Educational Certificates (translated and certified).
Comprehensive updated resume.
Copy of Employment Contract (stamped by LHDN - Inland Revenue Board).
Detailed Job Description (on company letterhead).
Support Letter from Approving Agency via Xpats Gateway (if applicable).
Other documents as specified (e.g., release letter from previous employer, salary slips for renewals, tax documents).
Approval and Visa with Reference (VDR):
After approval by the Immigration Department (following EC/agency approval), an Approval Letter and Visa with Reference Letter (VWR/VDR) will be issued for new EP applications (Categories I, II, III). The VDR allows the foreign national to enter Malaysia. Nationals from countries requiring a visa must apply for VDR at the Malaysian Embassy/Consulate or via eVISA (if applicable).
Post-Arrival Procedures:
After entry, the EP sticker must be endorsed in the passport within 30 days. This can be done through pass delivery by Pos Malaysia or at Terminal 1 KLIA (for arrivals there). An i-Kad (biometric identity card) will be issued, confirming legal working status. For EP renewals (and Dependant Pass renewals), an ePASS (electronic pass) can be generated through ESD Online, subject to Immigration discretion.
Processing Time
ESD targets 5 working days for company registration and EP applications for fast-track categories. The full process from job offer to obtaining a work pass can take 4-8 weeks, and potentially longer if EC approval is required or if documents are incomplete.
Temporary Employment Visit Pass (PLKS) for Foreign Workers
The Temporary Employment Visit Pass or PLKS is a type of permit generally issued for non-expatriate foreign workers employed in various sectors in Malaysia. The management of workers in this category involves strict regulation from the government.
Regulatory Bodies
The management of PLKS is primarily under the Department of Labour of Peninsular Malaysia (JTKSM), which is part of the Ministry of Human Resources (KESUMA). However, the issuance of the PLKS sticker itself is done by the Immigration Department of Malaysia (JIM).
Legal Basis - Section 60K of the Employment Act 1955
A significant change in the regulation of non-expatriate foreign workers is the implementation of Section 60K of the Employment Act 1955 starting January 1, 2023. Under this provision, employers are required to obtain prior approval from JTKSM before employing foreign workers (non-citizens as defined in Section 2 of the Act). This requirement applies to new foreign worker recruitment and does not apply to the renewal of permits for existing workers. Failure to comply with Section 60K can result in fines of up to RM100,000, imprisonment of up to five years, or both.
Application Process through ePPAx (Integrated Foreign Worker Management System)
All applications for this prior approval must be submitted through the ePPAx system (www.eppax.gov.my). In this system, employers need to select the appropriate sub-module based on the category of workers to be recruited (e.g., new PLKS for less skilled workers, employer change, foreign domestic helpers). Some of the available sub-modules include "Less Skilled Foreign Workers / New Temporary Employment Visit Pass (PLKS)," "Foreign Worker Employer Change," and "Foreign Domestic Helpers."
It is important to note that the government has temporarily frozen new foreign worker recruitment in all sectors/sub-sectors since March 18, 2023, with some mentioned exceptions (such as gold merchants, barbers, and textile workers for New PLKS). This is a crucial current policy point.
Sectors and Worker Categories
PLKS is generally designated for workers in sectors such as manufacturing, construction, services, plantations, agriculture, and domestic work. Data shows the existence of foreign worker quotas distributed to various sectors. KESUMA emphasizes that foreign worker recruitment should be based on actual sectoral needs and demands, not driven by business interests, and is implementing a multi-tier levy system to encourage local workforce recruitment.
Eligibility Criteria (General for PLKS)
Age: 18 to 45 years.
Not allowed to bring family.
Cannot change jobs/employers without permission from the Ministry of Home Affairs.
Maximum work period usually 5 years (although other policies may affect the actual duration).
Must undergo medical examination.
Documentation and Procedures (General)
Application letter from the employer.
Quota approval from the Ministry of Home Affairs (Local Approval Center) for most sectors.
Visa with Reference (VDR) application after approval.
Payment of levy, personal security bond, insurance guarantee.
Copy of worker's passport, photos.
Medical report from country of origin (and post-arrival in Malaysia through FOMEMA).
Specific forms such as IMM.12.
Foreign Domestic Helpers (FDH)
Specific criteria apply to FDHs, including employer income, needs (having small children/sick elderly), and FDH age/gender. Applications for FDHs from Indonesia must use the services of Private Employment Agencies (APS).
Professional Visit Pass (PVP)
The Professional Visit Pass (PVP) is a type of pass designed for foreign nationals who need to enter Malaysia for temporary purposes to provide certain professional services, undergo training, or participate in specific events. A key characteristic of the PVP is that the individual typically remains employed and paid by an overseas company.
For short-term professional assignments lasting up to 12 months, the Professional Visit Pass (PVP) is appropriate for those who remain employed by an overseas company. This pass is ideal for technical experts, trainers, and specialized service providers working on specific projects.
Purpose of PVP
The PVP serves the specific need for temporary access to foreign expertise or talent without going through the complexities of a full work pass application (such as EP). It is highly suitable for project-based work, training sessions, or specialized services where full employment status in Malaysia is not required or appropriate. Its flexibility is evident from the diverse categories it covers.
Issuing Authority
The Immigration Department of Malaysia (JIM) is the body that issues the PVP. Applications are often submitted to the Visa, Pass, and Permit Division of JIM.
Eligibility and Categories
Various professional categories may qualify for PVP, including:
Experts (e.g., for installation, machine commissioning, providing training).
International artists (film shooting, stage performances) – requiring prior approval from PUSPAL (Foreign Film Shooting and Performance by Foreign Artists Application Center).
Religious workers (Islamic religious teachers, pastors, Granthi, Gurukkal).
Volunteers.
Students in exchange/mobility/industrial training programs.
Government officials for official purposes.
It should be noted that the ESD Online Guide Version 4 mentions that the Information and Communication Technology (ICT) sector is only allowed to apply for PVP through ESD Online. Additionally, companies that only apply for PVP must still meet the paid-up capital requirements for ESD registration. This indicates that some types of PVP may be processed through the ESD platform.
Application Process
Generally, applications are submitted by the Malaysian sponsor/company before the applicant enters Malaysia.
For PVP applications through ESD, an Approval Letter must be obtained before entry.
The ESD Online Guide Version 4 has a section on PVP, indicating that some PVPs are processed through this system, especially for companies registered with ESD.
Other PVPs are processed directly by the Visa, Pass, and Permit Division of the Immigration Department.
Required Documents (General - specific checklists available for each category)
Application forms (e.g., Imm.12, Imm.38).
Letter from the Malaysian sponsor/company.
Letter from the overseas employer confirming employment status and purpose of visit.
Copy of applicant's passport, photos.
Relevant qualifications, contracts, or invitation letters.
Support letters from related bodies (e.g., PUSPAL for artists, FINAS for film crews, religious bodies).
Duration and Limitations
PVP is typically granted for a period of up to 12 months, but can be shorter (e.g., 6 months for training in factories/hotels).
PVP holders typically do not change their employment status to Malaysian companies.
Endorsement of PVP sticker on passport is required within 14 days after entry (if processed through MYXpats).
Visa with Reference (VDR) General Requirements
The Visa with Reference (VDR), also known as the Visa with Reference Letter (VWR), is an entry visa required by foreign nationals who have obtained approval for an Employment Pass or other long-term work-related pass, to be able to enter Malaysia for the purpose of working or other approved long-term stay. It is important to understand that the VDR is not a work permit or employment pass itself, but rather a prerequisite for entry for nationals from countries that require a visa to enter Malaysia.
Application Process
VDR is applied for at the nearest Malaysian Embassy, High Commission, or Consulate General abroad after the underlying work pass (e.g., EP approval, PLKS approval from KDN/JTKSM) has been approved by Malaysian authorities.
For certain nationalities and pass types (e.g., EP Categories I, II, III for visa-required nationals), VDR can also be applied for online through the eVISA portal (malaysiavisa.imi.gov.my).
Common Documents for VDR Application
Original approval letter from the Immigration Department of Malaysia (e.g., EP approval letter, PLKS approval letter).
Original passport (minimum validity of 6 months, or 18 months for EP).
Completed visa application form (e.g., IMM.47 Form).
Passport-sized photo.
Confirmed return ticket (may vary depending on the type of pass).
Payment of visa fee.
It is important to distinguish VDR from Visa Without Reference (VWTR), which is typically for social/tourism visits.
Important Considerations for Foreign Nationals and Employers
Besides the main types of passes and visas, there are several other important considerations that foreign nationals planning to work in Malaysia and their employers should be aware of:
Malaysia Digital Arrival Card (MDAC)
Effective from January 1, 2024, all foreign travelers (with some exceptions such as Singapore citizens and diplomatic passport holders) are required to complete the MDAC online (imigresen-online.imi.gov.my/mdac/main) up to three days before arrival. This is a mandatory pre-arrival formality.
Prohibition on Tourist Visa Conversion
Malaysia strictly does not allow the conversion of tourist visas into work passes or work permits from within the country. Foreign nationals typically need to obtain the necessary approvals and VDR while outside Malaysia, then re-enter with the correct pass.
Penalties for Non-Compliance and Illegal Employment
Working without valid authorization is a serious offense.
Employers who employ illegal foreign workers face severe sanctions, including fines (e.g., up to RM10,000 per employee, or up to RM100,000 under Section 60K of the Employment Act) and/or imprisonment.
The consequences of working illegally in Malaysia are severe, with penalties including fines up to RM10,000 per unauthorized worker, imprisonment for both employers and workers, deportation, and potential blacklisting from future entry. Employers can face fines up to RM100,000 under Section 60K of the Employment Act for hiring foreign workers without proper approval.
Estimated Processing Times
EP: Average 4-8 weeks, could be longer.
ESD company registration: 5 working days.
Fast Track EP approval: 5 working days.
VDR: 5 working days.
PLKS processes can vary.
Compliance with Malaysian Employment Laws
Employment contracts must comply with Malaysian employment laws, stating the job role, salary, and duration of stay, consistent with the application submitted.
Restricted Sectors
The government maintains a list of sectors restricted for foreign workers.
Work Permit Validity and Renewal Considerations
When planning your work experience in Malaysia, remember that each work permit has specific validity periods and renewal limitations. Employment Pass Category I can be renewed multiple times, while Category III is limited to just two renewals. The PLKS typically allows foreign workers to remain in Malaysia for up to 10 years across multiple renewals, though this is subject to quota availability and government policy changes.
Benefits of Legal Work Authorization
Protects both employers and workers, ensures compliance, prevents sanctions, and provides access to benefits such as health protection, banking services, and potential pathways to long-term residency.
For those considering a more permanent move to Malaysia, the Malaysia My Second Home (MM2H) program offers a long-term residency option with various benefits for eligible applicants.
Official Government Portals for Further Information
For the most up-to-date information, forms, and official guidelines, it is essential to refer directly to the following government portals:
Immigration Department of Malaysia (JIM): www.imi.gov.my - For general visa and pass information, forms, specific pass categories such as PVP, PLKS.
Expatriate Services Division (ESD): esd.imi.gov.my - For all matters related to Employment Pass applications for expatriates, company registration, ESD Online Guide, Xpats Gateway.
Ministry of Human Resources (KESUMA): www.mohr.gov.my - For policies regarding foreign workers, employment laws, oversight of JTKSM. (The official site is www.mohr.gov.my although KESUMA is the new acronym).
Department of Labour of Peninsular Malaysia (JTKSM): jtksm.mohr.gov.my - For Section 60K approvals, ePPAx system, guidelines on employing non-expatriate foreign workers.
Ministry of Foreign Affairs (KLN): www.kln.gov.my - For information regarding Malaysian Embassies/Consulates, entry visa requirements, eVISA portal links.
Talent Corporation Malaysia Berhad (TalentCorp): www.talentcorp.com.my - For initiatives related to attracting and retaining talent, including expatriates, and engagement with the MYXpats Centre.
Given the complexity and evolving nature of immigration policies, it is crucial for users to always refer to and verify information directly from these official government portals. This ensures that decisions and actions are based on the most current and accurate guidelines, beyond information that may be available at the time this guide was compiled.
For Indian nationals specifically looking for information about Malaysia visa requirements, there are newly implemented visa-free entry policies that may be beneficial for initial visits before applying for work authorization.
Conclusion
Malaysia's work authorization system is designed to regulate the entry and employment of foreign nationals, taking into consideration the country's economic needs and domestic labor market. There are various types of passes and visas, each with specific eligibility criteria, application processes, and conditions.
A clear understanding of the differences between the Employment Pass for expatriates, Temporary Employment Visit Pass (PLKS) for general foreign workers, and Professional Visit Pass (PVP) for short-term professional assignments, as well as the role of the Visa with Reference (VDR) as an entry visa, is fundamental.
Most application processes are employer-led, which places significant responsibility on companies in Malaysia to ensure compliance with all applicable regulations. The shift towards digitalization through platforms such as ESD Online, Xpats Gateway, and ePPAx aims to enhance efficiency and transparency, but also requires users to familiarize themselves with these online systems.
Navigating Malaysia's work permit system successfully requires understanding the appropriate authorization for your circumstances, ensuring all documentation is complete and accurate, and working closely with your employer throughout the process. For personalized guidance on your specific situation, consider completing a free relocation questionnaire to receive expert advice tailored to your needs.
It is important for prospective foreign workers and employers to plan carefully, thoroughly understand documentation requirements, and comply with all procedures established by Malaysian authorities. Given the dynamic nature of immigration and employment policies, continuous reference to relevant official government portals is best practice to ensure that the information used is always accurate and up-to-date. Compliance with the legal framework not only ensures smooth application processes but also protects the rights and obligations of all parties involved.
Disclaimer: While every effort has been made to ensure accuracy, immigration policies are subject to change. Always verify current requirements with official Malaysian government portals or consult with qualified immigration professionals.
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