Quick answer: For an Employment Pass in Malaysia you prepare three sets of documents: the company's documents, the expatriate's passport, certificates and resume, and the contract and job documents. The passport must be valid for more than 12 months with at least six empty pages, and the employment contract must be stamped within three months. Incomplete applications are returned.
- Passport: more than 12 months validity and six empty pages.
- Employment contract: IRB-stamped, valid within three months, signed by both parties.
- Job description: on letterhead with at least three distinct tasks.
- Testimonial: signed by top management, with no digital signature.
- Renewals also need payslips, tax forms and settled tax.
Company Documents
- Director's IC or passport, and the signed Letter of Undertaking on company letterhead.
- Company profile and the SSM forms.
- Financial statements and any other licences or approvals.
- For MIDA applications: the approval letter, such as the manufacturing licence, incentive, status or grant.
- For MIDA new applications: JTK approval under Section 60K of the Employment Act 1955, and the MyFutureJobs advertisement unless exempt.
- An organisation chart showing current and proposed expatriates (MIDA).
Expatriate Documents
- Passport colour scan, more than 12 months valid, at least six empty pages.
- Passport-style photo, light blue background, 3.5 cm by 5.0 cm.
- Education certificates, in colour, with certified translations if not in English.
- Resume and employment history, excluding part-time, voluntary and internship work.
- Testimonial signed by top management, on letterhead, with no digital signature.
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Contract and Job Documents
- Employment contract stamped by IRB or LHDN, valid within three months of stamping, signed by both parties.
- Job description on letterhead with at least three distinct tasks, consistent with the ESD position.
- Application letter.
- For renewals and changes: the latest three months of payslips, the latest e-BE or e-M form, the EA form and tax receipts.
Key Specifications at a Glance
| Item | Requirement |
|---|---|
| Photo | Light blue background, 3.5 cm by 5.0 cm, 99 by 142 pixels, unedited |
| Passport validity | More than 12 months |
| Passport pages | At least six empty pages, colour scan, maximum three attachments in one PDF |
| Contract stamping | Valid within three months of stamping |
| Job description | On letterhead, at least three distinct tasks |
| Testimonial | Signed by top management, on letterhead, no digital signature |
Common Mistakes
Submitting a passport with under 12 months left
It must be valid for more than 12 months.
Using a digitally signed testimonial
Digital signatures are not accepted for the testimonial.
Counting internships as experience
Part-time, voluntary and internship work are excluded.
Settling tax by instalment before renewal
Outstanding tax must be fully settled. CP38 instalments are not acceptable.
Frequently Asked Questions
Quick answers on documents.
What documents do I need for an Employment Pass in Malaysia?
You need the candidate's passport, certificates, resume, employment contract, job description and a testimonial, plus company documents such as the director's IC or passport, the company profile and financial statements. Renewals and changes need payslips and tax documents.
How long must the passport be valid?
Immigration's guidebook says the passport must be valid for more than 12 months and have at least six empty pages. Submit a colour scan, with a maximum of three attachments in a single PDF.
What are the photo requirements?
A light blue background, 3.5 cm by 5.0 cm, 99 by 142 pixels, and unedited.
Does the employment contract need to be stamped?
Yes. Immigration's guidebook requires an IRB-stamped contract, valid within three months of stamping, with signatures from both parties.
What must the job description include?
It must be printed on company letterhead, list at least three distinct tasks and be consistent with the position in ESD Online.
What is the testimonial letter?
For an Employment Pass, a testimonial signed by top management on an official letterhead. Digital signatures are not accepted.
Do certificates need to be translated?
Yes, for non-English documents. Immigration's guidebook has certified translation and attestation rules. For MIDA applications, translations are by ITBM or a recognised translator, and foreign-language documents are certified by the Embassy, a Notary Public or a Company Secretary.
What work experience counts?
The total experience excludes part-time, voluntary and internship work.
What documents do I need for a renewal?
The latest payslips, the latest e-BE form with at least three pages or an e-M form, the EA form and tax receipts. Outstanding tax must be fully settled, and settlement through monthly instalment under CP38 is not acceptable.
What happens if documents are incomplete?
Incomplete applications are returned or not considered. A returned ESD application must be resubmitted within the stated period or it is cancelled.
About This Guide
This guide was prepared by Neutral Consulting PLT, a Kuala Lumpur firm of chartered accounting and advisory professionals with 10 years in practice. We help foreign and local companies set up, stay compliant and hire talent in Malaysia. Every figure and rule here was checked against the official sources listed below in November 2026.
Sources
Official sources
- Immigration Department (ESD), ESD Online Guidebook V5 (September 2024)
- MIDA, Employment Pass guidelines (1 June 2026)
- MDEC, Expatriate Services FAQ
This page is general information, not legal advice. Agencies change their requirements, so confirm the current rules with the Immigration Department (ESD), MIDA and MDEC, or with us, before you act. Checked November 2026.
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