Quick answer: MDEC publishes the full list as a checklist for MD companies and another for non-MD companies, both version 3 with file names dated 28 May 2026. The pages reviewed also name the company-level documents: the signed Expatriate Service Agreement, the Authorised Person Letter on company letterhead, the latest e-SSM company profile, the JTKSM section 60K approval and the MyFutureJobs acknowledgement. Education certificate copies must be certified in a way MDEC specifies. Always download the current checklist from MDEC.
- Use MDEC's Employment Pass Checklist for MD or Non-MD companies, version 3, file names dated 28 May 2026.
- Company set-up papers: Service Agreement, Authorised Person Letter, e-SSM profile.
- Approvals: JTKSM section 60K and MyFutureJobs acknowledgement for new applications.
- Education certificate copies need approved certification.
- Incomplete submissions may not be processed.
Where the Official List Is
MDEC's announcement on the FKW declaration lists these resources: Employment Pass Checklist for MD Companies and Employment Pass Checklist for Non-MD Companies (both v3, file names dated 28 May 2026), an FKW Projection / Headcount Request Checklist and the FKW Projection Template 2026. MDEC's pre-application pages also link a Non-MD company ICT subscription checklist and an Immigration payment schedule. The MDEC links labelled for the Employment Pass checklist on the MD page may be mislabelled as Non-MD, so check the document title after you download.
Company Documents the Pages Name
| Document | Purpose | Route |
|---|---|---|
| Expatriate Service Agreement | Printed, signed and uploaded at registration | Both |
| Authorised Person Letter (APL) | On company letterhead, naming authorised personnel | Both |
| e-SSM company profile | Latest copy, with a new cover letter when the company name or address changes | Both |
| Non-MD ICT subscription checklist documents | Company profile, activity and capital evidence | Non-MD |
| GBS sector proof | Official letter or document, such as GBS Malaysia or CCAM membership | Non-MD GBS |
Approvals You Must Hold
- JTKSM section 60K approval letter, for new Employment Pass applications (submitted through Xpats Gateway from 1 July 2025), valid 12 months.
- MyFutureJobs acknowledgement letter from PERKESO, unless an exemption applies. If it does not appear in Xpats Gateway, download it from the MyFutureJobs system and upload it manually.
- Approved FKW projection headcount from MDEC, before individual applications.
Certification Rules
Education certificate copies must be certified by a Malaysian embassy, high commission or consulate-general in the relevant country, by the foreign embassy in Malaysia, or by a Commissioner for Oaths for applicants who studied overseas. The rule applies to education certificates only. Marriage and birth certificates follow their own authorities' certification rules.
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Role Justifications
- A native or near-native language requirement must be clearly justified.
- Succession plan information is encouraged now, with an annual declaration from 1 January 2027.
- Roles must match the activities approved in the company's MD or MSC Malaysia letter.
Pre-Submission Review
Download the current checklist
Use the MD or non-MD version, not an old copy.
Match each document
Tick every line against the checklist.
Check certification
Education certificates especially.
Check names and dates
Company name, passport details and salary figures should match across documents.
Common Mistakes
Relying on a third-party document list
Checklists change. Use MDEC's current version.
Uncertified education certificates
MDEC specifies who may certify.
Missing MyFutureJobs letter
Upload it manually if it does not attach.
How We Help
What we handle for you
Before you apply
- Check which MDEC route your company fits, MD status or non-MD ICT, and whether the post, salary and category match.
- Prepare the JTKSM, MyFutureJobs and supporting documents with your team and review them against MDEC's checklist.
Application
- Prepare the FKW projection and pass application for your company's authorised person to submit, and help you respond to MDEC and Immigration queries.
- MDEC states that companies are discouraged from nominating a third-party agent as the authorised person, so the submission stays under your own account.
Why companies choose us
End-to-end under one roof
- We handle company incorporation, Malaysia Digital status, accounting and payroll as well as expatriate pass preparation, so your structure, payroll and hiring plan stay aligned.
- The company is set up correctly from day one.
We check before you invest
- We confirm eligibility, including whether you can hire the expatriates you need, before a foreign investor decides to incorporate in Malaysia.
- Neutral Consulting PLT is a Kuala Lumpur firm led by a Managing Partner who is a member of the Malaysian Institute of Accountants.
Frequently Asked Questions
Straight answers to the questions we hear most.
Where is the full document list?
MDEC publishes an Employment Pass Checklist for MD Companies and one for Non-MD Companies, both version 3 with file names dated 28 May 2026, and an FKW Projection checklist and template for June 2026. They sit in MDEC's document library, which this page could not reproduce. Download the current version from MDEC rather than relying on any third-party list, ours included.
How must education certificates be certified?
MDEC's June 2026 announcement says education certificate copies must be certified by a Malaysian embassy, high commission or consulate-general in the country concerned, by the foreign embassy in Malaysia, or by a Commissioner for Oaths for applicants who studied overseas. The rule applies only to education certificates. Marriage and birth certificates follow the certification rules of the relevant authorities.
What is section 60K approval?
Section 60K of the Employment Act 1955 requires employers to get approval from the Department of Labour Peninsular Malaysia (JTKSM) before employing an expatriate. It applies to private sector employers in Peninsular Malaysia and Labuan under amendments effective 1 January 2023, applications go through Xpats Gateway from 1 July 2025, and it is required for new Employment Pass applications, valid for 12 months, and decided in 10 working days. Xpats Gateway states that operating without the required approval carries a fine of up to RM100,000, imprisonment of up to five years, or both.
Do we have to advertise the job on MyFutureJobs?
For new Employment Pass applications from 1 July 2025, Xpats Gateway requires the MyFutureJobs advertisement acknowledgement letter from PERKESO, with exemptions for renewals, in-country position or category changes, and positions on PERKESO's exemption list. PERKESO decides, and employers must follow its advertising guidelines. MDEC's pages describe this as SOCSO approval after advertising the vacancy.
What is a succession plan, and is it compulsory?
Immigration's FAQ describes it as a structured plan to prepare local employees to take over expatriate roles within the employment period, which may include role transfers, training, knowledge transfer and a timeline. MDEC's June 2026 announcement says companies are encouraged to submit succession plan information now, and that an annual succession plan declaration takes effect on 1 January 2027, as communicated by the Ministry of Home Affairs.
Can we use a consultant or agent for the application?
MDEC states that companies are discouraged from nominating a third-party agent as the company's authorised person. The authorised person is named in the Authorised Person Letter on company letterhead and signs up through the company's own account. A consultant can still help prepare documents, check them against MDEC's checklist and advise on the route, while the company's own authorised person submits. Xpats Gateway separately says a Private Employment Agency may submit section 60K applications as an authorised representative, although its own wording on who counts as one is unclear.
What is an FKW Projection Request?
It is the request through the eXpats system for the number of foreign knowledge workers a company may hire. Under MDEC's June 2026 announcement, a company seeking new or additional FKW headcount files the request with all mandatory documents, MDEC reviews it, and the FKW Approval Committee decides. Only approved projection headcount allows the company to file individual FKW applications.
What is Xpats Gateway?
It is the government's single-window platform for Employment Pass applications. MDEC states that since 24 April 2024 all new and renewal Employment Pass applications under MDEC go through Xpats Gateway, using the same login as the MDEC Expats System. Once an application is forwarded to the MDEC eXpats system it can no longer be edited in Xpats Gateway, and changes must be requested from MDEC.
What if the application is rejected?
MDEC issues a Rejection Letter. For section 60K, Xpats Gateway states there is no cooling-off period before reapplying. The MDEC pages reviewed do not describe an appeal procedure for FKW applications, so ask the Expats Service Centre what options apply, and correct the cause before you resubmit rather than resubmitting the same file.
Is there an Immigration document list too?
MDEC's checklist covers requirements of both MDEC and Immigration, per its page description. The Immigration fee schedule is a separate document.
What does an incomplete submission lead to?
MDEC's June 2026 announcement says incomplete submissions may not be processed and missing requirements may cause processing delays.
Do I need a passport copy?
Passport details are part of the application. The pages reviewed do not list passport copy requirements in detail, so use the current MDEC checklist. For MTEP renewals MDEC lists a passport copy with at least 6 blank pages, which is a different programme.
Are documents the same for renewal?
Immigration's revised policy FAQ says documents for renewals have no change to existing requirements. MDEC's renewal checklist is in its document library.
Sources
Official sources
- MDEC, FKW declaration, headcount and additional requirements (June 2026)
- MDEC, Pre-application process for MD companies
- MDEC, Pre-application process for non-MD companies
- MDEC, Application process for MD companies
- Immigration Department (ESD), Xpats Gateway FAQ
- Immigration Department (ESD), Revised Expatriate Salary Policy FAQ (updated 12 February 2026)
This page is general information, not legal advice. Agencies change their requirements, so confirm the current rules with MDEC, the Immigration Department (ESD) and MIDA, or with us, before you act. Checked November 2026.
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