Procedure

Understanding the Process

From company registration to obtaining the work permit, the process varies depending on the business sector and the relevant authority. Discover the key steps, applicable systems, and requirements to consider when preparing and following up on an expatriate application in Malaysia.

NOTE: The information provided is of a general nature. Procedures, documentary requirements, processing times and eligibility criteria may change according to the requirements of the Immigration Department of Malaysia, Expatriate Services Division (ESD), Malaysia Expatriate Services Centre (MYXpats), Malaysian Investment Development Authority (MIDA), Department of Labour Peninsular Malaysia (JTKSM), PERKESO and other relevant authorities.

The applicable procedure depends on the employer's sector and responsible authority. Companies under the ESD/MYXpats route use ESD Online, while companies under MIDA's purview use the MIDA Expatriate System (MES) through InvestMalaysia/Xpats Gateway. Other designated sectors may use separate systems, including MDEC/eXpats or IRDA/XPATNOVA.

Processing times are official client charters and generally apply where applications and documents are complete. Additional verification, clarification or inspection may extend processing.

For new Employment Pass applications, employers should also consider applicable Section 60K, MYFutureJobs and Support Letter requirements. Revised Employment Pass salary thresholds apply from 1 June 2026.

For any inquiries regarding Employment Pass, Dependant Pass, Professional Visit Pass, Residence Pass-Talent, visa transfer or other expatriate-related matters, please contact Christelle.

STEP

Approval, endorsement and ePASS

Once approved, the company must complete the applicable endorsement process.

ESD/MYXpats

The company completes the endorsement process through ESD Online and follows the applicable ePASS procedure. Where required, the expatriate must obtain the appropriate visa/VDR before entering Malaysia. Where applicable, eligible applicants may use the Expatriate Satellite Centre (ESC) at KLIA for endorsement.

MIDA/MES

MIDA applications follow the MES/MIDA Immigration Unit endorsement and ePASS procedure. Companies should follow the instructions displayed in MES rather than assuming that the ESD/MYXpats endorsement procedure applies.

STEP

Submission of applications

Once all applicable prerequisites are completed, the company submits the application through the relevant system.

ESD/MYXpats
EP and PVP applications are submitted by the sponsoring company through ESD Online. The current EP processing charter is 5 working days for complete applications.

MIDA/MES
MIDA-related EP, PVP, EP Foreign Graduate and Dependant Pass applications are submitted through MES via InvestMalaysia/Xpats Gateway. ESD Online is no longer accepted for new MIDA-related applications from 1 June 2026.

The authorities may request additional documents or clarification during assessment.

STEP

Preparation of the expatriate application

Before submitting a new EP or PVP application, the company must complete all applicable prerequisites, which may include:
○ Expatriate projection, where applicable
○ JTKSM approval under Section 60K, where applicable
○ MYFutureJobs acknowledgement/exemption, where applicable
○ Support Letter, where applicable
○ MIDA expatriate-post approval, where applicable
○ Other sector-specific approvals

Since 1 July 2025, applicable JTKSM, MYFutureJobs and Support Letter processes are facilitated through Xpats Gateway.

Employment Pass salary requirements

For EP applications submitted from 1 June 2026:
○ Category I: RM20,000 and above
○ Category II: RM10,000–RM19,999
○ Category III: RM5,000–RM9,999

The threshold is based on basic salary, excluding allowances, bonuses and other non-fixed payments.

The revised framework provides maximum employment-duration frameworks of up to 10 years for Categories I and II and 5 years for Category III. The succession-plan requirement for Categories II and III takes effect from 1 January 2027.

For qualifying manufacturing/manufacturing-related services positions, the applicable EP III minimum may be RM7,000, subject to the relevant requirements.

STEP

Approval and Company Activation / MES

For ESD companies, once registration is approved, the company must complete Company Activation, including the Letter of Undertaking (LoU), before submitting expatriate applications.

For MIDA companies, the corresponding company and expatriate-post processes are handled through MES/InvestMalaysia. From 1 June 2026, MIDA-related applications must be submitted through MES.

STEP

Review of the company registration and eligibility

For ESD companies, Immigration reviews the registration and may request additional documents, verification or inspection where required.

The current ESD processing charter is 14 working days for complete submissions.

For MIDA companies, eligibility and applications are assessed under the MIDA/MES framework rather than the ESD company-registration process.

STEP

Company registration in the applicable system

ESD companies
The company must complete ESD registration and provide the required information and supporting documents.

Information
○ Company and business activity details
○ Directors and shareholders
○ Contact and financial information
○ Annual expatriate projection
○ Other information required by ESD Online

Documents
○ Directors' MyKad/passport copies
○ Company profile and e-SSM information
○ Telephone bill
○ Tenancy Agreement/S&P
○ Latest financial report
○ Local-authority licence, where applicable
○ Other business licences/supporting documents

ESD eligibility and processing
Current ESD eligibility includes prescribed paid-up-capital requirements of RM250,000 for 100% Malaysian-owned companies, RM350,000 for joint ventures, RM500,000 for 100% foreign-owned companies and RM1 million for foreign-owned WRT companies, subject to the applicable requirements.

The current ESD company-registration processing charter is 14 working days, provided the required documents are in order.

MIDA companies
Companies under MIDA's purview follow MES, not the ordinary ESD company-registration route. The company must hold the relevant MIDA approval/status applicable to its activity and access MES through InvestMalaysia/Xpats Gateway.

STEP

Determining the applicable application system

The company should first determine which expatriate application system applies.

For ESD/MYXpats companies, the company must create and activate an ESD Online account before proceeding with company registration.

For MIDA-regulated companies, MIDA's MES is the applicable platform from 1 June 2026. Applications are submitted through Xpats Gateway using the company's InvestMalaysia credentials. ESD Online is no longer accepted for MIDA-related applications.

Other designated sectors may use their respective systems.

ESD

E-Filing System at the Expatriate Services Division

The Expatriate Services Division (ESD) provides ESD Online for companies within the ESD/MYXpats route to register and manage expatriate applications.

ESD Online should not be treated as the universal platform for all Malaysian employers. Companies under MIDA's purview use MES through InvestMalaysia/Xpats Gateway, while other designated sectors may use systems such as MDEC/eXpats or IRDA/XPATNOVA.

For ESD companies, corporate information and supporting documents are primarily provided during company registration, although Immigration/MYXpats may request additional or updated documents.

The company should also maintain its applicable annual expatriate projection. Approval of a projection does not constitute approval of individual EP/PVP applications; each application is assessed separately.

For applicable new EP/PVP applications, JTKSM Section 60K, MYFutureJobs and Support Letter processes may be handled through Xpats Gateway.

Companies should always consult the latest ESD Online guidance, Xpats Gateway FAQs, MIDA MES guidelines and official Immigration/MYXpats/MIDA announcements before submitting an application, as procedures and requirements may change.

Key current distinctions

ESD/MYXpats
○ ESD company registration and activation
○ ESD Online applications
○ EP processing: 5 working days for complete applications
○ Company registration: 14 working days

MIDA/MES
○ Manufacturing and Selected Services under MIDA's purview
○ MES via InvestMalaysia/Xpats Gateway
○ Mandatory MIDA route from 1 June 2026
○ ESD Online no longer accepted for MIDA-related applications

Other designated routes
○ MDEC/eXpats, IRDA/XPATNOVA and other applicable authority-specific systems may apply depending on the employer and sector.

Your contact

Christelle DIDESCH
Business Support Services Manager
Immigration & Translation Service

Send an e-mail