The Employer’s Guide to Malaysia Work Visa
- Chow Ping
- 4 days ago
- 5 min read
If you're a Malaysian company trying to hire foreign talent, navigating the work visa maze can feel overwhelming.
But here's the good news: Once you understand the system, it's actually quite manageable.
Let's break it all down.
What is a Malaysia Work Visa?
A Malaysia work visa is the authorization that allows foreigners to legally work in the country.
Here's what you need to know upfront:
As the employer, you apply on their behalf. Your foreign hire can't do this themselves.
The term "work visa" actually encompasses the entire process — from getting initial approval from various government agencies to your employee receiving their physical work permit card.
Different types of work permits exist for different situations. A tech executive from the UK needs a different permit than a construction worker from Bangladesh. A consultant flying in for a 3-month project? That's yet another category.
Understanding which type applies to your hire is the first step.
Types of Malaysia Work Visa You Can Apply For
Employment Pass (EP)
This is the most common work permit for foreign professionals.
The Employment Pass is for highly skilled workers — managers, executives, technical specialists, and professionals.
Requirements:
Minimum monthly salary of RM5,000 (can be higher depending on role and sector)
Degree or diploma from a recognized institution
Relevant work experience
Valid for 1-5 years and renewable
This is what most companies use when hiring expat professionals.
Temporary Employment Pass (TEP)
The TEP is for semi-skilled and unskilled workers, with a maximum duration of 2 years.
There are two categories:
Foreign Worker TEP — For workers in manufacturing, construction, plantation, agriculture, and services. Only available to nationals from approved countries, with age restrictions (typically 18-45 years).
Foreign Domestic Helper (FDH) TEP — For female workers aged 21-45 who will work in households, caring for young children or elderly parents. Also restricted to approved nationalities.
Professional Visit Pass (PVP)
Perfect for short-term assignments up to 12 months where the worker remains employed by a foreign company.
This pass suits consultants, trainers, guest lecturers, volunteers, and specialists on temporary projects.
You'll act as the Malaysian sponsor for this pass.
Residence Pass-Talent (RP-T)
This is the premium option for top-tier foreign talent, valid for up to 10 years. The RP-T allows holders to bring their spouse and dependents to Malaysia.
Malaysia Work Visa Requirements
What you'll need depends on which type of work permit you're applying for.
For Employment Pass:
Valid passport with at least 6 months validity
Educational qualifications (degree, diploma, certificates)
Relevant work experience documentation
Employment contract
Medical examination report from government-approved panel doctor
Passport-sized photographs
Letter of approval from Immigration Department
For Temporary Employment Pass:
Age requirements (typically 18-45 years)
Approved nationality status
Valid passport with 6+ months validity
Medical examination
Employment contract
For FDH: Must be female, aged 21-45
For Professional Visit Pass:
Your company as Malaysian sponsor
Letter explaining purpose and work scope
Proof of their employment with foreign company
Valid passport
Supporting documents based on purpose
The Application Process (Step-by-Step)
Here's exactly how the process works:
Step 1: Apply for Expatriate Post/Quota Approval
Most companies don't know this step exists.
Before you can apply for your employee's work permit, you need approval to hire a foreign worker.
Different government agencies handle different sectors:
MIDA → Manufacturing and services
MDeC → Technology sector
Bank Negara Malaysia → Finance, insurance, banking
BiotechCorp → Biotechnology
Securities Commission → Securities market
Expatriate Committee → All other sectors
You must prove that hiring a foreigner is necessary and that local talent cannot fill the position.
For TEP, you need quota approval from the Local Centre of Approval at the Ministry of Foreign Affairs.
Step 2: Submit Immigration Department Application
Once approved, submit the work permit application to the Immigration Department of Malaysia.
This includes:
Completed application forms (signed by you and your employee)
All supporting documents
Payment of fees
Processing takes anywhere from a few weeks to several months depending on permit type, application completeness, and department workload.
Step 3: Receive Visa Approval Letter
If approved, your employee receives a visa approval letter allowing them to either travel directly to Malaysia (if from a visa-exempt country) or apply for a Visa With Reference at a Malaysian Embassy (if from a visa-required country).
Step 4: Employee Gets Visa With Reference (If Required)
Visa-required nationals must visit a Malaysian Embassy or Consulate to obtain their Visa
With Reference—a visa pre-approved by Immigration Department.
Step 5: Employee Travels to Malaysia
Step 6: Final Work Permit Issuance
Critical: Your employee has 30 days from arrival to complete this.
They must submit their passport to the Immigration Department and pay for the Pass.
They'll receive a passport sticker and physical work permit card.
Only then can they legally start working.
Can Your Employee Bring Family?
Employment Pass Holders:
Yes! Through the Dependent's Pass, they can bring:
Spouse
Dependent children under 21
Through the Long Term Social Visit Pass:
Children over 21
Spouse (alternative option)
Important:Â Dependent's Pass doesn't allow the spouse to work. They need their own work permit for employment.
TEP and PVP Holders:
Cannot bring dependents under these visa categories.
Common Mistakes to Avoid
Starting work before receiving the permit
Employees can only legally work after receiving their work permit card. Starting earlier risks deportation and blacklisting.
Skipping the Expatriate Post approval
Some employers try jumping straight to the work permit application. This leads to automatic rejection. Follow the proper sequence.
Missing the 30-day deadline
After your employee arrives, they have 30 days to get their physical permit. Miss this, and the approval could be revoked.
Not maintaining valid documentation
Ensure your employee's passport remains valid throughout their employment period.
Confusing tourist entry with work authorization
Many nationalities don't need tourist visas to enter Malaysia. But that doesn't mean they can work. Work permits are separate and mandatory.
How Long Does It Take?
Be realistic:Â Several weeks to several months.
Factors affecting processing time:
Type of work permit
Completeness of application
Immigration Department workload
Sector/industry (different approval bodies work at different speeds)
Complexity of the case
Start early. If your new hire has a start date, begin the process at least 3-4 months in advance.
Why Get Professional Help?
The Malaysia work visa process involves multiple government agencies, each with its own requirements and procedures.
One missing document delays your application by months. One mistake will cause rejection. And immigration laws change regularly.
Professional support ensures:
✓ Complete documentation
✓ Proper procedures
✓ Faster processing
✓ Higher approval chances
✓ Your HR team can focus on onboarding, not bureaucracy
At Douglas Loh & Associates, we know the system inside and out. We know which documents matter, which officials to contact, and how to get applications through efficiently.
Your time is valuable.
Use it to onboard your new talent, not to decipher government forms.
Want to focus on your business while we manage the boring paperwork for you?
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