Employment Pass Application - General Document Requirement


1. PASSPORT PHOTO


• Recent passport photo

• Light blue background colour

• Photo sized 3.5 x 5.0 cm or 99 x 142 pixels

• Taken in full-face view facing the camera with neutral facial expression, both eyes open and mouth closed

• No head covering which obscures hair or hairline allowed unless worn for religious purpose

• Edited photo is not acceptable

• Full face must be visible, and the head covering must not cast any shadow on the face


2. COPY OF PASSPORT


• Passport pages (full booklet with cover and all pages with minimum six (6) empty pages available)

• Copy submitted must be in colour

• Scan and upload clear and readable copy in single pdf file, maximum of three (3) attachments only

• The passport validity must be more than twelve (12) month

• Name

- Name format should follow as printed in the Machine Readable Zone (MRZ). For passport without MRZ, name format should follow “Surname” followed by “Given Name”

- Name length (maximum 44 characters including space and no special characters allowed, if more please follow the name according to MRZ in the passport)

• Nationality

• Gender

• Date of birth

• Passport no

• Passport issue date

• Passport expiry date

• Place of passport issuance


Note:

Diplomatic / Official / Refugee / Temporary / Emergency passport is not acceptable.


3. HIGHEST ACADEMIC QUALIFICATION


• Any required copies submitted must be in colour

• For certificate(s) that are not in English, the following is required:

If the applicant is not in Malaysia, the academic certificate(s) must be translated to English and certified true copy by the Malaysian Embassy / High Commission / Consulate in their respective country; or

If the applicant is in Malaysia, the academic certificate(s) must be translated to English by Institut Terjemahan & Buku Malaysia (ITBM) and certified true copy by respective Embassy / High Commission / Consulate in Malaysia

• A copy of the original certificate(s) must be submitted together with the translated copy, as per the requirements above

• For certificate(s) that are in English, the following is required:

Must be attested / certified true copy (CTC) by the respective Embassy / High Commission / Consulate General in the respective country; or in Malaysia; or Human Resource (HR) of the company

• If the company HR is attesting the certificates, then the attested documents must have the official company stamp, and can only be signed by the HR Manager and above with the name and position clearly stated


ADDITIONAL REQUIREMENTS FOR EMPLOYMENT PASS CATEGORY III APPLICATIONS (ONLY FOR APPLICANTS FROM INDIA, CHINA, BANGLADESH, PAKISTAN, MYANMAR, NEPAL, VIETNAM, INDONESIA & SRI LANKA)


• If the applicant is not in Malaysia, the academic certificate(s) must be certified true copy (CTC) by the Malaysian Embassy / High Commission / Consulate General in the respective country

• If the certificate is not in English, please get it translated to English by an authorised agency appointed by the Malaysian Embassy / High Commission / Consulate office; or

• If the applicant is in Malaysia, the academic certificate(s) must be certified true copy (CTC) by the respective Embassy / High Commission / Consulate General in Malaysia

• If the certificate is not in English, it must be translated to English by Institut Terjemahan & Buku Malaysia (ITBM)


Details of the education background:


• Major field study

• University / college

• Year of graduation

• Country of graduate


4. PROFESSIONAL CERTIFICATE (IF APPLICABLE)


• Please follow the requirement as per Academic Qualification for attesting purposes

• Certifications earned from a professional society, university, or from a private certifier, for some specific certifications (i.e., Microsoft, Six Sigma, PMP, etc)


5. COMPREHENSIVE RESUME / CV


• Include total professional working experience

• Detailed and updated information, current and previous employer on the employment history with brief job description


Example:


- Month / year to month / year working experience

- Full name and location (country) of previous / current companies

- Position held


• Kindly include history of working experience, including name of companies, position and year of services

• Part-time work, voluntary work and internship is not professional working experience therefore shall not be considered into the calculation for total working experience


6. RELEASE LETTER


• Validity within three (3) months from the date of issuance

• The letter should be issued by the employer mentioned in the current Employment Pass (EP) or Professional Visit Pass (PVP) sticker in the applicant’s passport

• Applicable to change of employer in Malaysia


7. EMPLOYMENT CONTRACT (NEW & RENEWAL)


• Copy submitted must be in colour

• Must be printed / transcribed on company’s official letterhead

• Duly stamped by Malaysia Inland Revenue Board (MIRB)


The following details must be mentioned in the employment contract:


• Issuance date of employment contract

• Passport number of the expatriate

• Duration of employment, e.g., 1 year / 12 months (can be mentioned in year or months)

• Designation / position (40 characters including space and special characters)

• Please choose one position only. Dual function position is not allowed, e.g., director / general manager

• Basic monthly salary (excluding allowances / incentives / bonuses) must be paid in Malaysia and stated in Malaysia currency (RM)

• Employment contract and acceptance letter must be signed by both parties (employer and employee) and dated accordingly

• The validity of the Employment Contract must be within three (3) months from LHDN stamping

• Signature of employee must be similar as per passport

• On behalf signature (employer or employee) is not allowed


8. SUPPORT LETTER FROM APPROVING AGENCIES OR REGULATORY SECTORS


• For companies under unregulated sectors, i.e., business services, oil & gas, the Expatriate Committee may request for a supporting letter from the relevant authority when necessary


9. DETAILED JOB DESCRIPTION (JD)


• Job description must be printed / transcribed on company’s official letterhead

• Position must be stated on JD

• Location of the position

• Reporting line / supervisor designation

• List of task / responsibilities for position applied


10. LATEST THREE (3) MONTHS PAYSLIPS


Applicable for:

• Renewal application

• Change of position within the same employer


11. PREVIOUS PASS DETAILS


Applicable for:

• Renewal application

• Change of employer in Malaysia

• Applicant who previously worked in Malaysia

12. LATEST INDIVIDUAL INCOME TAX


• Latest individual e-BE / e-M tax filing

• Tax payment receipts (if any)

• EA Form

• Accounts statement from Malaysia Inland Revenue Board


Applicable for:

• Renewal application

• Change of employer in Malaysia

• Change of position (if applicable)

• Applicant who previously worked in Malaysia (for the last two years)

• The EA or EC Form contains information on the personal details of the employee, his or her earnings for the year and the amount deducted and remitted under the Scheduler Tax Deduction (STD) scheme

• Individual is required to settle all outstanding amount before the submission of Employment Pass (EP) application (new / renewal). Settlement through monthly instalment (CP38) is not acceptable


13. PERSONAL BOND


• Copy submitted must be in colour

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