How to Apply for a Malaysia Employment Pass in 2026: Step by Step for Employers
This guide walks an employer through the Malaysia Employment Pass (EP) application in 2026, from registering your company to the pass in the employee's hands. It covers the main ESD route, the MDEC route for Malaysia Digital companies and the MIDA route for manufacturing, with the official processing times for each step.
💡 Key takeaway:
Before you start: which route applies?
| Route | For which companies |
|---|---|
| ESD (Immigration Department's Expatriate Services Division) | Most companies. |
| MDEC | Companies with Malaysia Digital status, and some non-Malaysia Digital ICT companies. |
| MIDA | Manufacturing companies and selected services under MIDA, such as regional offices and R&D centres. |
Whatever the route, the salary rules are the same since 1 June 2026: at least RM5,000 basic for Category III (RM7,000 in manufacturing), RM10,000 for Category II and RM20,000 for Category I. Check the category and your company's requirements first with the EP checker.
The ESD route, step by step
| Step | What happens | Official time |
|---|---|---|
| 1. Register your company with ESD | One time only, for a company hiring its first expatriate. A director signs a letter of undertaking in person. | 5 working days in the policy booklet; ESD's FAQ says 14 working days after all documents are complete |
| 2. Section 60K approval and MYFutureJobs | Applied for together through the Xpats Gateway. The job must be advertised on MYFutureJobs for at least 7 days, unless the basic salary is RM15,000 or more or the role is C-suite. | 10 working days |
| 3. Support letter (regulated sectors only) | From the agency that regulates your sector, if it has one. | 3 working days (fast track) or 10 (normal) |
| 4. EP application | Submitted online with the candidate's documents and the fees. | 2 working days (fast track) or 5 (normal) |
| 5. Endorsement | The pass is issued as an ePASS, with an i-KAD card for EP holders. | 1 working day after payment |
The official times count from when the documents are complete. Adding them up gives roughly a month of working days, but that is our arithmetic, not an official figure, and queries or missing documents add time. If the candidate is changing employer inside Malaysia, see the employer checklist for a change of employer.
Hiring a foreign engineer for your team?
Seekers is a licensed tech recruitment agency in Kuala Lumpur. We find Malaysian and foreign engineers, and if your hire needs an Employment Pass, we can support the application. EP support is quoted separately from the recruitment fee.
Talk to us about a hire →Not sure the salary qualifies? Check the Employment Pass category with our free EP checker.
Documents to prepare
For your company (first registration): directors' identity cards or passports, company profile, tenancy or purchase agreement for the office, a recent phone bill, the company's SSM records and forms, and the latest financial report.
For the candidate:
- Passport copy (all pages), valid for more than 12 months, with at least 6 blank pages
- Passport photo
- Highest educational certificate, with translation if needed
- Detailed CV
- Signed employment contract or offer letter, and the job description
- A release letter from the previous Malaysian employer, if the candidate is changing employer (valid for 3 months from issue)
The job description and CV carry the case for why the role needs a foreign hire. See how to make the case for a foreign hire, and our offer letter template.
After approval: entry and endorsement
- The candidate must have the approval before entering Malaysia to work.
- Candidates from countries that need a visa get a Visa with Reference. It can be requested with the application if the candidate is abroad.
- The pass must be endorsed within 30 days: 30 days after approval if the candidate is already in Malaysia, or 30 days after arrival if they are outside.
- New EP holders can have the ePASS issued at the Expatriate Service Centre at KLIA, or at the MYXpats Centre.
The MDEC and MIDA routes
MDEC. Malaysia Digital companies apply through MDEC's eXpats system, reached through the Xpats Gateway for new applications and renewals. MDEC asks for the job to be advertised on MYFutureJobs and for Section 60K approval. MDEC also reviews how many expatriates your company plans to hire before individual applications, so check its current requirements before you start.
MIDA. Manufacturers and MIDA-regulated services apply through the MIDA Expatriate System, also via the Xpats Gateway. MIDA's client charter is 15 working days including the Immigration process. MIDA charges RM2,000 per application plus 8% SST, on top of the Immigration fees.
Family, renewals and costs
- Dependants can be included with the EP application or added after approval. ESD's charter for a Dependant Pass is 14 working days.
- Renewals can be submitted as early as 3 months before the pass expires, and the pass must still be valid when you submit. Section 60K approval and MYFutureJobs are not needed for a renewal with the same company. Renewals submitted from 1 June 2026 must meet the new salary rules.
- Government fees for an ESD application are RM2,160 per application, RM200 a year for the pass and RM125 processing, plus a visa fee by nationality. See what it costs to hire a foreign engineer.
More on the Employment Pass
- EP checker: enter a basic salary and see the category, steps and fees
- Malaysia Employment Pass 2026: guide for employers
- Which tech roles meet the EP salary thresholds
- How to make the case for a foreign hire
- Options when the salary is too low for an EP
- What it costs to hire a foreign engineer
- Hiring a foreign engineer already in Malaysia
- The succession plan required from 1 January 2027
- Malaysia work passes compared: which one lets you hire
- Relocating a foreign employee: HR checklist
How Seekers can help
Seekers is a licensed tech recruitment agency in Kuala Lumpur. We find Malaysian and foreign engineers for your team, and if your hire needs an Employment Pass, we can support your application. Your Malaysian company is the employer that sponsors the pass. EP support is quoted separately from the recruitment fee. Talk to us about a hire.
Frequently asked questions
How long does an Employment Pass take in Malaysia?
The official times for each step add up to roughly a month of working days once documents are complete: company registration, 10 working days for Section 60K, 5 for the EP application and 1 for endorsement. This is our arithmetic, not an official end-to-end figure.
Can the candidate be in Malaysia while the EP is processed?
The application can be made while the candidate is in or outside Malaysia, but they must not start work before the pass is approved. Endorsement must be done within 30 days.
Do we need Section 60K approval for a renewal?
No. Section 60K approval and MYFutureJobs are needed for new applications, not for renewals with the same company.
Can we apply for the spouse at the same time?
Yes. Dependants can be included with the EP application or added after it is approved.
Sources
ESD, Revised Expatriate Salary Policy booklet (effective 1 June 2026, process flow and times) and FAQ (12 February 2026, renewals and dependants). ESD FAQs: company registration, Xpats Gateway, MYXpats. ESD Online Guidebook V6 (14 April 2025, documents, endorsement and Visa with Reference; its salary figures predate June 2026). MDEC: pre-application process for Malaysia Digital companies. MIDA: Employment Pass guidelines (1 June 2026). This guide is general information, not legal advice. Last checked: 27 October 2026.