Malaysia Visa and Work Permit Guide — Practical Update for 2025

Note: immigration and employment policies evolve. This guide summarizes commonly enforced visa categories, practical steps, and compliance tips that are likely to be relevant in 2025. Always confirm current rules with the Immigration Department of Malaysia, the Ministry of Human Resources (MOHR), and relevant agencies before applying.

Quick overview of common visas and permits

• Employment Pass (EP) — for skilled professionals sponsored by Malaysian employers; typically tiered by salary and role.
• Professional Visit Pass (PVP) — short-term assignments, seminars, specialist consultants (usually limited-duration).
• Temporary Employment / Foreign Worker Permit — for lower-skilled or sector-specific foreign labour; often subject to levies, quotas and pre-approval.
• Dependent Pass — for spouses and children of EP holders; may permit limited work rights after approval.
• eVisa / Single Entry Visa (SEV) — for short tourist or business visits (nationality-dependent).
• Malaysia My Second Home (MM2H) — long-stay residency-like programme for retirees or long-term residents subject to program rules and financial requirements.

Key policy points and interpretations

• Applications for most work-related passes are employer-driven: the employer normally submits supporting company documents and justification that a foreign hire is necessary.
• Evidence of local hiring attempts may be required for some roles; the government seeks to prioritise local workforce first.
• Health screening, biometric data and police clearance are standard parts of the process in most cases.
• Permit categories and salary thresholds determine processing channels and required endorsements; be prepared for variable timelines.
• Renewal rules, dependent entitlements and the ability to switch employers depend on the specific pass — some passes require fresh approvals when changing employers.
• Non-compliance (illegal employment, overstays, false documentation) carries significant fines, deportation or bans. Employers face penalties for hiring unauthorised workers.

Step-by-step operational guide (typical for Employment Pass)

1. Confirm eligibility and job fit — confirm the role cannot be filled locally or that the candidate meets the required skill, qualification and salary criteria.
2. Prepare employer documents — company registration certificate, business license, financial statements, HR justification, and job contract template.
3. Collect candidate documents — passport, academic certificates (attested where required), CV, professional licenses, medical history, police clearance if asked.
4. Submit application — employer submits to the Expatriate Services Division (ESD) or the immigration portal outlined by authorities. Pay fees and provide digital copies.
5. Await in-principle approval (IPA) — once approved, the IPA letter enables the candidate to obtain the entry visa (if required) and travel to Malaysia.
6. Medical check and stamping — upon arrival, the candidate may be required to complete medical screening and get the pass endorsed in the passport and/or the employment pass card issued.
7. Register locally — complete local registrations (tax ID, sometimes social security or health insurance) required by MOHR and Inland Revenue Board (LHDN).
8. Renewals and changes — apply before expiry; changing employer usually requires a new approval or transfer process.

Short-term and specialist assignments

Professional Visit Passes are commonly used for consultants, trainers, and specialists on short assignments (days to months). The sponsoring company must provide an assignment letter and proof of short-term requirement. For recurring short assignments, request clarity from immigration on cumulative time limits and requirements.

MM2H and long-stay stay options

MM2H remains an option for foreigners seeking long-term residence with qualifying financial proof. The programme periodically updates financial eligibility and deposit rules — check the official MM2H site for the most recent criteria and application mechanics.

Employer obligations and common compliance items

• Keep proper employment contracts and payroll records for audits.
• Respect statutory benefits where applicable and ensure contributions or insurances required by law are in place.
• Report changes in employment status, address and termination promptly to immigration.
• Follow sector-specific rules (manufacturing, construction, plantations) that may impose quotas and levies for foreign workers.

Practical precautions (Notes)

• Always verify the specific pass category before applying; incorrect category delays approval.
• Ensure educational and professional documents are correctly authenticated; missing notarisation or apostille can cause rejection.
• Allow sufficient lead time — complex cases can take several weeks to months. Budget for contingency in start dates.
• Don’t permit a foreign hire to start work before the pass is valid — both employer and employee risk penalties.
• Maintain copies of all correspondence with immigration and receipts for fees paid.
• When transferring roles or employers, secure written approvals if required; oral agreements are not enough.
• Watch visa expiry dates closely and start renewal 60–90 days before expiry if possible.

Real-world examples

Case 1: Tech company hires senior software engineer

A Kuala Lumpur startup needs a senior engineer paid above the EP threshold. The employer compiles proof of company finances, the employment contract and the role justification. After submitting to the immigration ESD portal, the company receives an IPA in 3–6 weeks; the engineer travels to Malaysia, completes medical screening, and receives the Employment Pass card. The employer registers the engineer with payroll and tax (LHDN).

Case 2: Manufacturing firm recruiting semi-skilled operators

A plant seeks multiple foreign operators. The firm must comply with MOHR rules on foreign worker quotas, apply for sector-specific permits, and pay levies. They partner with a licensed recruitment agency, secure health checks and work permits, and set up welfare provisions as required. Non-compliance in this sector often triggers stricter enforcement and fines.

Common pitfalls and how to avoid them

• Incomplete applications: use a checklist and pre-audit documents before submission.
• Using incorrect fee levels: confirm current fee schedules on the immigration site.
• Underestimating medical or police clearance delays: request these early.
• Poor contract wording: use clear terms for probation, termination and notice periods consistent with Malaysian labour law.

Where to check for official 2025 updates

• Immigration Department of Malaysia (official portal)
• Ministry of Human Resources (MOHR)
• Malaysia My Second Home official site (MM2H)
• Inland Revenue Board (LHDN) for tax residency rules

For businesses that frequently bring in international staff, consider working with experienced immigration or HR service providers. SailGlobal provides offshore human services and relocation support to smooth documentation, pre-employment checks and local compliance.

Final recommendations

Plan early, document every step, and verify current thresholds and procedure changes directly with government portals before submitting applications. When in doubt, engage qualified immigration counsel to reduce risk and speed up approvals.