7 Essential Stages of the Malaysia Work Document Legalization Process: What You Need to Know Before You Depart
Working in Malaysia under an Employment Pass (EP) for professionals or a Temporary Employment Pass requires a meticulous document legalization process. The Immigration Department of Malaysia (JIM) frequently rejects applications if the legalization chain from the Notary Public to the Malaysian Embassy stamp is incomplete.
As a neighboring country that does not follow the full Hague Apostille Convention for all document types, Malaysia demands multi-layered verification for diplomas, transcripts, Police Certificates (SKCK), and other supporting files. This article outlines the seven sequential stages of the process.
The Step-by-Step Legalization Roadmap for Malaysia
1. Choose Your Visa Type and Secure a Job Offer from an ESD-Licensed Employer
Start by determining your visa category: EP Tier 1 (salary RM 10,000+), Tier 2 (RM 5,000–RM 9,999), or PVP (short-term professional visit).
Action: Obtain an official job offer letter from a sponsoring company with an active Expatriate Services Division (ESD) license. Ensure the letter includes the job title, monthly salary, a minimum contract duration of one year, and the MyFutureJobs vacancy reference number. This prevents ESD endorsement rejections early on.
2. Gather Original Documents from Official Issuing Authorities
Collect original bachelor’s degrees or diplomas with the Dean’s signature from accredited universities.
Requirement: Include a passport valid for at least 18 months, your National ID (KTP), and employment reference letters from previous HR departments. JIM requires original documents for physical verification; avoid using simple photocopies or damaged documents, as they will be rejected.
3. Translate Documents into English via Official Sworn Translators
Use a sworn translator registered with the Ministry of Law and Human Rights or the Indonesian Translators Association (HPI).
Standard: Every translated page must feature a “wet” stamp, the translator’s signature, and their registration number. Do not use automated translation apps, as these are immediately rejected during ESD or Embassy reviews.
4. Complete Comprehensive Notarization
Visit a Notary Public to certify the signatures of the document issuers (such as the University Rector or the Head of the Civil Registry).
Focus: Prioritize the notarization of your diploma, transcripts, work references, and birth certificate. Ensure you receive a notary registration number, as this serves as the primary link in the authentication chain for the Ministry of Foreign Affairs (Kemlu) later.
5. Legalize at the Ministry of Law and Human Rights (Kemenkumham)
For higher education documents, apply for legalization via the Directorate General of AHU (ahu.go.id).
Specific Paths: Religious education documents must go through the Ministry of Religious Affairs (Kemenag) first. For the SKCK (Police Record), submit it directly to Kemenkumham to verify criminal record validity. You can track this process via the AHU Online app.
6. Official Authentication at the Ministry of Foreign Affairs (Kemlu RI)
After Kemenkumham, you must submit your documents to the Consular Management Information System (SIMKL) at kemlu.go.id.
Crucial Step: Without the Kemlu stamp, the Malaysian Embassy will return your package without a review. High-quality scans are required for this portal. Once authenticated by Kemlu, the door is open for the final international legalization stage.
Read Also: Top 10 Industries in Malaysia Serving as a Magnet for Foreign Workers
7. Final Legalization at the Malaysian Embassy and ESD/VDR Application
Take all authenticated documents to the Malaysian Embassy in Jakarta or consulates in Medan/Balikpapan for the final stamp.
Final Requirements: Complete a FOMEMA medical screening at a panel clinic (e.g., Ramsay Sime Darby), ensure your SKCK is no older than three months, and provide biometrics for long-term EPs. Once the employer confirms ESD approval, you will receive a Visa with Reference (VDR) link. Use this to schedule your arrival at KLIA with a valid visa stamp.
Following these seven stages disciplinedly will minimize your risk of rejection by up to 90%. The total process typically takes one to two months. Always check for 2026 regulation updates on the JIM and ESD websites, particularly regarding monthly quotas for Indonesian skilled workers. With thorough preparation, a stable career in Malaysia is well within reach.
Download Transfez App
Transfez App can help you transfer money to Malaysia more quickly and efficiently. Jack Finance can also help your business in making transactions abroad. For those of you who want to send money to relatives who are abroad because they are studying, working, or traveling, Transfez will be ready to help. This app is available on Android as well as iOS.
