Employment Pass preparation guide
Employment Pass Malaysia: what the employer prepares
The Employment Pass is employer-sponsored and applies to expatriates employed in Peninsular Malaysia. This guide covers what the employer checks and prepares before the official filing route, not the application itself.
Three effective dates to check before filing
Immigration announced three changes with different start dates. Check which apply to the intended filing date.
The revised expatriate salary policy applies to new and renewal Employment Pass submissions from 1 June 2026. A standardised white-background passport-photo requirement for submissions via ESD Online and Xpats Gateway starts 1 December 2026. An employer succession-plan requirement takes effect from 1 January 2027. These are separate changes; check each against the filing date.
| Effective date | What changes |
|---|---|
| 1 June 2026 | Revised expatriate salary policy for new and renewal EP submissions |
| 1 December 2026 | White-background passport photos for submissions via ESD Online and Xpats Gateway |
| 1 January 2027 | Employer succession-plan requirement |
Sources: Immigration Department: revised EP salary policy, effective 1 June 2026 · Immigration Department: passport photo standardisation, effective 1 December 2026 · Immigration Department: succession-plan update, effective 1 January 2027
Salary categories under the revised policy
The revised policy sets three Employment Pass categories by basic monthly salary. The FAQ specifies that basic salary excludes allowances and other payments.
For specified manufacturing and MRS employers, the FAQ refers to RM7,000 to RM9,999 basic monthly salary within Category III. Confirm whether the role and employer fall under this qualification.
| Category | Basic monthly salary |
|---|---|
| I | RM20,000 and above |
| II | RM10,000 to RM19,999 |
| III (general) | RM5,000 to RM9,999 |
| III (specified manufacturing / MRS employers) | RM7,000 to RM9,999 |
Sources: Immigration Department: revised EP salary policy · Immigration Department: revised salary policy FAQ (basic salary definition and manufacturing/MRS qualification) · MIDA: implementation of new expatriate employment policy
The employer files through ESD
The employer submits the application through its company account on the Expatriate Services Division (ESD) system.
ESD describes the Employment Pass as applicable to expatriates employed in Peninsular Malaysia. Check the applicable authority approval for the role and sector before filing.
Sources: ESD: Employment Pass key services (employer account, agency approval and geographic scope)
Employer preparation checklist
Check these inputs against the current ESD requirements and any sector-specific rules before filing. This is a preparation brief, not an application form or submission.
| What to check | Why it matters |
|---|---|
| New application or renewal | The revised salary policy applies to both from 1 June 2026. Document and approval requirements can differ between new and renewal submissions |
| Intended filing date | Determine which effective dates apply: salary policy from 1 June 2026, passport photo from 1 December 2026, succession plan from 1 January 2027 |
| Role, sector and location | Sector-specific rules and the applicable authority approval can affect the salary category and filing route. Peninsular Malaysia only for this pass type |
| Basic monthly salary | Confirm the category. Basic salary excludes allowances and other payments. Check the manufacturing/MRS qualification if applicable |
| Company account on ESD | The employer uses its own ESD company account for submission |
| Documents and photos | Prepare the employee's qualification and supporting documents. From 1 December 2026, submissions through ESD Online and Xpats Gateway require white-background passport photos |
| Current sector rules | Confirm any sector-specific requirements or applicable authority approval before filing |
Prepare the supporting documents
Degree certificates, qualification records and other supporting documents may need attestation or legalisation depending on their origin. If you are preparing documents for an Employment Pass application, confirm the required endorsements before submission.
| Document preparation | Existing guide |
|---|---|
| Degree or transcript attestation | Degree preparation |
| Document legalisation route and preparation worksheet | Legalisation worksheet |
| Company documents for regulatory use | Company document attestation |
| Visa processing and embassy directory | Visa processing |
| Check application status after ESD filing | Status check guide |
Questions
Who files the Employment Pass application?
The employer submits the Employment Pass application through its company account on the ESD system.
What does basic monthly salary mean for the category?
The Immigration Department FAQ specifies that basic salary excludes allowances and other payments. Confirm the applicable category for the role before filing.
Does the revised salary policy apply to renewals?
Yes. The Immigration Department notice applies the revised policy to new and renewal Employment Pass submissions from 1 June 2026.
Can ThinkPlus prepare the supporting documents?
ThinkPlus handles document attestation and legalisation for the supporting documents behind the application. Tell us which documents need preparation and we will confirm the required route and quotation.
Related
Supporting documents
Prepare the documents your employer requested
For help with attestation or legalisation, tell ThinkPlus which records your employer or the receiving authority has requested. The employer submits the Employment Pass application through its ESD company account.