Documents Required for Foreign Worker Recruitment

One of the most common reasons for delays in foreign worker recruitment is incomplete documentation. Here is a comprehensive guide to the documents typically required, so you can prepare in advance.

Company / Employer Documents

All employers must provide basic company registration and authorisation documents:

• SSM registration — Suruhanjaya Syarikat Malaysia registration certificate
• Certificate of Incorporation — for Sdn Bhd companies
• Form 9 — Certificate of Incorporation
• Form 24 — Return of allotment of shares
• Form 49 — Return giving particulars of directors, managers, and secretaries
• Business registration certificate — for sole proprietorships and enterprises
• Business licence — valid trade or business licence
• Tenancy agreement or land title — proof of business premises
• Identity card copies — employer, company manager, and authorised representative
• Power of Attorney — authorising the employment agency to act on your behalf, with company stamp
• Cover letter — on company letterhead, detailing the application
• Hiring Outcome Report — obtained through JobSarawak, proving that local hiring efforts have been made before seeking foreign workers

Industry-Specific Documents

Depending on your sector, additional documents are required:

Worker Documents

Each foreign worker must provide:

• Valid passport — minimum 18 months remaining validity
• Health report — pre-arrival screening from a clinic recognised by Malaysia's Ministry of Health (from country of origin), plus post-arrival screening through SAFHIS (Sarawak Foreigners Health Information System) within 30 days of arrival
• Passport-size photographs — 2 copies (6 copies for citizens of China or Vietnam)
• PERKESO / SOCSO registration — social security registration (mandatory)
• KWSP / EPF registration — provident fund registration (mandatory for all foreign workers except domestic helpers)
• Health insurance — SPIKPA or SKHPPA coverage (plantation sector may be exempt)
• Security bond — bank guarantee or deposit required by the Immigration Department (amount varies by nationality)
• NSIC application — Non-Sarawakian Identity Card, obtained post-arrival through Sarawak's immigration system

Application Forms

The following forms are part of the standard application:

• Form IM.12 — Visit Pass (Temporary Work) application
• Form A1 — Employee information
• Form C — Employer information
• VDR Application Format — Visa with Reference approval review (Appendix 3)

Employment Pass (EP) Documents

The following are specifically required for Employment Pass applications:

• Certificate of Incorporation (Form 9)
• Summary of Share Capital & Shareholders/Members (Form 24)
• Director & Officers (Form 49)
• Trade Licence
• Tenancy Agreement or Property Sale & Purchase Agreement
• Latest Printout of Company Profile from SSM
• Latest Financial Annual Statement — applicable only for joint ventures or 100% foreign-owned companies
• Latest E-Filing with Receipt — if the company has been in operation for more than 1 year

What Is a Certified True Copy (CTC)?

Some documents must be submitted as Certified True Copies. A CTC is a photocopy that has been verified as a true copy of the original by an authorised person — typically a Commissioner for Oaths, a lawyer, or a Notary Public. The certifier stamps and signs the copy to confirm it matches the original.

Tips for Smooth Documentation

• Start early — Some documents (like SSM updates or licence renewals) take time to obtain
• Keep copies organised — Arrange documents in the order listed by Immigration
• Check expiry dates — Ensure all licences, registrations, and passports are current
• Use the right format — Ensure photos meet the specification and copies are clear and legible
• Complete all form fields — Incomplete applications will be rejected
• Prepare accommodation documentation — You may need to demonstrate that worker housing meets the standards under Act 446 (Workers' Minimum Standards of Housing and Amenities Act 1990)