Documents for Hiring Foreign Workers Sarawak
Citra Excel
Artikel ini juga tersedia dalam Bahasa Melayu: Versi Bahasa Melayu / This article is also available in Malay.
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:
Manufacturing
Manufacturing licence issued by MITI (Ministry of International Trade and Industry)
Construction
Confirmation of construction project award and CIDB (Construction Industry Development Board) registration or certification
Timber
Forest Department registration certificate or Sarawak Timber Industry Development Corporation (STIDC) registration
Agriculture
Aquaculture or livestock licence from the Department of Agriculture, plus land title from the Department of Land & Survey or GLC agreement
Plantation
Land title from the Department of Land & Survey or MPOB (Malaysian Palm Oil Board) licence for oil palm smallholders
Spa / Reflexology
Licence issued under The Local Authorities (Reflexology and Health Establishment) By-Law by the relevant local authority
Metal / Used Items Trading
Permit issued by the Royal Malaysia Police (PDRM) for trading in metals, used items, and recyclables
Swiftlet Rearing
Licence from the Forest Department Sarawak, Department of Agriculture, or local authority
Quarry
Licence for extraction of bauxite, sand, or quarrying from the Department of Land & Survey
Water Treatment / Mineral Water
Factory licence for mineral water processing from the Ministry of Health Malaysia
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 photograph — digital copy
- 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
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
Note: The Approval Letter issued after EP approval has a limited validity of approximately one month. Employers should proceed promptly with the visa process after receiving approval.
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 applicable accommodation standards
Frequently Asked Questions
What documents do employers need to hire foreign workers in Sarawak?
Employers need SSM registration, Certificate of Incorporation (Form 9), Form 24, Form 49, a valid business licence, tenancy agreement or land title, a Power of Attorney authorising the employment agency, and a Hiring Outcome Report from JobSarawak. Industry-specific documents such as CIDB registration or manufacturing licences are also required depending on your sector.
How recent must the SSM company profile be?
The SSM company profile should be the latest printout available. For Employment Pass applications specifically, a recent SSM company profile printout is listed as a required document. It is good practice to obtain a fresh printout before submitting any application to avoid delays.
Are the documents different for each industry?
Yes. In addition to the standard company documents that all employers must provide, each industry requires sector-specific documents. For example, construction companies need CIDB registration, manufacturers need a MITI licence, and plantation companies need land titles or MPOB licences.
Do I need original documents or copies?
Some documents must be submitted as Certified True Copies (CTC), which are photocopies verified by a Commissioner for Oaths, lawyer, or Notary Public. Your employment agency can advise exactly which documents need certification and which can be submitted as regular copies.
References
- GENESIS EXPRT — Employment Pass — EP documentation requirements
- Labour Ordinance (Sarawak Cap. 76) — Employer licensing requirements
- SAFHIS — Medical screening requirements for foreign workers in Sarawak
- SSM (Suruhanjaya Syarikat Malaysia) — Company registration
- CIDB — Construction industry registration
- MPOB — Palm oil industry licensing
Not sure what you need? Citra Excel will walk you through the exact documents required for your industry and situation. Contact us and we will prepare your documentation checklist.
Sources
- GENESIS — EXPRT FAQ: Company eligibility requirements and SSM/ROC documentation needed for Employment Pass applications. genesis.sarawak.gov.my/faq/?module=EXPRT
- GENESIS — HAVEN FAQ: Company registration documents required for domestic helper applications, including SSM and Trade Licence. genesis.sarawak.gov.my/faq/?module=HAVEN
- GENESIS — EVDR FAQ: Insurance requirements and eVDR document requirements for foreign worker visa applications. genesis.sarawak.gov.my/faq/?module=EVDR
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