How Employers Check Malaysia Employment Pass Status in 2025

As an employer in Malaysia, ensuring that your foreign hires receive their Employment Pass (EP) on time is crucial for seamless onboarding and compliance.

Delays or errors in processing can disrupt business operations and cause unnecessary stress.

This guide provides employers with all the information needed to track Employment Pass statuses and manage applications efficiently.

What is an Employment Pass Status?

An Employment Pass (EP) is a work permit that lets skilled foreign professionals work in Malaysia in roles such as managers, executives, or technical specialists.

It is related to a specific employer and is valid for the length of your work contract, typically up to five years.

The Employment Pass process involves two key steps:

Visa: Grants permission for the employee to enter Malaysia.
Pass: Authorizes the employee to live and work in Malaysia for a specified time.

Because the Employment Pass application involves both your employer and the Malaysian Immigration Department, track your application status to avoid any surprises or delays.

Common Employment Pass Statuses

There are several statuses on the Employment Pass process that you need to understand below:

1. Pending Approval

This status means your application is still under review by the Malaysian Immigration Department. The typical processing time for Employment Passes varies by category:

Category I: 1–3 months.
Category II: About 1 month.
Category III: 2–4 weeks.

Delays can occur due to missing documents or a high volume of applications. If your status remains pending for too long, contact your employer or the Expatriate Services Division (ESD) for updates.

2. Approved

An approved status means your Employment Pass application has been successfully processed.

You as employers will collect the pass from the Immigration Department, and it will be endorsed in your employee's passport.

After this, your employees are officially allowed to start working in Malaysia.

3. Rejected

A rejected status indicates your application was not approved.

Common reasons for rejection include incomplete documents, non-compliance with eligibility criteria, or errors in the application.

To handle this one, involve submitting additional documents or correcting errors. You can also appeal the decision or reapply if necessary.

4. Expired

An expired status means your Employment Pass has reached the end of its validity.

You need to apply for a renewal before the expiration date to avoid disruptions.

Employers and employees should start the renewal process at least three months in advance.

5. Canceled

Cancellation occurs when the Employment Pass is terminated due to reasons such as resignation, termination, or non-compliance with permit conditions.

If the cancellation is due to an error or misunderstanding, you may be able to appeal. Otherwise, you’ll need to reapply if you plan to continue working in Malaysia.

How to Check Employment Pass Status

You can check the status through two platforms below:

1. Via Online Portal

The Malaysian Immigration Department provides an online platform for tracking Employment Pass applications. Follow the steps below:

Visit the Malaysian Immigration Department website.
Navigate to the visa or pass tracking section.
Enter your passport number and application reference number.
Submit the details to view your application status.

You can also use the Expatriate Services Division (ESD) platform if you handle your employee application through this channel.

2. Using SMS or Email Notifications

Many applicants receive updates about their Employment Pass status via SMS or email.

These notifications provide real-time updates on changes to your application status.

If you’re not receiving notifications, check if your contact details were entered correctly during the application process.

What to Do If Your Employment Pass Status is Pending or Delayed

When your Employment Pass status shows as pending or delayed for an extended period, here’s what you can do:

1. Contact your employer

Since employers are responsible for submitting the application, they should follow up with the Immigration Department or the Expatriate Services Division (ESD) to understand the cause of the delay.

2. Verify submitted documents

Double-check if all required documents were included and meet the criteria. Sometimes, delays happen because of minor mistakes or missing paperwork.

3. Patience for processing times

Understand that processing times vary depending on the Employment Pass category. For example, Category I might take up to three months due to rigorous verification.

4. Reach out for updates

If the delay exceeds the usual timeframe, you can contact the Immigration Department directly for clarification or assistance.

What to Do If Your Employment Pass is Rejected

Rejections often occur due to incomplete submissions, failure to meet eligibility criteria, or errors in the application. Below are the steps on how you can address it:

1. Understand the reason for rejection

Review the rejection notice carefully. It will typically outline the reasons your application was denied, such as missing qualifications, inadequate salary, or incorrect documents.

2. Work with your employer

Employers play a key role in fixing issues. They can resubmit the application with the necessary corrections or additional documents.

3. Prepare for reapplication

Address the reasons for rejection before reapplying. For example, if a document is missing, make sure it’s included in the new application.

4. Consider an appeal

If you believe the rejection was due to a misunderstanding or error, you can submit an appeal to the Immigration Department with supporting evidence.

Important Considerations for Employers

Employers play a critical role in the Employment Pass process and need to keep in mind the things below:

Responsibility for compliance: Employers must ensure all documentation is accurate and submitted on time.
Updating status changes: When an employee’s Employment Pass status changes (e.g., renewal, cancellation), employers must inform the relevant authorities.
Legal compliance: Adhering to Malaysia’s immigration and labor laws is essential to avoid penalties or delays.

How to Renew an Expired Employment Pass

Start the renewal process three months before the pass expires to avoid complications by following these steps:

1. Check your eligibility

Make sure the employee still meets the criteria for the current Employment Pass category, such as salary range and job responsibilities.

2. Gather required documents

Updated documents such as medical reports, a valid passport, and proof of employment must be submitted.

3. Employer submission

The employer must handle the renewal process through the ESD or Immigration Department. They will need to include the updated documents along with the renewal application form.

4. Pay renewal fees

Employers are responsible for covering the renewal fees, which include application fees, medical costs, and processing charges.

5. Plan for processing time

Renewals can take weeks to process, so starting early minimizes the risk of disruptions.

FAQ

How long is an Employment Pass valid in Malaysia?

The duration of an Employment Pass can vary depending on its category:

Category I: Up to 5 years.
Category II: Up to 2 years.
Category III: Up to 1 year.

How to check special pass status in Malaysia?

Use the Immigration Department’s website or contact your employer for updates.

How to check Malaysia Employment Pass status?

Check via the Immigration Department’s website or ESD platform using your passport and reference number.

Can an Employment Pass holder stay in Malaysia?

Yes, as long as the Employment Pass is valid. Renew before expiry to avoid issues.

How long does it take for Employment Pass to be approved in Malaysia?

Category I: 1–3 months.
Category II: 1 month.
Category III: 2–4 weeks.

What is the minimum salary for Employment Pass in Malaysia?

Category I: Above RM10,000.
Category II: RM5,000–RM9,999.
Category III: RM3,000–RM4,999.

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