Criminal Record Check in Malaysia: What Employers Need to Know

When hiring employees for sensitive roles, many Malaysian employers consider performing a criminal record check. By having this step, it can safeguard workplace safety, protect company assets, and comply with industry regulations.

However, employers must understand the legal process, privacy considerations, and proper use of criminal record data to avoid discriminatory practices.

What is a Criminal Record Check in Malaysia?

A criminal record check is a process used to verify whether an individual has past criminal convictions or pending charges. This differs from a general background check, which may include employment history, education, and credit reports.

Employers usually request criminal record checks when hiring for positions involving financial responsibilities, vulnerable groups, or high security clearance. It provides insight into a candidate’s trustworthiness without revealing unrelated personal information.

Why Employers Should Conduct Criminal Record Checks

Criminal record checks serve multiple purposes. They protect workplace safety and reduce risks related to theft, fraud, or misconduct. In industries like banking, healthcare, and education, these checks help comply with regulations and maintain public trust.

Employers also benefit from better quality hires; by screening candidates properly, companies build a reputation for diligence and responsibility. These are the factors that can improve client and employee confidence.

What Roles or Job Positions Need Criminal Record Checks?

Criminal record checks are not required for all employees, but they are particularly relevant for roles such as:

Finance and accounting positions
Healthcare professionals and caregivers
Education roles (teachers and school staff)
Security and law enforcement positions
Senior management roles

Is It Legal to Do a Criminal Record Check in Malaysia?

There is no specific law prohibiting criminal record checks in Malaysia. However, employers must comply with the Personal Data Protection Act (PDPA), which regulates how personal information is collected and used.

The safest approach is to obtain written consent from the candidate before conducting any criminal check. This demonstrates transparency and protects employers from potential legal disputes.

Types of Criminal Record Checks in Malaysia

Several options are available for employers to verify criminal history:

Royal Malaysia Police (PDRM) Criminal Record Check: Conducted directly through PDRM for local verification.
e-Services via MyEG: An online platform for applying for police clearance.
Certificate of Good Conduct (CGC): Issued by the Ministry of Foreign Affairs (MOFA) for Malaysians and foreigners, especially when hiring from overseas. The application is done via the e-Konsular portal, and processing typically takes 10 to 60 days.
Private background screening services: Licensed agencies provide local criminal record checks using court and tribunal sources.

How to Conduct a Criminal Record Check in Malaysia

Employers can follow these common steps:

1. Request Verification from the Royal Malaysia Police (PDRM)

Contact PDRM directly to verify whether a candidate has any recorded criminal history in Malaysia. This is the most formal and widely accepted method for local checks, often used for roles that require high trust or security clearance.

2. Use Online Services such as MyEG

MyEG provides an online platform for police clearance applications. The process is straightforward: submit the candidate’s identification details, make payment, and wait for the clearance certificate, which usually takes about one to two weeks to process.

3. Apply for a Certificate of Good Conduct (SKB) via the Ministry of Foreign Affairs

The SKB is needed mainly for foreign hires or Malaysians who have lived overseas. Applications are done through the e-Konsular portal, and processing can take 10–60 days depending on case volume. The certificate is recognised for both employment and immigration purposes.

4. Engage Licensed Background Screening Companies

For employers needing a faster or more comprehensive check, especially for multinational hiring, licensed agencies can manage the entire process. They have access to multiple databases, including court and tribunal records, and can provide consolidated reports for both local and international candidates.

APPLICATION FOR CERTIFICATE OF GOOD CONDUCT

Source: https://www.kln.gov.my/web/usa_new-york/other_information/-/asset_publisher/2TQe/content/application-for-certificate-of-good-conduct

NOTE: Please be informed that starting July 1st 2013, application for the Certificate of Good Conduct (CGC) must be submitted online and the processing time for the certificate is one to two months from the date of submission. This is a new regulation set by the Royal Malaysian Police. How to apply: - Go to https://ekonsular.kln.gov.my/login and refer to the guidelines on the application procedures. Status of application can be viewed from the e-Consular system under the Check Status / Update. Only applicable to applicants living in the 17 States under the jurisdiction of the Consulate General of Malaysia, New York: Arkansas, Connecticut, Delaware, Iowa, Maine, Massachusetts, Michigan, Minnesota, Missouri, New Hampshire, New Jersey, New York, Oklahoma, Pennsylvania, Rhode Island, Vermont and Wisconsin. For application with the status CERTIFICATE IS READY FOR COLLECTION: Collection of approved CGC can be made from the Consular Service Counter in Putrajaya, Sabah, Sarawak or Malaysian Missions abroad. Applicant who wishes to collect the CGC at the Consulate General of Malaysia in New York or via mail is required to bring along / to mail along the following documents:
NO	DOCUMENTS / ITEMS
NO	DOCUMENTS / ITEMS
1.	Application Acknowledgement Slip
2.	Application approval / ready for collection slip (printed from e-Consular)
3.	Original and one (1) copy of applicant’s Malaysian / foreign passport
4.	Letter of Authorization for collection on behalf of the applicant(s) (if applicable)
5.	Return postage by Express Mail (if applicable) (the Consulate General of Malaysia shall not be held responsible for any documents lost in transit)
6.	Fee of USD7.00 in cash or money order made payable to Consulate General of Malaysia. (Money order is accepted ONLY FROM The United States Postal Service, Western Union or MoneyGram)

What Should be Checked in a Criminal Record Check?

A criminal record report may include past convictions, ongoing court cases, or pending charges. Minor offences may not always appear, and disclosure depends on the issuing agency’s policy. Employers should use the information carefully, focusing only on details relevant to the role’s responsibilities.

When Should Employers Request Criminal Checks?

Criminal record checks are best performed at the final stage of recruitment, after interviews and reference checks. This approach balances due diligence with respect for candidate privacy.

They are also appropriate for internal promotions where the new role involves financial control or sensitive data.

What to Do If a Candidate Has a Criminal Record?

Employers should avoid blanket rejections. Instead, assess whether the offence relates to the position. Consider the type of crime, time since conviction, and evidence of rehabilitation. A fair process can prevent discrimination and give reformed individuals a chance to re-enter the workforce.

Cost and Processing Time

PDRM or MyEG clearance: Processing typically takes 1–2 weeks, with minimal fees.
Certificate of Good Conduct (CGC): 10–60 days, with online payment and digital download option starting March 2025.
Private screening services: Around 9 working days for overseas checks; costs vary by provider

FAQs

How do I check an employee’s criminal record in Malaysia?

Through PDRM, MyEG, or licensed agencies. For overseas candidates, use MOFA’s Certificate of Good Conduct.

Can an employer conduct a criminal record check without consent?

Legally possible but strongly discouraged; PDPA compliance requires transparency and candidate agreement.

How long does a PDRM criminal record check take?

Usually, it takes about 1–2 weeks for local checks.

Is the Certificate of Good Conduct (CGC) the same as a police check?

Not exactly. CGC is issued by MOFA and may include broader background screening for overseas purposes.

Do employers need to perform criminal checks for all positions?

No. Reserve them for roles where safety, security, or financial integrity is critical.

What should I do if a candidate has a criminal record?

Evaluate relevance to the job, consider rehabilitation, and avoid automatic rejection.

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