Dependant Pass Malaysia 2025: Eligibility, Process, and HR Tips

When a company hires an employee from overseas, and that person comes with their family, it’s not just the Employment Pass that’s needed.

Their family members will also need something called a Dependant Pass so they can stay in Malaysia legally.

So, what exactly is a Dependant Pass? How do you apply for it? And should HR be the one helping with the process?

We’ll explain everything you need to know in this article. Let’s dive in.

What is a Dependant Pass?

A Dependant Pass is a type of immigration document issued by the Malaysian government that allows family members of an Employment Pass (EP) holder to live in Malaysia.

This includes:

Legally married spouses
Children under 18 years of age
Legally adopted children under 18

It is meant to keep families together while the primary pass holder works in the country.

How Dependant Pass is Linked to Employment Pass Holders

Think of the Dependant Pass as an extension of the Employment Pass.

Without a valid EP, the Dependant Pass cannot exist.

In fact, the duration of the Dependant Pass will directly follow the validity of the EP.

If the EP ends, the Dependant Pass ends too.

That means if your company sponsors an EP, there’s a good chance you’ll also get questions about Dependant Passes during the relocation process.

Eligibility for Dependant Pass

Not everyone qualifies.

The Malaysian immigration system clearly defines who can apply under this scheme:

The main EP holder must have a valid and active Employment Pass.
The dependant must be either a spouse or a child under 18.
For adopted children, legal documentation will be needed.

Parents, siblings, or adult children typically do not qualify for this pass.

Application Process for Dependant Pass

The process to apply is handled via the Expatriate Services Division (ESD) or the MYXpats Centre.

Here’s how it usually works:

The company submits the application through its ESD account online.
Required documents include passport copies, birth or marriage certificates, passport photos, and proof of relationship.
Processing time can range from a few weeks to more, depending on the volume of applications and any document issues.
The validity of the Dependant Pass will match the main EP holder’s duration, unless the dependant’s passport expires sooner.
Fees are usually involved, and these depend on the processing centre and the number of applicants.

Renewals follow a similar process and should be submitted before the original pass expires.

Should HR Handle the Dependant Pass Application?

This depends on your company's internal policies, bandwidth, and how hands-on you want your HR team to be.

Some HR teams prefer to manage the process directly, especially if they’re already supporting the main Employment Pass.

This creates a smoother employee experience, builds trust, and helps the business maintain compliance by centralising all immigration matters.

On the flip side, managing this in-house means extra paperwork, staying up to date with immigration rules, and potentially taking on legal risk if something is missed.

Because of this, some companies engage immigration agents or relocation consultants to handle Dependant Passes instead.

There’s no one-size-fits-all answer.

What matters is that your HR team knows where they stand, and employees know what support they’ll receive.

Step-by-Step Guide: How HR Can Manage Dependant Pass Applications

If your HR team decides to take this on, here’s how the process can be managed smoothly:

Understand current immigration policies related to Dependant Passes and how they relate to Employment Pass validity.
Collect and review all required documents from the employee, including certified relationship proof and passport copies.
Apply through the company’s official ESD portal or via the appointed agency.
Track the application progress and communicate any updates to the employee.
Keep a calendar of upcoming expirations and renewals.
If the employee resigns or transfers, initiate the cancellation process promptly.

What Happens if HR Mishandles the Dependant Pass?

If the application is delayed, rejected, or expires without renewal, the family member may be asked to leave Malaysia or face immigration penalties.

This creates frustration for the employee and can lead to bigger issues, ranging from trust breakdown to early resignation.

From a legal perspective, mishandling immigration matters can hurt your employer's reputation or even trigger audits, especially if the employee’s Dependant Pass is tied to company sponsorship.

What to Do If HR Doesn't Want to Handle Dependant Pass?

That’s completely fine, but clarity is key.

If your company doesn’t manage Dependant Pass applications, you can still support employees by:

Keeping a simple SOP guide that explains the steps and requirements.
Sharing contacts of trusted immigration service providers.
Outlining what HR can and cannot help with in the employee relocation policy.

Being upfront about the support available helps set expectations and avoids confusion.

FAQ

How long does it take to process a Dependant Pass?

Usually a few weeks, but it can vary depending on documentation and volume at immigration.

Can HR refuse to help with a Dependant Pass?

Yes, but this should be clarified early in the offer process or in your employee policy.

Are school-age children eligible?

Yes, as long as they are under 18 and legally related to the EP holder.

What happens if the Employment Pass is cancelled?

The Dependant Pass becomes invalid. The dependant must leave Malaysia or apply for a different visa.

Can employees apply on their own?

Yes, technically they can but most cases go through the company’s ESD login, which means HR must be involved at least during submission.

What are the costs involved?

Fees vary by number of applicants, immigration type, and agency used.

What if the employee leaves the company?

The pass must be cancelled. Failing to do so can cause future application issues for the employee or the company.

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