How to Renew Passport Malaysia : Guide for Employers

Have you ever had a situation in the office where a team member was about to go on a business trip, relocate overseas, or return to Malaysia, only to find out their passport needed renewal?

This is something you can actually manage in advance. This article will guide you through how to renew a passport in Malaysia and what details employers and HR teams should pay attention to.

Why Employers Should Know About Passport Renewal

Having up-to-date passport records in your HR system helps:

Avoid delays in international work trips, overseas training, or staff relocation.
Prevent HR disruptions by tracking passport expiry dates in advance.
Support workforce planning, especially for industries that rely on international mobility.

Being aware of how passport renewals work also enables HR to assist employees faster when they’re unsure about what to do next.

Who Needs to Renew Their Passport

Not every employee may think to check their passport’s expiry date, especially if they’re not frequent travelers. HR teams should proactively flag the following scenarios:

Employees with passports expiring within 6 months because most countries require at least 6 months' validity for entry.
Employees preparing for business travel (conferences, site visits, training, or relocation)
Workers returning from overseas with outdated documents.

How to Renew Passport in Malaysia (Quick Guide for HR to Share with Employees)

There are two main options:

Online via MyOnline Passport portal

Prepare the required documents:
- Original MyKad (IC)
- Current or expired passport
- A new digital passport photo taken at a professional photo studio (white background, no editing or filters)
Go to the portal: https://imigresen-online.imi.gov.my
Apply by filling in personal details (passport number, IC number, etc.).

Then, upload a photo. Use passport-size photo. The specifications are:

The photo background must be white and free of shadows. Backgrounds in any other colour will not be accepted.
Clothing should be dark-coloured and must cover the shoulders and chest.
For women wearing a headscarf or hijab, it must be dark in colour and must not cover the face.
The uploaded photo must be a softcopy taken by a professional photo studio. Polaroid photos are not allowed.
Applications that do not follow these specifications will not be processed and may cause delays in passport collection or issuance.

After that, choose your preferred immigration office for passport collection.

Make payment online use credit card or debit card. Save the payment receipt as proof to take the new passport.
Pick up your passport by bringing old passport, IC, and payment receipt.

Note: Online renewal is not available for damaged passports, children under 13, applicants with disabilities, or those changing IC details. These must be done offline.

Offline at an Immigration Office or UTC (Urban Transformation Centre).

For cases that can’t be done online, employees will need to go in person to a nearby Immigration Office or UTC.

Book an appointment online (for certain branches)
Bring original documents:
- MyKad (IC)
- Current or expired passport
- New passport photo taken at a professional photo studio.
Fill in manual application form (if required)
Pay fees at the counter

Fees & Processing Time

Category	Fee
Adults (13–59 years)	RM200
Senior Citizens (60+)	RM100

Applications submitted before 3:00 PM on a working day will be ready for collection on the same day. If it happens after 3:00 PM, the passport will be ready for collection at 10:00 AM on the next working day.

Tips for Employers

Managing passport renewals doesn’t have to be reactive. You can:

Track expiry dates using an internal HR checklist or system
Send reminders to staff whose passports are expiring within 6–12 months
Share official portal links to make the process easier for employees
Allocate buffer time before international trips to account for renewal and collection

Useful Links to Share with Employees

MyOnline Passport Portal: https://imigresen-online.imi.gov.my/
Immigration Office Appointment Booking: https://sto.imi.gov.my/STO/home.php

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