How to Check Malaysia Visa Status Online & Offline

Hiring foreign employees in Malaysia comes with many responsibilities.

One of the most important is making sure every candidate or staff member has a valid visa.

It may sound like a small task, but it’s actually a big part of staying legally compliant and protecting your company from penalties or legal risks.

In this article, you will find information on how to check your Malaysian visa status step by step.

It’s written especially for Malaysian employers and HR professionals who want to stay on the right side of the law.

Types of Work Visas in Malaysia

Before checking visa status, it helps to understand the different types of work visas available in Malaysia.

Each one is meant for a specific kind of job or employee. Knowing which visa your employee holds can help you check and manage their status correctly.

Here are the main types of work visas you’ll come across:

1. Employment Pass (EP)

EP is for skilled foreign professionals who are coming to work in Malaysia, usually in executive, managerial, or technical roles.

The visa is typically valid for 1–5 years, depending on the contract and approval. Employers need to meet minimum salary requirements to apply for this pass.

2. Temporary Employment Pass

Temporary Employment Pass is dedicated to lower-skilled or semi-skilled workers in sectors like manufacturing, agriculture, and services.

The pass is generally valid for a shorter period—often up to 12 months—and is subject to renewal. It is also tied to approved job quotas under Malaysia’s foreign worker program.

3. Professional Visit Pass (PVP)

This pass is issued to foreign professionals who are invited to Malaysia for short-term work, training, or technical assignments.

It is not for full-time employment and is usually valid for up to 12 months. It’s often used for consultants, trainers, or technicians sent by overseas companies.

4. Dependant Pass (with Work Endorsement)

Spouses of Employment Pass holders may apply for a Dependant Pass.

If they wish to work while staying in Malaysia, they need to apply for a work endorsement on top of the Dependant Pass.

This allows them to take on a legal job without applying for a separate Employment Pass.

Why Employers Should Check Visa Status

Let’s say you hired a great candidate from overseas. They passed the interview, signed the offer letter, and reported to work.

But a few weeks later, you find out their visa application hasn’t been approved yet. This puts your company in a risky spot.

By learning how to check Malaysia visa status, you reduce the chances of hiring someone who isn’t legally allowed to work.

It also helps you avoid fines, audits, or even getting blacklisted from future foreign hiring.

Some companies only realise there’s a problem when authorities inspect or when it’s too late to renew a pass.

Taking a proactive approach, such as checking visa status before onboarding and during employment, gives peace of mind to you, your team, and the employee involved.

Methods to Check Malaysia Visa Status

There are a few official ways to check the Malaysia visa status. Most of them are online, but there are also phone and offline methods if needed. Here’s how employers can do it:

1. Through the Immigration Department of Malaysia (MyIMM's eServices)

This is one of the most direct ways to check visa status.

Go to https://malaysiavisa.imi.gov.my/evisa/vlno_checkstatus.jsp
You’ll be asked to fill in the visa reference number and passport details.
The system will show the visa status, whether it’s still processing, approved, or rejected.

This is useful for any foreign employee who applied through the standard eVisa system.

2. Through the Expatriate Services Division (ESD) Portal

If your company is registered under the Expatriate Services Division, you can check the visa status from the company dashboard.

Log in to your ESD account and go to the relevant employee profile to view their application stage and current visa validity.

Many larger companies and MNCs use the ESD platform for their hiring process.

3. By Contacting MyHelpdesk or the Immigration Call Centre

If online tracking doesn’t work or you need clarification, you can call the Immigration Department directly through their hotline or email.

Organization	Email	Phone Number	Working Hours
MyHelpdesk Malaysia (Amway)	myhelpdesk@amway.com	03-7946 2800	Mon–Fri: 9:00 AM – 7:00 PM Sat: 12:00 PM – 7:00 PM Sun: Closed Weekdays 9:00 AM – 11:59 PM Weekends 12:00 PM – 11:59 PM
Immigration Department Malaysia	webmaster@imi.gov.my	03-8000 8000	Mon–Thu: 8:30 AM – 4:30 PM (Lunch: 1:00 PM – 2:00 PM) Fri: 8:30 AM – 4:30 PM (Lunch: 12:15 PM – 2:45 PM) Sat & Sun: Closed Public Holidays: Closed

Organization

Phone Number

Working Hours

MyHelpdesk Malaysia (Amway)

myhelpdesk@amway.com

03-7946 2800

Mon–Fri: 9:00 AM – 7:00 PM

Sat: 12:00 PM – 7:00 PM

Sun: Closed

Weekdays 9:00 AM – 11:59 PM

Weekends 12:00 PM – 11:59 PM

Immigration Department Malaysia

webmaster@imi.gov.my

03-8000 8000

Mon–Thu: 8:30 AM – 4:30 PM (Lunch: 1:00 PM – 2:00 PM)

Fri: 8:30 AM – 4:30 PM (Lunch: 12:15 PM – 2:45 PM)

Sat & Sun: Closed

Public Holidays: Closed

MyHelpdesk supports basic questions about visa applications and status.

This can be helpful when you're unsure which department to approach or when the employee doesn’t have access to their visa documents.

4. By Visiting the Immigration Department in Person

For cases where the status isn’t clear or if there are technical problems, you may need to go to the Immigration Office.

Be sure to bring the employee’s passport copy, reference number, and related documents.

The officer will assist you in checking the visa status and give instructions if follow-up is needed.

What Information You Need When Checking Visa Status

When performing a visa status check, be ready with these details:

The passport number of the foreign employee or candidate.
Nationality of the person.
Visa application reference number, if available.

Having all this info ready makes the process smoother, whether online or at the immigration office.

What to Do If the Visa is Expired or Invalid

Discovering that an employee’s visa has expired or is no longer valid can be stressful, but it’s not the end of the road.

The important thing is to act quickly and follow the right steps. Here’s what employers should do:

1. Review the Situation Carefully

Start by checking the visa’s expiry date and approval status through the immigration system or official documents.

Sometimes, the issue might be a technical delay or a missed step in the process.

2. Contact the Immigration Department

If there’s any confusion about the visa status, contact the Immigration Department directly.

You can do this online, over the phone, or by visiting the immigration office. The officer can guide you on what went wrong and what needs to be fixed.

3. Renew the Visa (if eligible)

If the employee is still eligible to stay and work in Malaysia, you may submit a renewal application.

Make sure all documents are complete, including the current passport, employment contract, and any supporting letters.

4. Submit a New Application

If renewal isn’t possible, such as when the employee’s visa expired a long time ago, you may need to start a new application.

Be sure to fix any mistakes from the first submission before reapplying.

5. File an Appeal (if applicable)

If the visa was rejected due to a mistake or misunderstanding, your company can file an appeal.

This process may take several weeks or even months. Prepare strong supporting documents and clarify the issue clearly in your appeal letter.

6. Avoid Having the Employee Work Illegally

While waiting for renewal or appeal, the employee should not continue working unless the visa status is legally extended or approved.

Continuing to work during this time can put your company at legal risk.

Employer Responsibilities Related to Visa Monitoring

Checking visa status once isn’t enough. As an employer, you have ongoing responsibilities:

Keep a reminder system for all visa expiry dates, especially for staff on short-term or renewable passes.
Work with your HR or legal team to track visa timelines and keep documents safe.
If you use a third-party vendor (e.g. a payroll or outsourcing agency), confirm that they also follow the visa regulations properly.
When a foreign employee resigns, always notify immigration if their visa is tied to your company sponsorship.

Doing this protects your company’s reputation and prevents unintentional breaches of Malaysian immigration law.

FAQ for Employers

Can I hire someone whose visa is still under processing?

It depends. If they are switching employers, they should wait until the transfer or approval is confirmed. Always check with immigration before allowing them to start.

What happens if I hire someone with an expired visa?

Your company may face legal action, including fines or hiring restrictions. The employee may also be detained or deported.

Can I check visa status without passport details?

Usually no. At minimum, you’ll need the passport number and either the reference number or application details.

Do I need to notify immigration if my foreign employee resigns?

Yes. If your company is the visa sponsor, you’re responsible for informing immigration when they leave. This helps avoid future liabilities or delays for the employee.

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