Malaysia Work Permit for Nepali Citizens 2025‑2026: Step‑by‑Step Guide, Fees, Documents & Processing Time
A practical, up‑to‑date guide for Nepali citizens seeking a Malaysian Employment Pass in 2025‑2026, covering pass categories, the MYXpats online application, Visa With Reference, DoFE attestation, FOMEMA medical screening, current fee benchmarks, and the critical salary and levy rules you must verify before you apply.
Malaysia remains a top destination for Nepali workers, but the rules change often enough that a stale checklist can cost you time and money. Below is a practical, up‑to‑date walk‑through based on the latest publicly available Malaysian Immigration circulars (2025) and the Department of Foreign Employment (DoFE) requirements in Kathmandu. Treat every figure as “latest available – confirm 2026 update with your employer or the Malaysian Embassy” rather than a guarantee.
Which pass do you need?
The Employment Pass (EP) is the standard route for full‑time jobs. It comes in three categories, but most Nepali applicants fall under Category III (monthly salary RM 5,000 – RM 9,999). A Professional Visit Pass exists for short‑term assignments (up to six months) and is not a substitute for a proper EP.
Step‑by‑step process
- Secure a job offer. The Malaysian employer must be registered with the Immigration Department and willing to act as your sponsor. The offer letter should state position, basic salary (minimum RM 5,000 for Cat III), contract duration, and that the company will cover the levy and FOMEMA fees.
- Employer obtains quota approval. For most sectors the Ministry of Home Affairs (MOHA) still requires a foreign‑worker quota. The employer applies through the MOHA portal; approval usually takes 3‑5 working days.
- Submit the EP application via MYXpats. Since 2023 the Immigration Department has consolidated all EP submissions into the MYXpats online system. The employer uploads the quota approval, company profile, and your passport copy. Standard processing is 5‑7 working days once the file is complete.
- Get a Visa With Reference (VDR). After EP approval, the Immigration Department issues a VDR (also called a Visa With Reference). You cannot travel to Malaysia without this document; it is sent to the Malaysian Embassy in Kathmandu for visa stamping.
- DoFE attestation in Kathmandu. Before the embassy will stamp the VDR, you need an attestation letter from the Department of Foreign Employment. Current DoFE requirements: original passport, employment contract, EP approval letter, and a recent passport‑size photo. Fees are NPR 1,500 (subject to change).
- Visa stamping at the Malaysian Embassy. Submit the VDR, DoFE attestation, passport (minimum 6 months validity from intended entry date), and the embassy’s visa fee (USD 30 ≈ NPR 4,000). The embassy typically returns the passport within 3‑4 working days.
- Travel to Malaysia and complete FOMEMA. Nepali workers undergo the mandatory medical screening after arrival at a FOMEMA‑approved clinic. The employer arranges and pays the FOMEMA fee (RM 210 ≈ NPR 7,000). You must complete this within 30 days of entry; only then is the i‑Kad (work‑permit card) issued.
- Collect your i‑Kad. Once FOMEMA clears, the employer collects the i‑Kad from the Immigration office. You can start work legally only after the i‑Kad is in hand.
Document checklist (latest requirements)
- Passport – valid ≥ 6 months from entry date
- Signed employment contract (minimum RM 5,000 basic for Cat III)
- Academic / professional certificates (certified copies)
- Police clearance certificate from Nepal (issued within 6 months)
- DoFE attestation letter
- Employer’s quota approval copy
- MYXpats EP approval letter
- Visa With Reference (VDR) printed copy
- Passport‑size photographs (white background, 3.5 × 4.5 cm)
Fee snapshot (2025 rates – verify 2026)
| Item | Amount (MYR) | Approx. NPR* |
|---|---|---|
| EP processing fee (Category III) | RM 300 | ≈ NPR 10,000 |
| Multiple‑entry visa fee (embassy) | USD 30 | ≈ NPR 4,000 |
| i‑Kad issuance | RM 100 | ≈ NPR 3,300 |
| FOMEMA medical screening | RM 210 | ≈ NPR 7,000 |
| Employer levy (annual, varies by sector) | RM 1,200 – RM 2,400 | ≈ NPR 40,000 – 80,000 |
| DoFE attestation | — | NPR 1,500 |
*NPR equivalents use an approximate 1 MYR = 33 NPR rate; actual conversion varies.
Key 2025/2026 policy points to watch
- Minimum salary: RM 5,000 for EP Category III (effective 2024, still current).
- Levy: Paid entirely by the employer; rates differ for manufacturing, agriculture, services, and construction.
- VDR requirement: No entry without a Visa With Reference; the embassy will not stamp a tourist visa for work purposes.
- FOMEMA timing: Must be done in Malaysia within 30 days of arrival; no pre‑departure medical report from Nepal is accepted.
- MYXpats only: The old manual submission window is closed; all EP applications go through MYXpats.
Quick verification checklist before you apply
- Confirm the employer’s quota approval number and expiry.
- Ask the employer for the MYXpats reference number once the EP is submitted.
- Check the Malaysian Embassy Kathmandu website for any 2026 visa‑fee revision.
- Visit the DoFE office or their portal for the latest attestation form and fee.
- Confirm the FOMEMA clinic list with your employer – only approved centres count.
Rules can shift between the time you read this and the day you file. Keep the embassy, your employer, and DoFE in the loop, and treat every figure above as “latest available – confirm 2026 update”.
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