A Full Guide To XPATNOVA / IRDA Expatriate Visa Applications
For companies in Johor’s Iskandar region, expatriate work visas are approved by the Iskandar Regional Development Authority (IRDA) through their online portal XPATNOVA.
However, the application submission is done via a separate platform called Xpats Gateway, which connects employers across Malaysia with regulatory agencies to obtain relevant supporting documents.
It’s a lot to take in, and for employers who want to handle their own expatriate visa applications, read on as we explain the basics of ensuring a smooth application with IRDA, including:
- types of expatriate visas
- employer requirements
- expatriate requirements
- key evaluation factors
- application journey and timeline
- fees and required documents, and
- the pros of engaging a service provider
Of course, you’re welcome to skip the guide and get in touch directly with our EP experts.
Otherwise, let’s begin.
Types of visas under XPATNOVA
There are two main principal work visas: Employment Passes (EPs) and Professional Visit Passes (PVPs), effectively opposites of each other.
| Criteria | EP | PVP |
| Purpose | To employ an expatriate full-time in a local company | To sponsor expatriates on a short-term assignment |
| Job role | Must be a key position that cannot be filled by local talent | Tied to a specific assignment or professional visit |
| Categories | Three tiers for based on role: – Category 1 for top – Category 2 for mid level – Category 3 for junior | Single tier regardless of purpose |
| Employment status | Must be employed by the local company | Must be employed by a foreign company |
| Minimum salary | RM5,000 – RM20,000 depending on category | None |
| Duration | 5 – 10 years depending on category | 6 -12 months |
| Dependents | Allowed | Not allowed |
For EP holders who wish to bring family members, XPATNOVA also allows employers to apply for the following dependent visas:
- Dependent Pass for legal spouses and children below 18
- Long-Term Social Visit Pass for common law spouses, parents / in-laws, and children 18 years old and above
Employer requirements
IRDA requires hiring organisations meet the following requirements to be considered for hiring expatriates.
Legal entity registration
The employer must be a legally registered entity in Malaysia, most commonly a Sdn Bhd or LLP under the Companies Commission of Malaysia (SSM), or a society registered under the Registry of Societies (ROS).
Paid‑up capital (private limited companies)
Sdn Bhds must meet paid‑up capital requirements based on foreign equity:
- 100% Malaysian‑owned: RM250,000
- Joint venture with ≥30% foreign equity: RM350,000
- 100% foreign‑owned: RM500,000
WRT / USS license (foreign‑owned entities)
Businesses with more than 50% foreign ownership in trade and service sectors must submit proof of a valid Wholesale, Retail & Trade (WRT) or Unregulated Services Sector (USS) license.
These licenses require a minimum paid-capital of RM1 million, and potentially more – or details, see our guide to WRT license applications.
XPATNOVA account registration
Those who are eligible based on the above criteria must also register and activate an XPATNOVA employer account through which all expatriate visa applications are submitted, tracked, and renewed.
Operational credibility
IRDA officers use the submitted supporting documents to assess the company’s substantive business presence in Iskandar, including:
- active operations
- tax compliance
- financial capacity to support expatriate salaries, and
- approvals from sector regulatory bodies
The more established an operation, the higher the chance of a successful application.
Expatriate requirements
Talents are assessed based on formal qualifications, experience, and potential of breaching visa conditions.
Academic qualification and experience
The expatriate must meet one of the following qualification thresholds:
- Degree holder with minimum 3 years of relevant experience
- Diploma holder with minimum 5 years of relevant experience
- Technical certificate holders with minimum 7 years of practical experience
All academic qualifications must be in a field relevant to the role and Certified True Copy (CTC).
Immigration history
Applicants are expected to have a clean immigration record, and previous overstays, blacklisting, or improperly cancelled work passes may negatively affect approval prospects and should be addressed before submission.
Role requirements
The sponsored role must:
- be managerial, executive, or technical in nature, and
- require specialised skills or expertise that cannot be easily filed by local candidates
Additionally, for most roles with salaries <RM15,000, employers must make efforts to hire locally through job postings on MyFutureJobs that last for at least 14 days.
Employment Pass categories
The three Employment Pass categories are designed for different levels of seniority, and IRDA only approves applications if role, pay, and applicant profile align with category.
| Category | Minimum salary | Validity period | Dependants | Typical roles |
| Category 1 | RM20,000 | 10 years | Spouses, children, parents, in-laws | Directors, C‑suite executives, senior management |
| Category 2 | RM10,000 | 10 years | Same as Category 1 | Managers, professional specialists, subject‑matter experts |
| Category 3 | RM5,000 (RM7,000 for manufacturing sector) | 5 years | Same as Category 1 | Technical specialists, junior executives |
Category 2 and 3 EP applications must also include a clear succession plan detailing how the employer will eventually replace the expatriate’s role with a local hire within a specified period.
Application fees
As of April 2026, XPATNOVA charges the following for expatriate visa applications:
- EP (all categories): RM800.00
- PVP: RM800.00
- Dependent Pass: RM450.00
- Long-Term Social Visit Pass: RM450.00
Note these do not factor in SST (currently at 8%) or third-party service charges.
Required documents
While there may be additional supporting documents needed, a typical EP application requires the following:
- full colour copy of passport
- Certified True Copy academic certificates
- updated resume or CV
- stamped employment contract
- job description on company letterhead
- MyFutureJobs support letter (if applicable)
- JTK or sector‑specific approval letters
IRDA visa application journey & timeline
An employer’s very first-time EP application typically takes four to six months, depending on document readiness, sector approvals, and number of applications in XPATNOVA.
| Stage | Description | Estimated time |
| 1. XPATNOVA registration & activation | Company profile registration and activation on the XPATNOVA portal | ~2 months |
| 2. JTK / XPats Gateway approval | Workforce approval and issuance of support letter (where applicable) | ~1 month |
| 3. MyFutureJobs compliance (if needed) | Job advertisement and local interview process (if required) | ~1 month |
| 4. Expatriate work visa application | Full EP / PVP application submission, review, and IRDA assessment | ~2–3 months |
| 5. Approval & visa issuance | Approval letter and issuance of VDR or eVisa | ~2 weeks |
| 6. Endorsement & ePass | Entry into Malaysia and final endorsement (sticker or ePass issuance) | ~2 weeks |
Two things to note:
- For future applications, there is no need to register on XPATNOVA again.
- Applications for roles paying above RM15,000, especially for directors under Category 1 do not need MyFutureJobs compliance stage.
Renewals are significantly faster and can often be done in one to two months.
And with that, all that’s left is a shameless plug for our services!
Why engage an expatriate visa agency
While employers can handle their own EP applications, the process is far from straightforward and new applicants have a high risk of being delayed because one form wasn’t stamped correctly.
An experienced visa service provider reduces risk by:
- pre‑evaluating eligibility
- ensuring correct EP category selection
- managing XPATNOVA and MyFutureJobs compliance, and
- verifying documentation before submission
For an additional fee, employers and expatriates both enjoy a smoother application free from mistakes they might have unknowingly made.
This applies to any capable visa application service provider – but we’d obviously prefer you to hire MISHU!
Let MISHU handle your XPATNOVA application
Our team enjoys a 98% success rate across our Employment Pass applications and renewals over the years and can provide end-to-end assistance from XPATNOVA account registration to securing support letters, handling IRDA queries, and more.