Effective 15 May 2026, the Expatriate Services Division (ESD), a centralized digital platform that streamlines and consolidates end-to-end expatriate application management, revised the appeal submission deadline for rejected Employment Pass (EP) and Professional Visit Pass (PVP) applications via the ESD online system.1,2
WHY THIS MATTERS
This revision significantly shortens the period for submitting appeals from six months to 14 days, requiring companies and mobile employees to act promptly following a rejection. The reduced window may increase administrative pressure on HR teams, hiring managers, and mobility managers, especially if additional documentation or justification is expected to be gathered swiftly.
Key Developments
- Shortened appeal window: Appeals need to be submitted within 14 days of rejection; prior window was six months.
- System restrictions: The ESD online system will not accept appeals after the 14-day period.
- Non-refundable fees: There are no additional fees for the appeal. However, the initial application fee is non-refundable once an appeal is initiated, regardless of the outcome.
- Mandatory documentation: Appeals require a justification letter, organizational chart, and the employer’s Employees Provident Fund (EPF) contribution statement; additional documents may be required depending on the appeal case.
- No editing post-submission: Appeals cannot be edited after submission. However, if the appeal is returned due to insufficient/incomplete documents or information, then the employer will be notified to upload the required documents and resubmit within the stipulated timeframe.
- Appeal review timeline: The appeal review process may take up to thirty working days, subject to the submission of complete appeal documents.
- Final decision authority: The Expatriate Committee – Appeal (EC-A) makes final decisions; rejected EP appeals may be referred to the Ministry of Home Affairs (MOHA), Immigration Affairs Division under specific procedures.
- Support contacts: Technical assistance is available via the MYXpats Helpdesk.
KPMG INSIGHTS
In light of the changes, entities might consider opting for the following:
- Organizations are encouraged to review their hiring requirements to ensure that candidates meet at least the minimum eligibility criteria and possess niche skills or expertise before applying for a work pass with the ESD, in order to minimize the risk of rejection.
- Internal workflows for monitoring application outcomes could also be reviewed to help maintain readiness to respond promptly to rejections. Establishing checklists and pre-preparing justification letters and supporting documents may mitigate the risk of missed appeal opportunities.
- Hiring managers and mobile employees could be informed about the new timeline and potential implications for assignment planning.
As of the time of publication, other work pass approving agencies (e.g., MDEC, XpatNova, and MIDA) have yet to make any announcements regarding whether they will follow suit.
If assignees/expatriate employees and/or their programme managers have any questions or concerns about the scope of the update, its application and potential impacts, and appropriate next steps, they should consult with their qualified professional or a member of the GMS team with KPMG in Malaysia (see the Contacts section).
ENDNOTES:
1 Expatriate Services Division, “Revision to Online Appeal Submission Timeline,” published on 30 April 2026.
2 Expatriate Services Division, “Updated appeal application process frequently asked questions (FAQs).”
Contacts
Disclaimer
* Please note the KPMG International member firm in the United States does not provide immigration or labour law services. However, KPMG Law LLP in Canada can assist clients with U.S. immigration matters.
The information contained in this newsletter was submitted by the KPMG International member firm in Malaysia.
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