Final Updated: Renewing maid’s passport on my own

Maid

Since, the birth of my first son, I had a live-in helper (aka maid) to help me out. She’s been working in my family for more than 12 years and most of time she’s even bossier than me. The last few years, Indonesia has refused to send in workers to our country especially as live-in-helpers, thus it’s getting difficult to renew their working permits and passport.

This happen to me yesterday when I tried to bring my maid to renew her passport on my own without an agent’s help. Luckily, the agent (Mrs.Lee) was kind enough to advise on the documentations and procedure about it. So, let me share what documents you need to prepare to bring your maid to the Embassy Of Indonesia to renew their passport.

Documents to prepare :

  •  2 x Employers photocopy IC
  • 2 x Maid’s photocopy passport
  • 2 x Maid’s photocopy insurance cover (Note: You must buy 1 Insurance for Malayasia & Indonesia respectively)
  • 2 x Maid’s photocopy permit
  • 1 x Letter stating the reason to renew passport (ie to get working permit) in BM

Maid passport

Now, you’re probably wondering why not save the hassle and get an agent to do it instead. Reason being an agent charges RM1,000++ to bring the maid over to the embassy. Why the high cost? It’s because it will take them 3 -4 days to get their passport done. Yes, it sounds crazy but so so true and here’s breakdown of the procedure to apply my maid’s passport:

Day 1 – (For working parents, please apply for a full day leave)

  • Start queing at the Embassy before 7am (Note: we woke up late and arrive at 8am, there were more than 100 people in front of us)
  • Next, I’ve got to sign a document declaring myself as the proxy for my maid (coz the actual employer is my husband)
  • Following that, I was ushered out of the Embassy and my maid was left to que and submit her documentations to renew her passport. (Note: During this time, she’s also filling up a form aka contract to state her employer’s details and current salary. For a maid who has worked more than 10 years, their salary exceeds RM1,000 ya)
  • After waiting for a day, she finally submits the documentation and was asked to returned the next day for photographs. Pls note you’ll need to pay RM20 upon submitting documentation.
  • Special note: Employers or proxy need not stayed back to wait together.
Be prepared to que the day away
Be prepared to que the day away

Day 2 –  (For working parents, please apply for a half day leave)

Yes, the dreaded photography session only took less than half a day.  To renew a 5 year passport it will cost RM50 but you can also opt to renew for 10 years however the cost will be around RM120. Some things to take note:

  • Once the date is set for photography and you fail to turn up. You’ll have to revisit the embassy and que for a number again.
  • Photography session is divided into 2 session i.e. 9am – 1pm (Morning will be given a red card) & 2pm – 5pm (Noon session will be given a yellow card).
  • After photos, next would be collecting the passport on the specific date & time given by the officer.

Day 3 –  (For working parents, please apply for a half day leave)

This is perhaps the fastest process among the others. I was there with my maid before 10am and it only took 30 minutes for her to collect it.

So in totality, I went to the Embassy for 3 rounds just to get the passport done for maid without much mishaps. Hopefully, 5 years later the Embassy will switch the format to get everything done in a day. After Raya, it’ll be time to renew her working permit and I prayed its not as time consuming as this.

77 thoughts on “Final Updated: Renewing maid’s passport on my own

  1. Hello Carol,

    Thanks for this bit of info. It’s very helpful indeed! The bit about the proxy helps as helper under my brother’s name.
    I plan to do renew it myself as well as agent quoted RM1k+. I did it myself 5 years back, eventhough it took all day from 9am to 4pm! Thanks for the latest update on the documents and procedures.

    I have a few queries, maybe you can answer if you know:

    1) My Indon helper’s current passport expires in mid-October 2017. The work permit will expire in early-November 2016 (2 months away). How soon can I apply her new Indon passport for her?

    2) Any ideas how many pages the 10 year passport has? I don’t mind paying if it saves me the hassle for another 5 years!

    3) The document to sign as proxy – is only able to get from Indon embassy?

    Thank you!

    1. Hi Danny,

      Glad I was able to help. Here’s what I understand about the procedure (assuming it didn’t change)
      1) To renew your maid’s permit, her passport must have at least 1 year. The embassy count the date from your maid’s permit expiry till end of her passport (Nov 16 – Oct 17). Thus, its advisable to renew her passport by this month. It’ll take 2 -3 weeks for it to be done.

      2) Can’t recall the pages for 10 year passport. But it’ll cost about RM100++

      3) I got the form at the embassy. They will pass it to the maid and get you to fill it up. You won’t be allow entry into the embassy itself. But you may check online ya http://www.kbrikualalumpur.org/

      Btw, the latest update is that Indon Embassy has allocated another place to collect the passport somewhere near Mandiri Bank (Jalan Chow Kit).

      All the best!

  2. Hi carol,thanks for sharing all this info!just for query,
    1-the letter for stating reason of renewal in bm,must be printed?
    2-can the employer help the maid fill in the contract over there?or the employer totally cannot be there inthe embassy
    3.around what time u were ushered out from the embassy?i was thinking maybe can go late to work since u dont have to wait there

    1. Hi Safia,

      1) yes, it must be printed. Language in BM
      2) The employer is not allowed into the embassy. Contract must be fill in before hand. I think you can print the contract form online.
      3) I dropped my maid at the entrance and she walked in herself. But I’ve asked my husband before, once the maid enter the embassy doors (reception), you’ll be asked to leave.

      Btw, take note that the embassy change their rules every few months. So is best, to check online to verify the details as I did mine about 4 months ago.

  3. Hi Carol, thank a lot for your most valuable information. Just wanted to ask, in 2013 I renewed my brothers maid’s passport in the same day. OMG now you all telling it takes 3 days! Is the procedure changed now? I’m worried I’m from Ipoh.

    1. This new procedure was intro I think in year end 2015. At first, I didn’t believe the hassle but seriously min it’s 2 days. My bro maid did her’s about 2 months ago. She also took 2 days. First day, que get number and do passport right away. Second round about a week later to collect passport. Btw, they got a new area to collect passport as well near Jln Ipoh, KL. So when collecting passport pls read the letter provided carefully where they ask you to pick it up.

  4. Hi Carol,
    Can u show me the letter in BM as a reference. I have to bring my maid to renew passport by coming wednesday n I had no idea about that letter. Looking forward for your quick reply. Thanks.

    1. Hi Vivian,

      sorry didnt see this comment till now something wrong with my box. Hang on, here you go:

      Kedutaan Besar Republik Indonesia Kuala Lumpur
      (Embassy of the Republic of Indonesia Kuala Lumpur)
      No. 233 Jalan Tun Razak,
      50400, Kuala Lumpur

      Date: XXX
      Tuan/Puan,
      RE: Pembaharuan Passport Untuk XXX (Passport No: XXX)
      Merujuk kepada perkara diatas, Saya XXX dengan IC No XXX ialah majikan kepada XXX (Passport No: XXX) yang memerlukan pembaharuan passport untuk memohon permit pekerjaan dengan kita di Malaysia.
      Harap maklum dan sekian terima kasih diatas pertolongan anda.
      Jika anda mempunyai sebarang pertanyaan, sila hubungi saya di Tel:

      Yang benar,

      ———————————————-
      Owner Name & IC

    1. Hi Andre,

      Yes, it PA insurance & can be bought at any insurance company ie Allianz / Kurnia. I had a runner helping me to source out the insurance part + renew working permit. Only the renewal of passport I did on my own as the charges was quite high.

      1. Hi Carol, thanks for sharing your experience here…it really helps us a lot!!
        i just don’t quite understand about the insurance. You said we must buy 1 Insurance for Malayasia & Indonesia respectively. Does that mean we have to buy 2 policies for our maid? when i googled, i only found this: http://www.rhbgroup.com/~/media/files/malaysia/product-and-services/personal/insurance/pos-insurance/pos-maid-protector/pos-maid-protector-pds.ashx

        It is the right policy?

        1. Hi Hamimah,

          My insurance was bought by a runner. However, we I received my maid insurance there was 2 copies, one coverage in Msia & the other is Indonesia. I think is topped up to get the coverage for Indon.
          Hope this helps!

          1. Hi Carol,
            There was a make shift counter near the Indonesian embassy who had a paper sign that say 2 Insurance fee need to be paid for the maid renewal. However when the Insurance document were given by this ‘make shift’ counter staff, one Insurance is in the name of the maid (1 years) & one in the name of the employer (2 years) . And this is what they claim as buying 1 Insurance for Indonesia & 1 for Malaysia. The amount paid was RM90 each.
            While I understand the Insurance for the maid is mandatory, does the Insurance for the employer necessary?

          2. Hi Kathryn,

            Hm…checking my maid insurance policy both are in her name. I hired a runner to do this so I’m not really sure of the final procedure.

          3. Hi Carol,
            Thank you for putting up useful information pertaining to renewal of passport for maid.
            May I have your runner’s contact for purchase of insurance policy.
            Thank you.
            Jasmine

  5. Hi Carol,
    Thank you very much. This is useful.
    Re: the contract – can you please clarify what contract this is?
    And how do we get this contract?
    I went to the Indonesian Embassy but could not find anything related to this contract.
    Is it a special form specifically for renewal of passport?

    Thank you very much,
    Ann

    1. Hi Ann,

      Actually, I recall there’s a form to fill up just need to print it online from the Indonesia embassy. To be on the safe side fill up that form as well. Make sure you got two insurance policy (MUST BUY INDONESIA + MALAYSIA). Then I accompanied with a letter (for your reference)

      Kedutaan Besar Republik Indonesia Kuala Lumpur
      (Embassy of the Republic of Indonesia Kuala Lumpur)
      No. 233 Jalan Tun Razak,
      50400, Kuala Lumpur

      Date: XXX
      Tuan/Puan,
      RE: Pembaharuan Passport Untuk XXX (Passport No: XXX)
      Merujuk kepada perkara diatas, Saya XXX dengan IC No XXX ialah majikan kepada XXX (Passport No: XXX) yang memerlukan pembaharuan passport untuk memohon permit pekerjaan dengan kita di Malaysia.
      Harap maklum dan sekian terima kasih diatas pertolongan anda.
      Jika anda mempunyai sebarang pertanyaan, sila hubungi saya di Tel:

      Yang benar,

      ———————————————-
      Owner Name
      IC No:

      Hope this helps 😀

  6. Hi Carol,

    Thanks for the helpful blog post. I will be doing my maid’s passport renewal for the first time this year *horrors*. Just a few questions:
    1) On the day of the photography, will in be done at the embassy as well? does this mean we can’t follow the maid in either?

    2) I noticed the Indonesian embassy passport section has not been updated since 2015. Is the work contract form the same as the one you got from the embassy? If it the same I will print and fill out so I don’t have to waste time.

    3) Is there a limit to the queue numbers given? I know getting there before 7am is ideal but to queue for over 2 hours is daunting.

    Thanks a bunch.
    Serena

    1. Hi Serena,

      1) Photo using computer softawre (similar to our passport system). Ya, all employers not allow in the embassy.
      2) Use the same form for the moment. Not sure whether they’ve got new forms in the embassy.
      3) Yes, there’s a que limit. Its advisable to arrive before 6.30am. I arrived at that hour, the que was already to the gate but then again I went close to Raya holidays

      Hope this helps 😀

      1. Hi Carol,

        Thanks for all your info. Took your advise and went at 6.30 am. There was a small queue. Whole process took half a day and we are to collect the passport 3 working days later. I guess it depends on how many people came to the embassy. The only tedious thing about the whole process is the waiting part.

        BTW, another info update. Behind the photocopy of passport (either front or back copy), the applicant has to write their name, address and contact number in Malaysia and address and contact number (relative) in Indonesia. Plus you need 3 copies of Kontrak Kerja to submit at counter 1-3. The Kontrak Kerja is the same downloadable from Indonesian Embassy website.

  7. Hi Carol,

    Thx for your article.

    When getting the que number, is there any other form being given (e.g. form for passport renewal)? i.e. other than contract document..

    the process did change a lot, last time, 1 day complete all.

    1. Hi Malinda,

      While queing for number there’s not other form given. Once the officer checked all the documents, they will give you another number which also state the day/time you must return to complete the final process.

      However, as this was done last year July/Aug 2016, I’m unsure whether there are additional changes to the system. It’s getting complicated to renew your maid’s passport on your own. I was truly lucky to have some guidance from an agent friend .

      All the best in your maid renewal progress 😀

    1. At the parking area next to the Indonesian embassy, there are 2 insurance agents. You can buy from them. My maid’s policy costs RM90 per year. They also have photocopy services and can tell you what documents to photocopy. They even give extra copies of the insurance cover for free. 🙂

      It takes only 10 minutes to complete and you need to make payment in cash.

      Hope this helps.

  8. Hi Carol
    Thanks for putting up all the required documents for renewal of maid’s passport.
    I will be doing my maid’s passport renewal this Sunday.
    Hopefully all is in order.

    Jagir

  9. Hi Carol,

    Thanks for your sharing of info, I just noted that I also need to renew for my maid’s passport and yes the price quoted from the agents are bomb. I have my below questions in my mind:-
    i) I read your post that you mentioned after you arrived at the Embassy, you (us as employer were not allowed to enter).
    Q1-Does this mean maid has to go thru the renew & fill up form all by herself without us to accompany her? How would she be able to fill up the form by herself if she has no idea of how to fill up? How can I sign the document declaring myself as the proxy for my maid (coz actual employer is my husband) if they don’t allow us (employer) to enter into Embassy?
    Q2-Then, upon collection of the maid new passport, is it collect at the Embassy or Jabatan Imigresen Malaysia? As MYEG told me that the maid with new passport / passport extension have to go JIM to update their record, do you have to go thru this step?

    ii) PA insurance (both MY & INDO) and Surat Cuti for maid to go back holiday, you mentioned that you had runner to do on your behalf. Are you able to share runner contact with me or can you call me so I can ask your runner help to do the same. My contact no. is 016-2080261 or can I have your contact no so i can call you direct to check further in more detail.

    Looking forward to hear from you soon!
    Thanks!

    1. Hi May Kwan,

      1) it’s true we’re not allowed in the embassy. When you enter the reception counter, the officer will provide all the documents you need. Once you’ve filled it up, passed it on to the maid. I recall my sis in law downloading the forms from the official website. For proxy, you may prepare the letter in advance with photocopy IC of your husband + get him to sign on the letter. My maid has went to the embassy few rounds so she’s familiar with the routine, she filled up everything on her own.
      2) My maid passport collection was at the Embassy of Indonesia. However, for my sis-in-law, they asked her to collect the passport in an office located in Jalan Ipoh. So it actually depends on where the officer say to collect.
      3) I’ll pass your contact to my runner and get her to be in touch with you.

      Some things written in this blog might not be updated nor 100% accurate. It’s lucky that my runner advise me on the necessary steps 😀

  10. Hi Carol,

    I happened upon your blogsite last Sunday, a day before taking my maid to the embassy to gat her passport renewed. It was extremely helpful.

    I would just like to present my experience yesterday. Some things had changed since last year I guess.

    I arrived at the parking lot next to the embassy at about 9.40 am. I was lucky as there was a parking space for me at that hour. I bought the required insurance policy there. RM180 for both Malaysia and Indonesia.

    We (myself as majikan, my wife, and my maid) entered the side gate to the embassy. The officer at the gate told the maid to Q inside while I was to Q at the inner separate room to present supporting documents (a copy of the maid’s passport, work permit, my IC, employment contract, insurance).

    I was done in less than 10 minutes. My maid Q’ed for about 25 minutes to get her documents checked(her passport, a copy of her passport, permit and my IC) and be issued a number. By the time she had gotten her number, the embassy personnel had announced for those with the number xxxx and above to come back after 2pm. So we had 3 plus hours to kill, we took a taxi to Suria KLCC for lunch (didn’t want to lose my parking spot next door).

    We came back and Q’ed for about 30 minutes before my maid’s number was called. We will be picking up her passport at Jalan Ipoh this Thursday.

    All in all it was pretty smooth.

    1. Salam Nazli, price for renewal is still the same as stated by carol which is rm 50 for 5 years n rm 120 for 10 years?

  11. Hi carol. Can anyone introduce me to agents who can help to renew passport for my maid. I am willing to pay the rm1000 as my maid looks after my baby. I am unable to bring her three times

  12. Hi Carol. Where can I get a copy if employment contract for purpose of renewing maid’s passport at Indon embassy. I tried on their website but can’t get it. Thanks

    1. Hi Ai Hoon,

      My maid got the form at the embassy and filled it up on her own. Coz she’s been with me for 10 yrs so quite well verse in filling the forms 😀 Your maid can also come out to ask you to fill the form only reenter to que. *best see if you can follow her in to fill up the form and then only proceed to que*

      Hope it helps.

  13. Hi,
    Does the maid’s new passport need to be updated at Immigration Dept? Can I send a representative to do that?

    Please advise.
    Thanks!

  14. hie
    Thank you so much for your explanation. I will be doing mine next week in Penang. Hopefully all goes well. In addition to your info , i called the embassy in Penang and I need to prepare a bank account on my maid’s name.

    I just have a question. How many copies of the kontrak kerja I have to prepare?
    thank you.

  15. Hi Carol,

    I am to bring my maid this monday to renew her passport. May i know how much in total u have to pay for renewing the passport? Not including insurance so that i can prepare cash in advance

    1. can’t really remember the exact figure as it’s been sometime ago. Just prepare about RM800 is more than enough.

  16. Hi Carol,

    Thank you for this very informative blog entry. I’m sure many find it to be very useful. I have some questions though. I already have an authorization letter from my husband for me to be his proxy. My question is – who’s name and signature need to be on the Kontrak Kerja? Can I sign on behalf of my husband under the ‘Employer/Majikan’ signature column? Another thing, it also requires a witness to sign the Kontrak, this can be done by anyone right? And the date of the Kontrak, should we date them on the day we go to the Embassy or can it be dated earlier if the kontrak is to be signed by my husband?

    Thanks for you feedback 🙂

    1. You can sign on behalf as you’ve the proxy letter. Yes, true witness can be anyone. date it on the day is better. hope it helps.

  17. thanks so much for the info..its surely will safe my time..im taking my maid tommorow to renew her pasport.. she has been with us for 13 years.. the last time i renewed her pasport was 3 years back.. by reading your blog it certainly make me prepare all the documents needed ..

    thanks a lot..

  18. Hi Carol,
    Planning to bring my maid to renew her passport. The only concern is maid is illiterate. My question is, can we fill up the form required to fill up by her from website before we go to embassy to queue up? Is that possible?

    Thanks and Regards,
    Anthony

    1. yes if the form is online you can fill it up for her. 😀 or optional when she get the form, bring it to you to fill up on the spot.

  19. Hi Carol, your post has been very helpful. We had the same experience except that the photo was taken the same day. Will be collecting the passport after three working days.

    However, MyEg mentioned that i will need to go to the Malaysian Immigration department to update the system before i can get MyEg to renew the work permit.

    Do you know which immigration dept i should go to, the one in Jalan Duta or Putrajaya?

    thanks in advance!

    1. Hi Gina, not really sure about the immigration dept part as I did not go thru MyEG. Best way to find out is to call the immigration dept 😀

  20. Thank you for the useful info. May I know the total expenses incurred including insurance, permit and passport charges (5 yrs)? What about FOMEMA?

      1. it depends on how many years they’ve been working for you. However, new Indonesian maid entering Malaysia is getting about RM900 – RM1K

  21. Hi Carol.. Your post is really helpful! But i have a few more question..
    1) what is the minimum duration to renew the maid’s passport before the passport expired? (My maid’s passport will be expired in May 2018, am i too late alrdy?)
    2) what is the minimum duration to renew the maid’s permit before the permit ends? (My maid’s permit will end Oct 2017)
    3) is there any problem if my maid want to go back to Indonesia for holiday next month if the passport n permit have not been renewed yet?

    Thank u in advance 🙂

    1. Hi Giselle, glad to be of help. Here’s my replied to your queries:
      1) Should her permit be valid then you may renew her passport 6 months before expiry date.
      2) Permit needs to be renew 1 month in advance. Thus, you will need to renew her passport before then (Example: Permit expires Oct 17. Passport validity 1 year must be till Nov 18. Calculation of 1 year is counted from expiration of permit date). In other words, you need to bring your maid to renew passport before going to do permit.
      3) Can go back but must make sure she returns in July/ early Aug. She need to renew her passport by before Sept.

      Hope the info helps 😀

  22. Hi Carol,
    Thanks a lot for the useful information!
    Another questions.. 1) is it still compulsory to get the KTKLN card when the maid is going back for holiday? I read other blog it is no longer needed. Letter from the majikan would be enough. But i also came accross other blog who said it is still compulsory. Now im confused..
    2) Do we give the Visit Pass (Temporary Employment) card to the maid when she is going back, or just give the photocopy one?
    Thank you..

    1. Hi Carol, thank you for sharing and your response to queries. Here’s my situation with my maid of 11 years. Contract ended 26 May 2017. KTKLN ends 22 July 2017. Work permit ends 27 Jan 2018. Passport ends 22 Oct 2018. She wants to go back to Indonesia for 2 weeks on 23 June 2017. What do I need to renew?

      1. Hi PF, Contract definitely needs to renew. Work permits + passport renewal can wait till she return from Indonesia. I’m not sure what’s KTKLN so can’t help with that.

    2. woah I wont be able to answer that question as I’m not a runner. Just basically sharing my experience on bringing my maid to renew passport on my own.

  23. Brought my maid to renew her passport this morning. Reached Indonesian Embassy at 7.40 a.m. First thing was to buy two insurance for the maid, one for Indonesia and one for Malaysia, total cost is RM180. Then we queued up for the number. The number she got was A100 (There are B, C, D too). While waiting for her turn to renew the passport, I queued up at counter 3 which is for renewal of Kontrak Kerja for maid. The documents needed for renewal of kontrak kerja are a copy each of maid’s passport, employer’s IC and maid’s permit. I was told that the maid’s salary must be at least RM1000 since she has worked for three years. All counters opened at 9.00 a.m. At 11.40 a.m., it was my maid’s turn. There are 25 counters opened. Three are for kontrak kerja while the rest are for passport renewal. Now the new policy is it takes 4 working days to collect the new passport. So, we need to go back on Tuesday (13-6-2017) to collect the passport and the kontrak kerja. Employer no need to present himself / herself for the collection of passport. If I am not mistaken, the entrance gate was closed by 10.00 a.m. or earlier than that depending on the crowd. I should say the Embassy’s staff are quite efficient as it takes me only two hours plus (calculating from the time the counter opened) to get the work done although my maid’s number was A100.

  24. Today’s queue was very long too as now is bulan puasa also. If reach there between 7.00 and 8.00, by 1.00pm should get the thing done.

  25. Hi Carol,

    I have a few questions regarding Kontrak Kerja and Insurance.

    1) What meant by renewal of kontrak kerja? as I dont have the kontrak for the previous period. This is the first time we sign the kontrak kerja. Is the kontrak kerja has due date?

    2) Who should be the witness of the contract?

    3) I have asked the insurance agent for coverage in Malaysia and Indonesia, but they only mentioned the coverage in Malaysia, but insurance in Indonesia is only applicable when the maid is in Indon or travel back to Indon.
    Is that compulsory to have both coverage in Malaysia and Indonesia.

    1. Hi Yi Ching,

      1) Work contract is a document we need to submit for passport renewal. It’s just a simple letter prepare at your own end.
      2) There’s no need for witness as it’s not a legal binding contract
      3) When renewing passport is compulsory to have both.

      Hope the info helps 😀

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