PASSPORT RENEWAL FOR INDONESIAN MAIDS & WORKERS
18:45 
ED AD 
Latest update (15th June 2013): The online system is running smoothly at the moment. Just print out the duly filled up online form and bring it to the embassy. At the embassy, no need to fill up another form, just proceed to get the number. The number given will be the 8000 series numbers. After obtaining the number, your maid need to queue to have her photo taken ( the embassy wants to update with the latest photo of applicants ). The 8000s series number will be attended by counter no. 7. Until today, not many go with the online forms and to the extent sometimes counter 7 has no number to call. This counter attends to both maids and workers as long as they have the online forms. br /> * Latest update : The Indonesian embassy in Kuala Lumpur had on 20th May 2013, introduced an online application called "Pre-Registration of Passport", a system that allows applicants (workers and maids) to fill up their personal particulars online for the purposes of passport renewals/applications of new passports. This system is ONLY applicable to applicants who have registered with the embassy prior to this, meaning those who are holding passports issued by the embassy in Kuala Lumpu. Holders of passports issued in Indonesia or Indonesian consulate offices in Johor and Penang are NOT ABLE to use this online application.
Applicants who have filled up this online form need to print out the form and bring it along with other necessary documents to the embassy. Those with this form are not required to fill up any other form at the embassy except for those applying for replacement of lost passports where an additional form is required. Those who have registered online but forgotten to bring the form may get it printed at the embassy.
During my visit to the embassy a few days ago, I noticed not a single one was holding this online form, probably no one was aware of this new application despite a notice already put up by the embassy. At present, all applicants are still required to queue in the same line, the embassy has yet to segregate those with the form from those without it. All other procedures remain the same, including having photo taken eventhough the applicants photo already appear on the online form ( need to update latest photo )
The online form can be accessed here
Note : When filling up the form either the online one or the hardcopy one, please ensure the following :
(a) Person to contact in Indonesia must be a NAME OF AN INDIVIDUAL, not the relationship between that person and the applicant. Filling up " Ayah, Ibu, Suami, Isteri " is not acceptable.
(b) Addresses in Indonesia must be written in full. All Indonesian addresses should have RTxx / RWxx,
Desa : ______ , Kecamatan : ________, Kabupaten : _________, Provinsi : ________
* Latest update : With effect from 3rd April 2013, employers are required to produce copy of their maids' bank accounts during application OR proof of remittance of salary to Indonesia, failing to do so will result in the applications being not accepted. Please take note also that the bank account must not be a joint account ( employer and maid ) but only the maid single account will be accepted.
If you are an employer of Indonesian maid or workers, please ensure that their passports have a validity period of at least 13 months before going to the Immigration to renew their working passes. If their passports have less than 13 months validity period, then you have to arrange to renew them at the Indonesian Embassy in Kuala Lumpur.
All Indonesian nationals applying to extend their passports will be issued new passports instead of stamping the new validity date on the current passports.
Requirements and procedures for renewal of passport of maids :
(a) Both the employer and the maid have to be present in person
(b) Photocopy of employer's identity card ( 2 copies ). Please take note that the employer here refers to the name of person that appears on the maid's working permit. If the employer is the husband, the wife may represent the husband but need to bring the marriage certificate ( 2 photocopies ) + photocopy of her own identity card ( 2 copies ) and vice versa.
(c) Photocopy of the maid's passport - the front page ( with photos and personal particulars ), the page with the latest working permit and the last page that contains the latest address of the maid. Prepare 2 sets photocopies of the passport. Photocopy service is also available at the embassy and the service is free but the queue is long. There are also photocopy services available outside the embassy ( at the parking lot ) but at 50 cents a copy it's expensive.
(d) 3 sets of the employment contract duly signed by the employer and the maid and witnessed accordingly. The contract forms will be given out together with the application form at the embassy but advisable to get the contract forms done before going there. Should anyone need the form, please email to me. Do not download the contract forms ( in Malay language ) online because those forms are only for the already ended legalisation program. So far the contract forms required are not available online yet.
(e) Photos of maids taken outside are not acceptable. All applicants will be photographed at the embassy for free. Don't be cheated by touts loitering outside the embassy compound offering photo snapping services for RM15 ( 4 copies ).
(f) Insurance policy for maid ( 2 photocopies of the cover note ). You may either purchase the insurance on your own with any local insurance companies that offer this kind of policy or you may also get it at the insurance counters beside the embassy building.
(g) Passport fee is RM18 for a 5 years passport. Previously the embassy issued 3 years passport for the same fee.
(h) The embassy attends to about 1000 applicants of various documents daily. Forms for maids, workers and those illegals without any documents are the same. Only applicants holding application forms will be given numbers for the day.
(i) Be at the embassy early to queue up, preferably at 6.00am or 6.30am. There are many people everyday with extra numbers on Mondays. Counters start calling numbers at 9.00am but the gate to enter the embassy opens around 7.15am to 7.30am. Don't reach there at 8.30am or later otherwise you might not be able to obtain number for the day.
(j) Men and women queue up in separate lines. When the gate opens, women will be allowed to enter first. Employers accompanying their maids are not allowed to enter with their maids but only until all the workers have entered the embassy compound. Provide a pen to your maid for her to fill up the application form. Don't hold your maid's passport, let her bring along inside. Female employers are normally allowed in once all the female workers have entered the building but male employers have to wait until every workers have got in.
(k) Once inside the embassy building, applicants need to queue up to get the application forms. After obtaining the forms, they need to fill up the forms before proceed to another line to get the numbers. If your maid is illiterate, ask her to get the others to help, don't wait for you. Get the forms filled up fast otherwise those who are originally behind your maid but have filled up the form faster will move ahead of her in getting numbers. Unfortunately, employers or applicants are not allowed to get the forms in advance.
By the time you enter the embassy, the place will be filled with hundred of peoples already, so locating your maid is not an easy task and the place is noisy. It would be good to ask your maid to set her handphone on vibration mode, otherwise she most probably not able to hear her phone ringing when you call her. For some reason also, phone reception is very poor inside the embassy especially for Celcom users..
(l) After obtaining numbers, applicants need to queue up to have their photos taken. Once taken, they have to stay inside the waiting room, waiting for their numbers to be called. Eventhough the waiting room is big but it cannot accomodate 1000 people at the same time. The embassy staff will advise applicants with numbers above 300 ( meaning 300 more people to be attended before reaching their turns ) to stay outside the room first, let the room for those with more immediate numbers.
(m) When the number is called, applicant submits the application forms and required documents and make payment of RM18 if the application is accepted. ( Counters No.16 and No. 18 attend to maids applications ). If your address has changed, notify the attending staff to change it ( the employer address will appear on the last page of the maid's passport ). The new passport will be issued on the spot and the maid will be asked to put down her signature on the new passport. The passport is however cannot be collected at that moment because it is yet to be signed by the officer.
(n) After payment, proceed to counter 30 & 31 which are located on the left of the waiting room ( outside ),
and wait for your number to be called for an interview and endorsement of employment contract. The attending officer will interview the maid and if necessary the employer as well. The minimum salary requirement for an Indonesian maid has been set at RM700 per month. If the salary stated in the contract forms is below that amount, the application will be rejected. Some employers agree to increase the salary of their maids up to RM700 and signed the contract forms on the spot. Counter 30 & 31 run at a pace more than 2 times slower than counter 16 and 18 because some interviews take more time than the others and there is only one counter for this. Please fill up the contract forms, signed and witnessed accordingly. Some employers are only signing these form at the counter, thus holding up the counter. Be prepared to wait between 1 hour to 2 hours after submission of application to be called for the interview. The purposes of this interview are to ascertain the maids do not face any problems with their employers and they receive at least the minimum RM700 monthly salary. Maids who have been working for the same employers for many years ( eg. 4 years and above ) normally are often not asked any question at all as they are assumed to be happy working with the employers.
(o) After the interview is done, wait for about 1 hour to get the new passport. The waiting space for passport collection is on the left , (outside) the waiting room. Please ensure to be there all the time as no numbers are called, only the name of applicants and the names are called not exactly in sequence, meaning an applicant who submits her application later than another applicant may be called to collect her passport earlier than that person. One copy of the contract form endorsed by the embassy will also be given together with the new passport. Make a copy of this contract form for your maid when she returns to Indonesia for holiday as the form is required when she applies for her Foreign Worker ID Card in Indonesia.( To read more about this ID card click here )
Check the photos and the particulars in the new passport before leaving the embassy. Mistakes do occur occasionally.
Requirements and procedures for renewal of passport of workers other than maids :
(i) Workers must be present in person during application. Not necessary for employers to be there.
(ii) Photocopy ( 2 copies ) of the identity card of the employer ( the owner or the director of the company that appears on the workers' working permit ). + photocopy ( 2 sets ) for company's registration certificate or ( Form 9 ) and Form 24, 49.
(iii) A copy of covering letter from the company ( printed on the company's letter head )
(iv) Photocopy passport of the workers as per (c), contract forms as per (d) and photos as per (e) above..
( Note : contract forms must be stamped with company's name ).
(v) The fee is RM18 for a 5 years passport.
(vi) The application submission counters are not the same as for maids application. Numbers run quite fast and unlike for maids, there is no interview. After submission, applicants just need to wait for their names to be called to collect their new passports. The waiting space for passport collection is the same as for maids, as per (o) above but the waiting time could be much longer
(v) For workers who have been working here for 5 years ( stated in their working permits ), they need to obtain a letter from the Immigration Department first before going to the embassy to apply for passport extension. Applicants without this letter will not be entertained.
(vi) Points (h), (i), (j), (k), (l) as per above also apply here.
* There are many touts loitering outside the embassy compound offering all kind of services, Just ignore them.
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Applicants who have filled up this online form need to print out the form and bring it along with other necessary documents to the embassy. Those with this form are not required to fill up any other form at the embassy except for those applying for replacement of lost passports where an additional form is required. Those who have registered online but forgotten to bring the form may get it printed at the embassy.
During my visit to the embassy a few days ago, I noticed not a single one was holding this online form, probably no one was aware of this new application despite a notice already put up by the embassy. At present, all applicants are still required to queue in the same line, the embassy has yet to segregate those with the form from those without it. All other procedures remain the same, including having photo taken eventhough the applicants photo already appear on the online form ( need to update latest photo )
The online form can be accessed here
Note : When filling up the form either the online one or the hardcopy one, please ensure the following :
(a) Person to contact in Indonesia must be a NAME OF AN INDIVIDUAL, not the relationship between that person and the applicant. Filling up " Ayah, Ibu, Suami, Isteri " is not acceptable.
(b) Addresses in Indonesia must be written in full. All Indonesian addresses should have RTxx / RWxx,
Desa : ______ , Kecamatan : ________, Kabupaten : _________, Provinsi : ________
* Latest update : With effect from 3rd April 2013, employers are required to produce copy of their maids' bank accounts during application OR proof of remittance of salary to Indonesia, failing to do so will result in the applications being not accepted. Please take note also that the bank account must not be a joint account ( employer and maid ) but only the maid single account will be accepted.
If you are an employer of Indonesian maid or workers, please ensure that their passports have a validity period of at least 13 months before going to the Immigration to renew their working passes. If their passports have less than 13 months validity period, then you have to arrange to renew them at the Indonesian Embassy in Kuala Lumpur.
All Indonesian nationals applying to extend their passports will be issued new passports instead of stamping the new validity date on the current passports.
(a) Both the employer and the maid have to be present in person
(b) Photocopy of employer's identity card ( 2 copies ). Please take note that the employer here refers to the name of person that appears on the maid's working permit. If the employer is the husband, the wife may represent the husband but need to bring the marriage certificate ( 2 photocopies ) + photocopy of her own identity card ( 2 copies ) and vice versa.
(c) Photocopy of the maid's passport - the front page ( with photos and personal particulars ), the page with the latest working permit and the last page that contains the latest address of the maid. Prepare 2 sets photocopies of the passport. Photocopy service is also available at the embassy and the service is free but the queue is long. There are also photocopy services available outside the embassy ( at the parking lot ) but at 50 cents a copy it's expensive.
(d) 3 sets of the employment contract duly signed by the employer and the maid and witnessed accordingly. The contract forms will be given out together with the application form at the embassy but advisable to get the contract forms done before going there. Should anyone need the form, please email to me. Do not download the contract forms ( in Malay language ) online because those forms are only for the already ended legalisation program. So far the contract forms required are not available online yet.
(e) Photos of maids taken outside are not acceptable. All applicants will be photographed at the embassy for free. Don't be cheated by touts loitering outside the embassy compound offering photo snapping services for RM15 ( 4 copies ).
(f) Insurance policy for maid ( 2 photocopies of the cover note ). You may either purchase the insurance on your own with any local insurance companies that offer this kind of policy or you may also get it at the insurance counters beside the embassy building.
(g) Passport fee is RM18 for a 5 years passport. Previously the embassy issued 3 years passport for the same fee.
(h) The embassy attends to about 1000 applicants of various documents daily. Forms for maids, workers and those illegals without any documents are the same. Only applicants holding application forms will be given numbers for the day.
(i) Be at the embassy early to queue up, preferably at 6.00am or 6.30am. There are many people everyday with extra numbers on Mondays. Counters start calling numbers at 9.00am but the gate to enter the embassy opens around 7.15am to 7.30am. Don't reach there at 8.30am or later otherwise you might not be able to obtain number for the day.
(j) Men and women queue up in separate lines. When the gate opens, women will be allowed to enter first. Employers accompanying their maids are not allowed to enter with their maids but only until all the workers have entered the embassy compound. Provide a pen to your maid for her to fill up the application form. Don't hold your maid's passport, let her bring along inside. Female employers are normally allowed in once all the female workers have entered the building but male employers have to wait until every workers have got in.
(k) Once inside the embassy building, applicants need to queue up to get the application forms. After obtaining the forms, they need to fill up the forms before proceed to another line to get the numbers. If your maid is illiterate, ask her to get the others to help, don't wait for you. Get the forms filled up fast otherwise those who are originally behind your maid but have filled up the form faster will move ahead of her in getting numbers. Unfortunately, employers or applicants are not allowed to get the forms in advance.
By the time you enter the embassy, the place will be filled with hundred of peoples already, so locating your maid is not an easy task and the place is noisy. It would be good to ask your maid to set her handphone on vibration mode, otherwise she most probably not able to hear her phone ringing when you call her. For some reason also, phone reception is very poor inside the embassy especially for Celcom users..
(l) After obtaining numbers, applicants need to queue up to have their photos taken. Once taken, they have to stay inside the waiting room, waiting for their numbers to be called. Eventhough the waiting room is big but it cannot accomodate 1000 people at the same time. The embassy staff will advise applicants with numbers above 300 ( meaning 300 more people to be attended before reaching their turns ) to stay outside the room first, let the room for those with more immediate numbers.
(m) When the number is called, applicant submits the application forms and required documents and make payment of RM18 if the application is accepted. ( Counters No.16 and No. 18 attend to maids applications ). If your address has changed, notify the attending staff to change it ( the employer address will appear on the last page of the maid's passport ). The new passport will be issued on the spot and the maid will be asked to put down her signature on the new passport. The passport is however cannot be collected at that moment because it is yet to be signed by the officer.
(n) After payment, proceed to counter 30 & 31 which are located on the left of the waiting room ( outside ),
and wait for your number to be called for an interview and endorsement of employment contract. The attending officer will interview the maid and if necessary the employer as well. The minimum salary requirement for an Indonesian maid has been set at RM700 per month. If the salary stated in the contract forms is below that amount, the application will be rejected. Some employers agree to increase the salary of their maids up to RM700 and signed the contract forms on the spot. Counter 30 & 31 run at a pace more than 2 times slower than counter 16 and 18 because some interviews take more time than the others and there is only one counter for this. Please fill up the contract forms, signed and witnessed accordingly. Some employers are only signing these form at the counter, thus holding up the counter. Be prepared to wait between 1 hour to 2 hours after submission of application to be called for the interview. The purposes of this interview are to ascertain the maids do not face any problems with their employers and they receive at least the minimum RM700 monthly salary. Maids who have been working for the same employers for many years ( eg. 4 years and above ) normally are often not asked any question at all as they are assumed to be happy working with the employers.
(o) After the interview is done, wait for about 1 hour to get the new passport. The waiting space for passport collection is on the left , (outside) the waiting room. Please ensure to be there all the time as no numbers are called, only the name of applicants and the names are called not exactly in sequence, meaning an applicant who submits her application later than another applicant may be called to collect her passport earlier than that person. One copy of the contract form endorsed by the embassy will also be given together with the new passport. Make a copy of this contract form for your maid when she returns to Indonesia for holiday as the form is required when she applies for her Foreign Worker ID Card in Indonesia.( To read more about this ID card click here )
Check the photos and the particulars in the new passport before leaving the embassy. Mistakes do occur occasionally.
Requirements and procedures for renewal of passport of workers other than maids :
(i) Workers must be present in person during application. Not necessary for employers to be there.
(ii) Photocopy ( 2 copies ) of the identity card of the employer ( the owner or the director of the company that appears on the workers' working permit ). + photocopy ( 2 sets ) for company's registration certificate or ( Form 9 ) and Form 24, 49.
(iii) A copy of covering letter from the company ( printed on the company's letter head )
(iv) Photocopy passport of the workers as per (c), contract forms as per (d) and photos as per (e) above..
( Note : contract forms must be stamped with company's name ).
(v) The fee is RM18 for a 5 years passport.
(vi) The application submission counters are not the same as for maids application. Numbers run quite fast and unlike for maids, there is no interview. After submission, applicants just need to wait for their names to be called to collect their new passports. The waiting space for passport collection is the same as for maids, as per (o) above but the waiting time could be much longer
(v) For workers who have been working here for 5 years ( stated in their working permits ), they need to obtain a letter from the Immigration Department first before going to the embassy to apply for passport extension. Applicants without this letter will not be entertained.
(vi) Points (h), (i), (j), (k), (l) as per above also apply here.
* There are many touts loitering outside the embassy compound offering all kind of services, Just ignore them.
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