Malaysia’s economic growth continues to attract international talent across industries — from oil and gas to IT, consulting, and healthcare. To meet demand without compromising regulatory standards, Malaysia issues Short-Term Employment Passes (STEP) for foreign professionals engaged for periods of up to 12 months.
But while the hiring window is short, the documentation requirements are anything but simple.
Foreign professionals, particularly from Australia, must meet strict document authentication and legalisation criteria before being granted permission to work. Failing to comply can lead to delayed deployments or visa denials — issues that many applicants only discover too late.
What Is the Short-Term Employment Pass (STEP)?
The STEP is a non-renewable employment permit issued to foreign professionals working in Malaysia for less than one year.
Unlike long-term employment visas, the STEP is primarily used for project-based roles, consulting contracts, or short-term business expansions. It requires employer sponsorship and pre-approval by Malaysia’s Expatriate Services Division (ESD).
Before approval, all documentation must be validated through a structured legalisation process involving multiple Australian and Malaysian authorities. This ensures the foreign qualifications and credentials are legitimate and accurately represented.
The Core Document Requirements
Australian applicants for the STEP typically need to submit:
- Original or notarised academic qualifications
- Professional certification or registration (if applicable)
- A valid letter of engagement from the Malaysian employer
- Passport bio-data page
- Work experience documentation (especially in regulated fields)
- Completed STEP application form and cover letter
Each of these documents may require different levels of verification depending on the applicant’s profession, contract nature, and sector.
Legalisation Process for Australian-Issued Documents for Malaysian short-term employment
Since Malaysia is not a signatory to The Hague Apostille Convention Abolishing the Requirement for Legalisation of Foreign Public Documents, a simple Apostille from Australia will not suffice.
Instead, the legalisation pathway for Australian-issued documents follows these three stages:
1. Notarisation by an Australian Notary Public
All official documents — academic, legal, or professional — must first be notarised. This confirms that the copies are true representations of the originals.
2. Authentication by DFAT
Once notarised, documents are submitted to the Australian Department of Foreign Affairs and Trade (DFAT) for authentication. DFAT confirms the notary’s credentials and affirms the document’s legitimacy.
3. Legalisation by the Malaysian High Commission in Canberra
After DFAT authentication, the documents must be presented to the Malaysian High Commission for the final legalisation step. This stamp validates the document for legal use within Malaysia.
Common Pitfalls to Avoid
Despite clear guidelines, many applicants face rejections or delays due to document issues. Some of the most frequent mistakes include:
- Submitting documents with incomplete or outdated notarisation
- Skipping DFAT authentication
- Assuming Apostille is sufficient for Malaysia (it is not)
- Providing documents in languages other than English or Malay without proper translation
- Name mismatches across documents (e.g. due to marriage or local naming practices)
Each of these can force a restart of the process — something especially costly for short-term roles.
Why It Matters
Malaysia’s immigration authorities have increased their scrutiny of foreign professionals’ qualifications in recent years.
The short-term nature of the STEP doesn’t translate into lenient standards. In fact, due to the high turnover and project sensitivity of these positions, documentation must be airtight.
For Australian professionals hoping to make the most of limited-term assignments, proper document handling isn’t optional — it’s the foundation of legal employment.
How Authentifier Can Help
Every STEP application starts with getting your documents in order. That means knowing whether you need notarisation, authentication, or full legalisation — and ensuring it’s done by the right authority in the correct sequence.
Authentifier offers a complete solution for Australian professionals heading to Malaysia. From guiding you through DFAT authentication to handling embassy legalisation at the Malaysian High Commission, our team ensures your documentation is accepted the first time.
Whether you’re a healthcare provider, IT consultant, or construction manager, don’t risk project delays over paperwork. Let Authentifier make your documentation process fast, secure, and fully compliant with Malaysian regulations.
