How I renewed my maid’s passport at the Indonesian Embassy

I had read about people going as early as 4am to 5am to queue up! I certainly wasn’t going to do that. Besides, we had to send our kids to school.

So, one morning after sending the kids to school, my husband, my maid and I went to the Indonesian Embassy at 9am in the morning. We brought the maid’s old passport and nothing else. We parked at the carpark right beside it. As we were walking towards the Embassy gates, some touts called out to us shouting out something about photostating documents. We ignored them and walked straight on.

When we arrived at the gates, there was a man at the gate telling us to go towards a queue station to collect forms and do photostating. You can do photostating for free in the Indonesian Embassy. We headed towards the queue station. There was a man seated at a desk at the start of the queue station. There was no queue. We showed him the passport and he handed us a form and 3 duplicate copies of a pre-printed contract of employment between maid and employer.

The form was very simple to complete. Just one page. The only thing you probably have to remember is your maid’s address and contact person back home. Make sure your maid knows this beforehand. I remember my sister’s young Cambodian maid who did not even know her home address. She was homesick and the agent offered to contact her family but she was not able to give them a contact number.

The contract of employment is to be filled out in triplicate. One copy for the Embassy, one for the maid and one for the employer. You have to fill out the number of years you wish the contract to be, the salary (minimum salary for renewal is RM600), the Embassy announced this in the loudspeaker, as well as the place of exit, ie your responsiblity in terms of paying for the maids fare to and fro. You should have a rough idea about all this before you go so that it is easier for you to write this information down in the preprinted contract.

After we completed the form and contract we went to the end of the queue station (though there was no queue) and showed the form, contract and passport to the man seated there. He gave us a number and allowed us to enter. It is a good idea to photostat your documents after you take the number. The photostat station is located on the right or you can ask the man who gives out the numbers.

Before entering the waiting area, we had to walk through a room to have the maid’s photograph taken. Then we are allowed to enter the waiting area. We were there at 9.45am. Our number (2078) was called at 11.15am to surrender the documents at the counter. We did not realise that we had to photostat the documents before that but we were allowed to leave the room to the photostat station which is outside and not very far from the waiting room to get the documents photostated for free.

After that we had to wait to make payment. We were called to make payment at 12.30pm. When making payment, usually the maid has to go to the counter as the counter person will interview the maid. They will ask for her address and contact person back home to verify her indentity. Then they will enquire whether she is happy working and how much is her renewal salary. Remember, the minimum is RM600.

After making the payment, I asked the man manning the counter how long it will take for the passport to be ready. It was 12.20pm at the time. His reply was “After lunch. You can go and have your lunch and go shopping if you like and come back at 3pm to collect the passport

I would say that everything is quite smooth flowing so far. Accept that you have to be prepared to wait it out. If you trust your maid to be around lots of long haired hippy looking males, you may even leave her there to wait. :P

We went to pick up the kids from school, have lunch and then hubby sent us there at about 2.30pm. Hubby was supposed to leave us there and go run another errant. However, I saw that the numbers 2071 to 2074 was called in rapid succession. My number was 2078. So I called hubby to turn back.

Unfortunately, the number did not move from there and an hour later, they were still calling 2075. Then the numbers became erractic. 2095, 2103, 2080 etc. till almost every number near and above mine were called except my 2078. :(

I went to the counter twice to ask why my number was not called even though those ahead of mine had been called just to make sure that I had not missed my number but they said it was like that and told me to wait.

Finally, my number was called at 4.00pm. The counter man interviewed the maid again shortly, almost the same questions ie how long she has been working etc. Then he looked at me and asked “Is this your signature?” pointing to the employer’s signature on the employment contract. I explained that it was my husband’s who was there in the morning and he said “you should start paying her the new salary from next month.” I told him that we will start paying her the new salary immediately after her current 2 year contract with us expires in 3 months time. He looked at the maid and asked her whether that was ok with her and when she said yes, he released the passport to us together with a copy of the employment contract for her and for me. The new passport starts from the date of application even though the old passport expires much later.

9am to 4pm. That is all the time it took us. The only documents you require is your maid’s current passport. Not too difficult but very time consumming. Oh I forgot to mention. I paid RM10 for parking and RM18 for the passport. The agent was going to charge us RM350 for this service.

Updated: On 28th May, 2012 I renewed my maid’s passport at the Indonesian Embassy for a second time. Not much changes but I have written a more detailed post than this including a sample letter of authorization for those who are renewing their maid’s passport on behalf of their spouse (if they are not named as the employer in the original maid application). Here is the post on How To Renew Your Indonesian Maid’s Passport Yourself.

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33 Responses to 'How I renewed my maid’s passport at the Indonesian Embassy'

  1. anony-mouse - April 27th, 2010 at 10:46 am

    Does anybody have info/links to renewing filipina maid permit?

  2. syn - April 28th, 2010 at 12:04 pm

    interesting, the difference of RM28 to RM350!!! how long was the passport renewed for again? another 3 years? thanks for sharing with us!

    i’m getting a month extension for my maid and the agent is charging RM250 for doing this which includes cancellation of her work permit!!! i’ll check out the procedure and see if i’m able to do this myself or not. scary how the agent charges their fee.

  3. sasha - April 30th, 2010 at 6:47 pm

    ah very good post for those that wanna renew maid permit. But for me… i am the maid now and i dun need permit. Thanks for sharing, I bet many ppl wanna read about this.

  4. Martini - May 2nd, 2010 at 1:06 am

    very good info.
    Glad to know that everything was going on smoothly when you renewed your maid’s passport.

    look like Indonesia Embassy has improved their working procedure. Past 3 years, we had to wait for more than two weeks to collect the new passport, now you can collect it at the same day.

    Last time I went there around 12pm and it took me about one hour to submit and pay the fee (at that time RM22). And when collect, I waited for about an hour too. So the waiting time was not too long.

  5. mimi - May 2nd, 2010 at 10:48 pm

    thanks for all the info. am about to renew my maid’s passport next week. is the rm600 salary really applicable? i am now paying rm480 and have not discussed with my maid ( she has not requested either) about reviewing her salary.

    The embassy will interview your maid and make sure the salary you put in the contract is at least RM600

  6. claire - May 5th, 2010 at 10:21 pm

    hi.. may i know how much was the renewal of passport? ipoh agency charge the employers 450rm for service and renewal… and 150 extra for 2 years insurance..

    I replied in your blog. :) Actually, looks like Ipoh more expensive hor but I think depends on the agent too.

  7. mum kl - May 19th, 2010 at 2:25 pm

    hi, when you renew the passport did they require the maid to be insuranced? (personal insurance for maid)

    No, they did not require this. :)

  8. Yvonne - May 19th, 2010 at 3:53 pm

    I need to renew my Indon maid’s passport soon. What sort of other details were required in “The contract of employment” (besides what was mentioned above)?? Can we be with the maid when she is being interviewed??

    Yvonne, its not exactly an “interview”, they will just ask the maid some questions and you can stand beside her when they do, if you prefer.

  9. Yvonne - May 19th, 2010 at 4:03 pm

    M in a delima now that the MOU is firmed for maid to get a weekly day off. M so worried about the negative social influence outside and since I do not know who she will mix with, my biggest worry is that she will bring the H1N1 virus back!!! Anyway, would anyone know if my maid can still return home to Indonesia if her passport is valid for less than 6 months??

    You can pay in lieu of the day off if your maid agrees?

  10. ABC - June 8th, 2010 at 2:28 pm

    Thanks for the info.It really helps! Hope everything will be as scheduled as i am renewing my maid’s passport next week! Thank you for sharing! Cheers!

  11. ABC - June 8th, 2010 at 2:33 pm

    1question… why the new passport takes the new date( application date ) instead of the actual expiry date?

  12. ABC - June 8th, 2010 at 10:13 pm

    Thank you for the info, it does help!!! my maid’s passport is expiring next Aug 2011. but i gotta renew her permit which is expiring July 2010. 1 question. will the Embassy allow me to renew maid’s passport though it is still valid for more than a year??? Please advice. thank you.

    Hi. I am not sure about your situation. You may have to call up immigration or the Indonesian Embassy to find out. Do you need to renew the passport now since the passport only expires after the work permit extension period. In my case, my maid’s passport expires in May 2011 whereas her work permit if extended will be up till July 2011. The period is not enough to cover the work permit so I had to extend the passport. In your case, your work permit if extended will be up to July 2011 and her passport expires Aug 2011. It is enough to cover the working permit period so do check up whether you need to go extend the passport now instead of next year and let us know.

    In our case, they allowed the extension even though it only expires in 2011. However, the passport period starts from date of application for extension and not from the original date of expiry. I do not know why it is like that. Sorry, not much help am I? Good luck! BTW, I have completed the fomema application for health checks as well as Immigration application for work permit extension and they only took 15 minutes each. The health check up took longer because there were other patients. All in all, the processes were painless accept for the long waiting time at the Embassy.

  13. ABC - June 11th, 2010 at 2:12 am

    Thank you for your reply. Your information is clear & helpful n usedful. I have decided to do the passport renewal next march…BTW, do you have any idea is it crowded during school holidays????

    I went there on a normal work week and it was full but not crowded. I don’t know about school holidays but I would imagine that more ppl are on leave and running errands. On the other hand perhaps ppl are really on hol and not running errands. :P Actually, I find that most places are more crowded during school holidays.

  14. ABC - June 11th, 2010 at 2:52 am

    My maid is employed under my husband’s name, so i ll have to bring along an authorisation letter signed by my husband for the passport renewal, right? TQ

    Yes, you would need an authorisation letter. My husband dropped me off there, signed the contract and forms but was not around in the afternoon so I did not need an authorisation letter. When I went to collect the passport, the officer looked at me and asked “Is this your signature?” I said it is my husband’s and he left it at that without asking for any letter.

  15. sohow - August 7th, 2010 at 4:04 am

    so what happen if i dont pay rm600 p.m. ?

    will they reject renewing the passport ?

    funny.

  16. Margtan - September 15th, 2010 at 2:53 pm

    hi, would like to know the procedure of my Cambodian Maid’s passport renewal. How can i get it done in Cambodian embassy located in Kuala Lumpur? Do i have to bring my maid along?

    regards,
    margtan

    Sorry Margtan, I don’t have any personal experience with Cambodian maid so I can’t help you there. Why not check with your agent and call up the various agencies involved plus the embassy too? You can get all your info from there. Good Luck! :)

  17. Rolla - October 29th, 2010 at 2:38 am

    I want to bring a maid to my homecountry ,i went through agency to do every thing ,it is now more than 3 days and didnt get her passport yet,is this normal??how long it will take ?and what is the process after I will do the visa for her?

    Rolla, I am sorry, I don’t know where your maid’s homecountry is. My maid is from Indon. We can get the passport within a day.

  18. Ean - October 30th, 2010 at 10:19 pm

    Your sharing of this info really help us in deciding whether to do the renewal on our own or pay the so much extra money to the agency.
    One question > Do you know if our presence is really required? ie if we can just drop off the maid at the embassy early morning and pick her up once done? From your time there, were there maids who renewed on their own?
    Thanks again.

    Ean, from my observation, our prescense is required at the start (start meaning, collect contract and sign at the entrance) and end of process (end meaning collection of passport) but not necessarily throughout all the waiting time. I have heard of maids renewing on their own but I did not see any when I was there. Most of them came in groups with an agency runner.

  19. Ean - November 1st, 2010 at 11:52 am

    Thank you very much for your fast reply. I’m going tomorrow. I will play by ear. Will be there at the start and see if I am still required, until the collection. Thanks again for sharing.

  20. mommy - January 11th, 2011 at 7:47 am

    Latest information guys. Please get an insurance for your maid for RM60 from the nearest post office, get it photocopied, 2 copies of your IC, a copy of the passport info, a copy of her visa before you go. I went there last week, the crowd was bad, the staffs were extra polite to us but completed everything by 3.30pm on a Friday (long lunch hours).

    Thanks for sharing! :) We did the photocopying there for free but then there was no crowd at the time so it was easy.

  21. Macy - February 28th, 2011 at 6:26 pm

    Hi, very informative article ! Would like to know if parking is available nearby the Indonesia Embassy ? Is it before the Indonesia Embassy if I’m coming from Wisma Time ? Thank you.

    The last time I went, there was car park available just before the Indon Embassy coming from Sungei Besi Way. Sorry, I am not sure where Wisma Time is and of course things could have changed by now. There was construction going on then.

  22. ABC - March 3rd, 2011 at 5:25 pm

    hi to all… i heard nowadays we ll face some difficulties when we want to renew our indon maid’s passport, is it true? thank you.

  23. ABC - March 21st, 2011 at 11:53 am

    hi….it has been a while since comments on 3 march..is that means this is no longer active. Cheers! Thanks anyway

    Still active as long as I’m still here. :)

  24. AB - April 27th, 2011 at 8:23 pm

    Hi there,

    Correct me if I am wrong. I need to renew my Indonesian maid’s permit but I also have to renew her passport as it will expire next year. I will be needing her passport, a copy of her insurance, the employer’s IC copies, but why visa as her permit’s in the passport?

    As far as I know, yes you will need to renew her passport, if by renewing your maid’s permit, the permit period extends beyond the passport expiry date. When I went to renew the passport, all I had to bring along with me was her existing passport. We were provided standard copies of the contract of employment. They took a photo of the maid for free and we also photocopied her passport, the contract and our IC for free. At the time we did not have to submit any insurance (because it was optional) nor visa. The commenter “Mommy” suggests that this is the latest info? I have no idea about it. As you say, the permit is in the passport so why visa? Perhaps you could give a call to the embassy to find out then update here?

  25. RR - June 10th, 2011 at 12:38 am

    A question was asked earlier by Yvonne in May 2010 for which I would like answer too: would anyone know if my maid can still return home to Indonesia (one way) if her passport is valid for less than 6 months? Even though her tenure with me started in June, her passport is valid from March, so in order to extend her for less than a year, I would rather not have to renew her passport.

  26. ABC - June 16th, 2011 at 1:54 am

    i went too renew my indonesian maid’s passport during school hol…it was a nightmare…the time i spent was from 945am to 745pm. it sounded crazy, right? but there were ppl suffered more than i m.
    here i would like to share some information :-
    1.Buy insurance from post office beforehands
    2.Go Indonesia Embassy, get form & 3 sets of contract.
    3.fill up form & contract, get number, then queue for photo session
    4.after photo, wait for yr no to submit the all documents.At this point, pls make sure you are ready with:-

    a) original & 2 photocopies of maid’s passport
    b) 2 copies of employer’s ic. if u r nt the employer, pls prepare authorisation letter ( original & photocopy) and 2 photocopies of your ic. if u do nt hv the letter, pls provide yr marriage cert and the photocopy.
    c) 3 sets of contract ( provided earlier )
    d) original & 1 photocopy of insurance

    * photo taking & all related photocopying are FOC

    wait for yr no,submit, and wait for no again for payment(RM18)( normally maid ll be interviewed here), and wait again for collection of passport

    hope the information given here does help! Cheers!

    Thank you for sharing. I am sure it is helpful. :)

  27. ABC - June 16th, 2011 at 2:01 am

    in fact, we dont really hv to worry abt the photocopies of relevant docs..cos you just need to bring passport, employer’s ic, authorisation letter and your ic if you r nt the employer, the insurance to the photocopy corner, the staff there will know what to do.

  28. kv - November 2nd, 2011 at 8:18 pm

    I refer to Comment No. 27 ABC. Don’t worry about photocopying and the Indonesian embassy staff will do everything? You are kidding. I went there this morning (8am Nov. 2, 2011). The guy manning the machine said I only need to photostat first page of passport and only 1 copy. The counter staff refused to process our application to renew my maid’s passport as I didn’t have enough photocopies of all the documents. Time wasted as I had to rush and photostat outside as there was a long queue at photostat machine. Best is have 2 copies of first page of passport and immigration work permit sticker in passport; 2 copies of employer’s MyKad; 2 copies and original of maid’s insurance (I paid RM85 to buy the insurance at stall outside embassy) before hand. Photo no need as embassy staff will take it for you free. The advice given on having on hand information of maid’s address in Indonesia and contact nnumber is good as you need it when filling the 3 copies of contract. Went to embassy at 8am and finished 4.30pm. Torture as nobody told us we can come back later to collect passport. Your number is called 3 times — first time to pay and check documents, second time to interview maid and ensure she is getting RM600 salary and third time to collect passport itself. This time, the passport was renewed for 5 years and not 3 years. Thank heaven as I don’t want to go to that stuffy place again. Plenty of parking behind the main road but no cheap restaurants; only mediterranean and arabic ones. Food at stall outside embassy suspect… you really don’t want to risk it. When I went there in 2009, renewal took only 3 hours; now the whole day. Everybody complaining, including the Indonesians.

    Hello kv, You have to photocopy the documents BEFORE you enter the room to take the maids photo and go to the waiting room to have your number called for documents checking. The same thing happened to me. I only realised that I had to photocopy AFTER I had the maid’s photograph taken and was waiting inside. I looked around and saw everyone having photostated copies of documents. Fortunately for me, I could go out of the room easily and there wasn’t a queue at the photcopying station so it was done very quickly. So good point you raised there. Thank you very much for sharing.

  29. itham - November 8th, 2011 at 3:33 pm

    Register maid with Fomena & Immigration all can do online? Pls advice

  30. YHY - May 20th, 2012 at 4:49 pm

    is the indoneisa embassy moved to Jalan Damai, Dato Keramat?

    No, it is still at the same place which is Jalan Tun Razak.

  31. Mumsgather - May 30th, 2012 at 11:52 am

    [...] How I renewed my maid’s passport at the Indonesian Embassy. (the first time) [...]

  32. Amirah - September 28th, 2012 at 7:55 pm

    This is really good info. Thank you ladies. I am from Ktrg. Is it easier to renew the passport in JB or KL?
    Thanks again.

  33. Ratna - January 11th, 2013 at 5:38 am

    A question was asked earlier by Yvonne in May 2010 for which I would like answer too: would anyone know if my maid can still return home to Indonesia (one way) if her passport is valid for less than 6 months? would rather not have to renew her passport.


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