On Monday, I was at the Indonesian Embassy for 8 hours, from 9.30am to 5.30pm. I was there to renew my Indonesian Maid’s Passport myself. I have done this before in the past, about 2 years ago, saving myself a neat sum of agency fees. No doubt, the process is not that easy but neither is it hard and it only takes one day of your life. It is worth saving the amount in fees so why pay someone to do it when you can do it yourself?
So, if you are planning to renew your Indonesian Maid’s Passport yourself, I hope this post will help you. Before you go to the Indonesian Embassy, make sure you go to the Post Office to buy insurance for your maid. It is mandatory now. You will be required to submit a copy of the maid insurance when you are applying to renew your maid’s passport. The maid insurance is called Pos Maid Protector , you can view the premiums in the link I have just provided. The Pos Maid Protector is basically a Personal Accident insurance coverage for maids in the event, your maids meet with an accident or death, or in the event unwanted accident or damage happens to a third party due to negligence of your maids. At this point of writing, there are 4 plans, each for 1 or 2 years, it is up to you.
Once you have purchased the maid insurance, you can head over to the Indonesian Embassy. The address is as follows:
No 233, Jalan Tun Razak, Kuala Lumpur, 50400, Kuala Lumpur, WP Kuala Lumpur, 50400, Malaysia Tel: +60 3-2116 4000
Mon – Thur : 09.00 – 17.00 (Lunch : 13.00 – 14.00)
Fri : 09.00 – 17.00 (Lunch : 12.30 – 14.30)
* Do note that all counters are closed during lunch break. I was not able to get there first thing in the morning. I arrived slightly after 9am. As a result my number was only called after lunch.
Here is the location map of the Indonesian Embassy in Kuala Lumpur. Please take note that the maps are not always accurate, however it will give a general idea of where it is located.
* ”The location is beside Kuwait embassy and Prince Court Medical center. It is just at the junction of Jalan Bukit Bintang and Jalan Tun Razak so you have to be carefull to go there if you are driving, actually you can go by Jalan Delima and come again to Jalan Tun Razak. For your information, It is not at the junction of Jalan Yap Kwan Seng and Jalan Tun Razak.” (I got this information from a review on Google Maps)
To renew your Indonesian Maid’s Passport, you will need to have the following documents:
- 3 copies of contract (Kontrak Kerja) – which will be given to you at the Embassy
- 2 copies of the Maid Insurance
- Maid’s Old Passport (Original)
- 1 copy of Maid’s Passport (1st, 2nd and last page. The 1st page has the maid’s photo and information on it, the 2nd page is the page with the work permit information and the last page which says “Official Notes/Catatan Resmi” has information about the old passport.)
- 2 copies of employer’s I/C
- 1 copy of letter of authorization if you are not the employer (for example, your husband is listed as the employer and you the wife are making the application)
- 2 copies of I/C of the person making the application on behalf of the employer (for example, the wife of the employer)
Items 6 & 7 are not required if you are the named employer in your original maid application.
Once you have these documents you are ready for the procedure to renew your Indonesian Maid’s Passport. Photocopy services is free at the Indonesian Embassy, however the queue can be long so it is better to have these documents ready beforehand. However, the good thing is they will know exactly what to photocopy.
Procedure to renew your Indonesian Maid’s Passport
- Collect the cover letter and 3 copies of the work contract (Kontrak Kerja). Make sure your maid knows her next of kin’s name and address as this information is required.
- Make photocopies of your documents if you have not done so. Photocopy is free of charge.
- Show your documents and collect a number to enter.
- Queue up to go to the photo taking room. Make sure your maid is not wearing white as the background for the photo is white. Photos are taken free of charge.
- After the photo is taken, enter the waiting room and wait for your number to be called.
- When your number is called, submit the documents and pay the passport renewal fee. (RM 18 for 3 years or RM75 for 5 years)
- After you have submitted the documents, wait for your number to be called again. This time your maid will be “interviewed” (asked some questions) by the Embassy staff.
- After the interview, wait for your number to be called again to collect the passport.
About the Work Contract (Kontrak Kerja)
If you visit the KBRI Kuala Lumpur (Indonesian Embassy Kuala Lumpur) website, you will notice that you can download a copy of the Kontrak Kerja. At the moment, I don’t think the copy that is provided for download is enforceable yet. The downloaded copy preprints a salary of RM700, the contract is for 2 years. The agent will be required to sign a “job offer” and a day off or payment in lieu is stated clearly in the contract. Certain jobs are also prohibited like painting house, repairing the fence, gardening, washing the car etc.
The contract that is currently provided, allows you to state the number of years, you may fill in the salary yourself, your agent does not have to sign and there is no mention of a day off. However, they will announce a minimum pay of RM600 over the loudspeaker at the Embassy.
My experience when renewing our Indonesian Maid’s Passport
- My husband dropped me and my maid at the Embassy around 9.30am. There were touts everywhere. I just brushed them off by saying “Sudah buat”.
- We collected the cover letter and 3 copies of the contract. We sat on the bench to complete and sign the contract. I saw that the photocopy queue was very long. Fortunately we had made our copies earlier.
- When we had finished completing the cover letter, we got our entrance number. Our number was 2102.
- We queued for the photo taking session. The elderly woman behind me with a face full of white powder tried to cut our queue and when she couldn’t she stood very very close to us, pressing herself against us and at the door of the photo taking room she even put her hands on my shoulder and back. There was another smiley faced younger woman, who smiled and then suddenly she was in front of us in the queue, she tried this smiling tactic a few times and finally managed to cut queue behind the powdered faced elderly woman. Everyone was just pressing or standing as near to each other as they could. Sigh. The man had another queue, different from the women. There were less men, so they just sailed right through. I noticed that they have put up breastfeeding curtains for women who needed to breastfeed their children. That is a good thing.
- After taking the photos, we entered the waiting room at around 10am. There was no place to sit. The room was big but it was very crowded. I was not sure whether I had photocopied the correct pages of the passport so I slipped out to the photocopy station. The queue was gone by then. I had not photostated the last page, so they did it for me.
- When I returned I saw many people who had come from the photo room queueing at the counters, so I queued too thinking that was what I was supposed to do. After a while, they made and announcement to ask everyone to sit down and wait for their numbers to be called.
- My number was 2102, the number that was called at the time (around 10am) was 2021. I waited till 1.00pm. The number that was called was 2092 at the time. Then they announced that it was lunch time and pulled down all the blinds at the counters to close up for lunch.
- We left the building. There were people everywhere. Some of the were sitting in the middle of the grassed road divider chatting and eating. We found a convenience store at the next building. I bought two maggie mee cup noodles and two sachets of milo and horlicks and asked the man whether we could eat at his shop. He had hot water and a table with 4 chairs. He said no problem so that was where we had our meal, away from the crowds and in cool aircon comfort. Phew!
- After lunch, our number was called fairly quickly. I lost track of time. The girl checked the documents, asked my maid where she was from and requested for payment. I paid RM18 for 3 years renewal but at the end of the day, I found out that they had given us a 5 year renewal. I noticed that all the maid passport renewal were four digit numbers starting with the number 2. There were only 2 counters serving the maid passport renewal. They were counters 8 & 9.
- After paying we were told to go to counter 20 when our number was called again.
- At counter 20, the man asked my maid how long she had been working and whether she was going to go home for a holiday. When my maid replied yes, he showed her a card which looks like an I/C. He asked her whether she knew of that card. He told her that the card is the KTKLN card (Kartu Tenaga Kerja Luar Negeri). He told her that she must have the card when she returns to Malaysia or she will not be allowed to enter the country. Then he told her that the card can be applied at various places in Indonesia. He asked her to copy down the address and contact number of the Indonesian office closest to her home so that she can apply for the card in Indonesia. There was a list of addresses and contact of all the places where this KTKLN card can be applied for in Indonesian pasted on the wall in front of the counter.Then he told us to go to counter 18 or 19 when our number was called to collect the passport.
- We waited till 5pm. Closing time. Our number was still not called! At 5 pm, they ushered everyone outside to another waiting area. This time they called by name instead of numbers. We heard our maid’s number called so we queued up at the counter to collect her passport. At the counter, the girl told mymaid, “No, your number has not been called yet”. I queued up and tried again. I informed the girl that our name HAD been called. The girl said “No, it is not with me.” Finally, much to our relief, we heard my maid’s name being called again. As it turned out, there was another name very much the same as hers!
- By the time we left with the passport, it was 5.30om. We had arrived there at 9.30am. There had been a lot of pushing and shoving and standing very close to people all day. What a tiring day.
I hope this post helps those who wish to renew their Indonesian Maid’s Passport themselves. I’ve tried to make it as detailed as possible but if you still have any questions, feel free to ask me.
Please note that I am not an agent. I am just the employer’s wife who also happens to be a blogger. The procedure here is what I experienced on this day 28th May 2012. It may change and be updated by the authorities later on so what appears accurate now may change over time.
Below is the sample copy of letter of authorization to renew maid’s passport on behalf of named employer. (For example wife applying on behalf of husband or vice versa). I wrote it myself so the Malay may not be accurate or fantastic but it is was accepted without question so you may use it as a sample.
SAMPLE COPY OF LETTER OF AUTHORIZATION TO RENEW MAID’S PASSPORT ON BEHALF OF NAMED EMPLOYER
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