Once upon a few months ago, my husband and I decided it was time to find a domestic helper. Iliana had just turned one, and with her immune system stronger, meaning fewer eczema flare-ups that needed constant tender loving care from me, I was able to return to work. I had just landed a job, and we were finally in a position to afford the help. We had already shortlisted someone after doing many interviews. You might be wondering: how did we even connect with candidates looking for work? No, it wasn’t through Facebook groups like MAIDS IN MALAYSIA or MAID NANNY MALAYSIA, which I tried at first but soon realized weren’t ideal. Facebook just isn’t a reliable place to search for a domestic helper. You end up bombarded with random messages from people or agents offering cheaper options, but it’s hard to tell what’s legitimate. Eventually, I found a reliable platform called Helper Place, where I could post job offers, receive applications and search for candidates myself. Here’s what the dashboard looks like:

I genuinely believed we could hire a Filipino maid without using an agent as the process and paperwork seemed straightforward (and honestly, I’m sure it is). To be sure, I even went to the Malaysian Immigration Department to confirm the steps and asked if it was doable without an agent. They told me “YES, you just need to register yourself on EPPAX (Foreign Worker’s Integrated Management System) to apply and manage your foreign worker.”

Excited, I went home, registered on EPPAX, and began waiting for the application approval (which takes weeks). While waiting, I reached out to the Migrant Workers’ Office at the Philippine Embassy via email to clarify requirements on their side – things like POEA/DMW Clearance, TESDA training, medical examinations, contract verification, yada yada yada.

That’s when I hit a wall. Turns out, you cannot do a direct hire! The Philippine side does not allow it. It made me wonder why the immigration officers here didn’t flag this when I asked. They only mentioned the direct hire restriction applied to Indonesian helpers. I figured maybe it’s because the Malaysian and Indonesian governments have a mutual agreement in place, but with the Philippines, the restrictions come directly from Philippine law.

With that realization, I was left with no choice but to source an agency to assist with the process. I reached out to several Malaysian agencies and their pricing didn’t differ much. BUT, there’s a significant price difference between selecting a helper through an agency versus finding your own helper and only using the agency to handle the paperwork and bring her into Malaysia. Of course, both options come with their own pros and cons.

Option 1: Hiring through the agency

Pros:

👉 Agency handles everything from start to finish – including selecting the helper, managing paperwork, arranging medical checks and coordinating travel. Less hassle for you to manage!

👉 Access to pre-screened candidates who are prepared for overseas work, which indirectly means shorter wait time for employers.

👉 Most agencies offer a replacement guarantee if the match doesn’t work out within a set period or if the maid runs away.

Cons:

👉 More expensive – you’re paying for the full package, including sourcing the helper.

👉 Less control over the selection. You might also be limited to the agency’s available candidates.

👉 Some agencies may prioritize closing deals over finding the best fit.

Option 2: Finding your own helper + using agency for processing

Pros:

👉 More affordable – for example, the difference we paid for sourcing a helper on our own was RM3,720 less, including the fee paid to the platform we used (Helper Place) – since you only pay the agency for paperwork, medical checks and travel, not for sourcing the helper.

👉 You personally choose and interview the helper, giving you full control over the match.

👉 Builds a direct relationship and understanding with the helper before she arrives. This was really important to me as we have a one year old at home. Shayne (our helper) and I communicated throughout the whole process and began building trust and a relationship prior to her arriving in Malaysia.

Cons:

👉 Not all agencies are open to “processing-only” cases.

👉You’re responsible for vetting, interviewing and background checks.

👉 No replacement guarantee if thing’s don’t work out between you and your helper.

How we selected our agency is a long story. But long story short, I ended up engaging an agency in the Philippines with the help of my helper. Being the persistent person I am, I thought I could liaise directly with an agency in the Philippines and handle the paperwork in Malaysia myself. I was still not willing to pay a hefty sum just for someone to do something I believed I could manage here – except for the Philippines side, because I was unsure of their process.

I reached out to two agencies in the Philippines, but both declined to work with me. This is because of the direct hire restriction under the Philippine law. Working with me directly would have put those agencies at risk of violating Domestic Migrant Worker (DMW) rules and jeopardize their operating license. As frustrating and costly it may be, I understand why these rules are in place. They exist to protect workers from abuse and exploitation, ensure fair contract terms and provide access to proper support for helpers. Let’s be real – if I were a helper heading overseas to work, I’d want all these protections for myself too.

One of the agencies connected me to their affiliate in Malaysia, Is Holdings. After doing my due diligence, they turned out to be the most affordable option and overall, their service was solid. While communication could’ve been a bit more proactive (or maybe I was just too excited and checking in constantly!), they worked efficiently and got things moving fast. From start to finish, it took about three months for our helper to arrive. It might’ve been done within two months, but there was a delay when our helper had to retake her medical examination due to high cholesterol reading, which added another three weeks to the timeline.

🗓️ A Brief Timeline of Our Hiring Journey

5th February – Registered an account with Helper Place and began interviewing candidates.

💡Quick tip: If you’ve shortlisted a candidate and want to check for any criminal record, you can ask them to obtain an NBI Clearance from the police station in the Philippines. We did this with Shayne, just to be safe. And she was able to provide it without any issues. It’s a small extra step for peace of mind.

18th February – Confirmed our selected candidate: Shayne!

27th February – We were contacted by Shila from IS Holdings to begin the paperwork.

💡Quick tip: The faster you gather and submit your documents, the faster the process moves. Here’s a handy checklist of what you’ll need (you’re welcome, hehe):-

🔹Photocopy of IC (husband and wife)

🔹Two (2) coloured passport-size photos (husband and wife)

🔹Marriage certificate

🔹Photocopy of child(ren)’s birth certificate (aged 15 and below)

🔹Latest 3 months’ payslips, KWSP monthly statements and tax statements (husband and wife)

This was required by our agency, it might differ depending on your chosen agency.

3rd March – We submitted all the required documents and our agency handled the Foreign Worker Employment Application via EPPAX.

11th March – Shayne reported to Filgulf Manpower Agency in Manila for her medical check-up. Unfortunately, she didn’t pass her cholesterol reading and was asked to redo the test after three weeks. ➡️If Shayne had passed, she would have proceeded with biometrics and TESDA training immediately after.

17th March – Our EPPAX application was approved!

31st March – Shayne re-took her medical exam and passed! She was officially declared FIT TO WORK. Right after that, she moved on to her biometrics.

14th April – Our agency handled document submission to Malaysian Immigration.

21st April – Shayne attended the Pre Departure Orientation Seminar (PDOS) in the Philippines.

22nd April – She began her TESDA Household Services NC II training. This is a national certification issued by the Technical Education and Skills Development Authority (TESDA). It confirms that a person is qualified to perform household- related tasks according to Philippine national standards.

30th April – Shayne completed the Comprehensive Pre-Departure Education Program (CPDEP) by OWWA. This program includes cultural adaptation, basic language training and stress management. A thoughtful step by the Philippines to better prepare workers before heading abroad.

6th May – We received Shayne’s flight details. She was scheduled to arrive in Malaysia on 22 May!

15th May – Our agency helped register her for FOMEMA, Malaysia’s official health screening system for foreign workers.

23rd May – Shayne completed her medical exam and passed! I picked her up at the agency’s office in Setiawangsa, and also made the final balance payment at that time. FYI – Medical examination must be done within 30 days of arrival and are required before immigration can issue the official Work Permit (PLKS).

26th June – After over a month, Shayne’s passport was returned along with her i-Kad — now with the visa printed and attached. Our agency couriered the documents to us, marking the final step in the hiring process!

That may not have been the briefest (is this even a word?) timeline, BUT I truly hope that by sharing our journey, it answers some of your questions and helps someone out there navigating the same process.

Having Shayne around has been a breath of fresh air for our little family. It’s not just about the help with housework. Its the FREEDOM. Freedom to rest without guilt. Freedom to focus on work when I need to, or simply enjoy a moment doing something I love. Freedom to be fully present with Iliana. We are truly lucky to have found such a wonderful domestic helper. Shayne has blended into our home with so much warmth, care and grace. She’s gentle with Iliana, takes pride in her work and brings a calm presence to our daily chaos. I know not every experience turns out this way, which makes me even more grateful that we found the right fit.