A complete guide to Malaysia’s rental process and timeline

This article explains the rental process and typical timing in detail, two topics our clients frequently ask about.
We hope it helps you prepare for your move to Malaysia.

Schedule

You may want to secure a home as soon as your posting or move is confirmed, but the best time to start looking is one month before your intended move-in date.

Recommended timing and why it matters

Why start looking one month before moving in?

👉Tenants usually have to give two months’ notice of whether they will renew their lease.
The search for a new tenant then begins, and current tenants usually start accepting viewings about a month before moving out.

👉Landlords are generally reluctant to hold an empty unit for more than a month.
For example, if you choose a unit in January but want the lease to start in March, the landlord would lose two months of rental income.
If the gap between choosing the property and starting the lease is too long, most landlords will ask for an earlier start or decline the arrangement.
In our experience, one month is usually the longest a landlord will wait between agreement and the lease start date.

That said,
some people understandably feel that one month leaves too little time.

In that case, contact us no more than two months ahead to narrow down areas and condominiums, then begin viewings within the final month before moving in.

The rental process

Next, let’s look at the steps involved in renting.

As a guide to the timing:
We usually provide a property shortlist about one week after your enquiry.
Moving in can take as little as three days after choosing a unit, but one to two weeks is more typical.

Step 1: Contact us

When you enquire, please provide:
• Intended move-in date
Minimum number of bedrooms
• Number of occupants and children’s ages
– Budget
• Preferred area, or workplace/school location and how you plan to commute
• Preferred viewing date and time
• Other requests

Step 2: Shortlist properties

Using your requirements, we prepare and send a list of properties available at that time.
Choose the properties you would like to view from this list.

Step 3: View and choose a property

View the shortlisted properties and choose the one you wish to rent.
Depending on your move-in timing and the language requested, viewings may be treated as a paid tour.
Please contact us for details of the fees.

Same-day viewings are unavailable

In Malaysia, several agents may market the same property, so the keys are not always held by the agent.
We need to collect keys from the landlord or property manager, so please allow at least three business days to arrange a viewing.

Step 4: Payments and procedures paperwork

Once you have chosen a property, sign the application and tenancy agreement and transfer the deposit.
A copy of your passport photo page is the only standard document required to sign the lease.
A Malaysian residence visa is not mandatory, although some landlords may request one.

The property is formally secured once the earnest deposit, equal to one month’s rent, is paid and both landlord and tenant have signed the application form.

Properties are secured on a first-come, first-served basis, so please complete these steps promptly.

Payments can be made in cash, through Wise or by bank transfer.
👉 How to transfer money with Wise

Once the property is secured, transfer the remaining deposit.
General initial costs are as follows:
*Depending on your move-in date and payment method, you may be asked to pay these amounts together.

• First month’s rent, paid as the earnest deposit
• Security deposit: two months’ rent
• Utility deposit: half a month’s rent
• Stamp duty and administration fee: one quarter of a month’s rent
• In some cases, brokerage fees

Pay the earnest deposit promptly

Occasionally, a property you have chosen may be let to someone else while your paperwork is still in progress.
This is because the unit is only secured once the earnest deposit is paid and both parties have signed the application form.
If someone else pays the deposit or makes a higher offer during that time, the landlord may proceed with them instead.
Finding a property you like can feel reassuring, but respond promptly until the unit is secured.

Step 5: Move in

All payments must be completed by the move-in date.
Depending on the schedule, the signing of the contract may be on the day of moving in.

The first few weeks after moving in, up to around one month, form the initial defect-reporting period.
The landlord pays to repair defects found during this period, so please report any issues promptly.

The landlord covers initial defects

Reporting a problem for the first time at renewal or move-out and saying it existed from the start will not be accepted.
Within the initial defect-reporting period, no later than one month after moving in, photograph any concerns, report them to the landlord and keep a record.
This helps prevent you being charged for those repairs when you move out.

KL Fudousan’s fees

Our service is free of charge for clients who can deal directly with the landlord after moving in.

For clients concerned about language or local practices, or who would like help settling in, we offer paid Japanese-language support after move-in.
👉Japanese-language support after move-in

As part of our move-in support, we also apply on your behalf for internet, Japanese cable television and rental water purifiers, free of charge.

We do our best to help you settle comfortably as soon as possible. Please feel free to contact us.