Required details for Malaysians OCI Card

  1. Vanakam!

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    Right, let's crack on.


    What is OCI? - It's means Overseas Citizens of India. It's a card that you carry when you enter and exit India without a visa. For more info - read here please or go to the main website at https://hcikl.gov.in/index. This information is only applicable for Malaysians.
    Step by step guide to apply for OCI card

    Below is a step by step guide based on the OCI checklist from The High Commission of India.

     This information is as of December 2018, so please always refer back to The High Commission of India's website for the latest information. This is very important as the rules and regulation will change time to time and it is your responsibility to check this before you proceed with preparing for your application.

    The aim of this blog is to guide those who wants to apply for the OCI card based on their parents or 
    grandparents who are originally from India but migrated to Malaysia. This is just help you to understand what you need to prepare before filing your application online.

    The first thing you need to do is get the latest checklist from The High Commission of India (< click here). Please read all the information in there so you get an idea of what is needed.

     The guide below is based on you applying OCI Card under your parent's name or your grandparent's name.

    Below is the checklist you need to follow as a guide when applying for the OCI card. My comments are in RED.

     June 2019 UPDATE * I was told that you now have to book an appointment online to submit your application at The High Commission of India before you go there. Please make sure you do this.

     Link to book an appointment : https://hcikl.gov.in/AppointmentNational?national=2&submit=Proceed

    *As I mentioned above before, this blog is as of December 2018. For latest information YOU NEED TO  go to their website to get the latest information and update on your application for OCI. Thank you.*
    S.NO.
    DOCUMENTS -
    1.


    DULY COMPLETED ONLINE OCI APPLICATION FORM (NEW OCI REGISTRATION) -

    Only do this after you have the complete set of documents from JPN and/or your parents/grandparents and you have translated the necessary documents from BM to English. Before you go to JPN, check with your parents and/or your grandparents if they still have documents as per no.6 + No.7 on this list. They still might have it, always check. If it's a no, go to JPN, read on from No.2 to No.7 on this list.

    If you don't know how to complete the onlice OCI application form, you can go to printing/photocopy shop at (Lower Ground level) LG-15 & 16, by the name of Bom Bom Print & Party Shop at Menara 1 Mon't Kiara and they will guide you on how to do the online application form. This shop is in Lower Ground level and the High Commission of India office is on 28th floor is in the same building

    Address : No. 1 , Jalan Mon't Kiara,
    50480, Kuala Lumpur.
    Working hours: 0900 hours to 1730 hours (Monday to Friday)
    It's on Lower Ground level, where Village Grocer's is.

    Before you do No.1, you need to get all documents for No. 2 - 7 on this checklist.

     Guide on Youtube on how to fill in the online application so you have an idea, watch this before you do it : https://www.youtube.com/watch?v=K71BHJ_RDlQ
    2.
    		2 RECENT 2X2 SIZE PHOTOGRAPHS (WHITE/LIGHT BACKGROUND)

    - tell the photographer its for Indian visa so it's the correct size and colour
    3.
    		CURRENT MALAYSIAN/FOREIGN PASSPORT (VALID FOR MORE THAN 1 YEAR), ORIGINAL AND PHOTOCOPY - This is easy. You should have this.
    4.
    		APPLICANT’S MALAYSIAN BIRTH CERTIFICATE (TO BE TRANSLATED TO ENGLISH IF IT IS IN BAHASA MALAYSIA BY COURT INTERPRETER) BRING BOTH MALAY AND ENGLISH VERSION, ORIGINAL AND PHOTOCOPY

    Go to JPN, Kelahiran Department, to get the latest original copy of the birth certificate for you, for your Mom and Dad. If I'm not mistaken, it can be in any UTC but I would advise you to call the JPN/UTC office near you first to check if they do Birth Certificate service.

    This is the form you need - Birth Certificate Extraction Form JPN.LM12
    • Cabutan Surat Kelahiran for you
    • Cabutan Surat Kelahiran for Mom
    • Cabutan Surat Kelahiran for Dad
    You need to pay RM10 for each application, so all in total RM30. You will get it on the same day. PLEASE, PLEASE check all the names and details are correct before you leave JPN. Check the spelling of the names are correct! If Mom and Dad can’t go with you to JPN/UTC, get them to sign an authorisation letter to authorise you to apply for their new birth certificate. Sample of an Authorisation letter is in this blog.

    - After you've received all three birth certificates, then get it all three to be translated by a court translator. Google online Mahkamah Tinggi Kuala Lumpur or Selangor and then you find the Mahkamah’s main phone number and ask for the court translator contact details. You speak to the translator and make an appointment to meet them and pass on the documents for them to translate or you email them or whatsapp it to them - you and the translator decide how you want to do this.
    5.
    		APPLICANT’S MALAYSIAN IDENTITY CARD, ORIGINAL AND PHOTOCOPY - this is easy, you shld have this.
    6.
    		FATHER AND MOTHER BIRTH CERTIFICATE OR MALAYSIAN CITIZENSHIP OR NATURALIZATION CERTIFICATE OR CERTIFICATE OF REGISTRATION OR JPN IC EXTRACT SHOWING DESCENT/RACE AS INDIA (TO BE TRANSLATED TO ENGLISH IF IT IS IN BAHASA MALAYSIA BY COURT INTERPRETER) BRING BOTH MALAY AND ENGLISH VERSION, ORIGINAL AND PHOTOCOPY

    Go to JPN Putrajaya, Kad Pengenalan Department, to do a Cabutan Kad Pengenalan / IC extraction, RM50 for each application. Do it for your Mom, Dad, grandfather and grandmother.

    Which grandparents you supposed to apply under? Mom’s side or Dad’s side? This is something you need to check with your parents/grandparents and decide which side you want to apply. Which grandparents came from India? Mom’s side or Dad’s side? or Both? This is up to you but you can also apply under both grandparents. If you don't have the answer to this, I would advise you to get documents from JPN from both side of parents and/or grandparents.

    If parent and/or grandparents are still alive, get a photocopy of their IC (front and back) and keep that with you so you have it when JPN asks a copy of it. If parents/grandparents are not alive anymore, please get a copy of their death certificate as it will state their IC number there - this is very important. You need your parents and grandparent's IC number in order for you to extract documents from JPN.

    Remember, Cabutan IC application JPN for your grandparents must be signed by your parents only and not you. As far as I know, one of your parents must be there to apply for the cabutan IC of your grandparents. They won't allow grandchildren to apply Cabutan IC of their grandparents. It has to be their children which is your parents, so your Mom or/and Dad must be there. Check the JPN website for the details of the form and who can apply.

    So just to recap, apply Cabutan IC for your Mom, Dad, Dad’s parents (your tata pati from Dad's side) and/or Mom’s parent (your tata pati from Mom's side) - so it should be all together 4 copies of Cabutan IC if you apply for one side of your grandparents or 6 copies of Cabutan IC for both side of grandparents.
    • Cabutan IC for your Mom
    • Cabutan IC for your Dad
    • Cabutan IC for your Mom's Dad (your tata)
    • Cabutan IC for your Mom's Mom (your pati)
    • Cabutan IC for your Dad's Dad (your tata)
    • Cabutan IC for your Dad's Mom (your pati)
    Make sure when you apply for the cabutan IC, you or your parents have signed the form and have put your or your parent's cap jari on the form, without it, it is not valid. If the JPN staff forgets to ask you for the cap jari, remind them!

    After JPN Kad Pengenalan department accepted the forms, they will give you an acknowledge receipt with phone numbers. Normally JPN staff will say it will be ready in 1 month time but I would recommend you to call them after one week or so. Just call every 4-5 days as it might be ready for collection earlier than expected.

    When you collect the Cabutan IC, please make sure the details are correct and the spelling of the names are correct. Also check it says the birth place or race is India. Check all this before you leave JPN

    Next step, get all of these Cabutan IC documents to be translated by a court translator.
    7.
    		PROOF OF INDIA-BORN/INDIAN ORIGIN, SUCH AS INDIAN PASSPORT (FIRST, LAST AND EITHER VALID VISA PAGE/PR IC COPY) OR MALAYSIAN NATURALIZATION CERTIFICATE OR CERTIFICATE OF REGISTRATION WHICH SHOWS THE PLACE OF BIRTH AND DESCENT/RACE AS “INDIA”, ORIGINAL AND PHOTOCOPY

    - After you have collected copies of the Cabutan IC/IC extraction, you then go to Warganegara Department in JPN Putrajaya to apply for a copy of Grandparent's MALAYSIAN NATURALIZATION CERTIFICATE OR CERTIFICATE OF REGISTRATION WHICH SHOWS THE PLACE OF BIRTH AND DESCENT/RACE AS “INDIA” - this really depends which state in Malaysia your grandparents registered to become a Malaysian citizen? For an example it could be KL or Perak.

    Warganegara Department shld be able to tell you where you shld go and apply after you produce them the Cabutan IC. Most Indians back in the day was in Perak so you might have to go Perak office to find out if they have a copy of it but double check which state first. Call ahead before you go to any Pendaftaran offices outside KL, get their phone number, speak to the right department/person and confirm they can issue copy of Registration of Citizenship for your parents and/or your grandparents.

    Once you’ve obtained this, make sure the spelling is correct and there is a mention - ‘Birth place is India’
    8.
    		SURRENDER/RENUNCIATION CERTIFICATE FOR PREVIOUS INDIAN PASSPORT HOLDERS (ACQUIRED MALAYSIAN CITIZENSHIP YEAR 2000 ONWARDS), ORIGINAL AND PHOTOCOPY
    9.
    		OCI CARD OF PARENTS/SPOUSE WITH PRIMARY DOCUMENTS
    10.
    		MARRIAGE CERTIFICATE NEED TO BE ENDORSED BY MINISTRY OF FOREIGN AFFAIRS, PUTRAJAYA(APPLY FOR MARRIAGE CERTIFICATE EXTRACT IF IT IS IN BAHASA MALAYSIA BEFORE THE ENDORSEMENT) ONLY IF YOU ARE APPLYING ON THE BASIS OF SPOUSE.
    11.
    		NATIVITY CERTIFICATE ISSUED BY INDIAN AUTHORITY SIGNED BY VILLAGE ADMINISTRATOR ENDORSED BY THASILDAR COUNTER SIGNED BY MAGISTRATE/COLLECTOR/BRANCH SECRETARIAT OFFICE (MINISTRY OF EXTERNAL AFFAIRS), ORIGINAL AND PHOTOCOPY (ONLY IF YOU DON’T HAVE ANY INDIA-PROOF DOCUMENT)
    12.
    		FEE RM 1245.00 (CASH)

     * the reason you need latest copy of Birth Certificate from yourself and your parents is to show prove that you are related to your parents and your parents are related to your grandparents.

     * the reason you need latest copy of IC Extraction / Cabutan Kad Pengenalan from your parents and grandparents is to locate where your parents and/or grandparents registered in Malaysia, at which office, at which state in Malaysia they became a Malaysian citizen (they get their IC for the first time) and it will show the race is INDIAN.

     * the reason you need latest copy of MALAYSIAN CITIZENSHIP OR NATURALIZATION CERTIFICATE OR CERTIFICATE OF REGISTRATION (based on the IC Extraction) from your parents and/or grandparents is to show prove that they are from INDIA. It will say on the document, Place of Birth : India. This is what needed for the prove of relationship between you and your parents and/or grandparents.

     OK va?

    • DOCUMENTS MENTIONED IN SL. NO. 1 TO 7 ARE COMPULSORY FOR ALL APPLICANTS APPLYING ON BASIS OF PARENTS/GRANDPARENTS/GREAT GRANDPARENTS

    • DOCUMENTS AT SL.NO. 8 AND 10 ARE COMPULSORY FOR APPLICANT APPLYING ON THE BASIS OF SPOUSE (IN ADDITION TO DOCUMENTS MENTIONED FROM SL. NO.1-7) 

    • DOCUMENT AT SL. NO. 10 IS COMPULSORY FOR APPLICANTS APPLYING BASED ON SPOUSE HOLDING AN INDIAN PASSPORT (IN ADDITION TO DOCUMENTS MENTIONED FROM SL. NO. 1-7) 

    • IF YOU ARE SELF-EMPLOYED/BUSINESSMAN, COMPANY SSM COPY IS REQUIRED 

    • IF YOU ARE A JOURNALIST/MEDIA PERSON, LETTER FROM YOUR COMPANY IS REQUIRED 
    *** OCI Online application form ***

     No.1 on the list - only fill in the online application after you have obtained all the documents need from No.2 - No.7 on the checklist.
    Part A
    To upload in pdf format as per the size mentioned on the online application form
    - your signature - single file to upload
    - your passport picture- single file to upload

     Part B
    Fill up all the questionnaires required.
    - Please have name and address of a contact you have in India - relatives, business partners or close friends. 

     And then once you have completed all the questionnaires, you need upload the following documents:

    Your info
    - your current passport
    - your IC
    - your birth certificate
    - translation of your birth certificate

    Prove of relationship that you are related to your parents and/or grandparents from India
    - Dad's birth certificate
    - Translation of Dad's birth certificate
    - Mom's birth certificate
    - Translation of Mom's birth certificate
    - Sijil Pendaftaran Warganegara / Registration of Citizenship or Sijil Warganegara / Citizenship Certificate of your parents and/or grandparents
    (- translation of Sijil Pendaftaran Warganegara / Registration of Citizenship or Sijil Warganegara / Citizenship Certificate of your grandparents - if it's in Malay)

    How many trips you have to make to JPN, Court translator and High Commission of India
    1 - JPN Putrajaya (two trips)

    First trip
    - to apply for IC extractions at Kad Pengenalan Department (No.6)
    - to apply for latest copy of Birth Certificate at Kelahiran Department (No.4)
    - try your luck to apply for copy of the Malaysian Citizenship Certificate or Certificate of Registration under your parents and/or grandparents at Warganegara Department (No.7):-
    a) if your parents/grandparents are still alive and you have a copy of their IC
    b) if you have their death certificate
    * But usually they will ask for a copy of the IC extraction from the Kad Pengenalan Department but you might as well try and apply for this while you are there. If they refuse, then wait until you get a copy of the IC extraction when go for the second time to JPN
    - Also if you have time and the money, go to Perkahwinan Department and apply for the latest copy of your parent's marriage certificate, just incase you need it in the future to prove for OCI application for your parents

    Second trip
    - Once the Kad Pengenalan Department has confirmed the IC extraction is ready for collection, go back to JPN Putrajaya to pick it up.
    - Then with the IC extractions, apply to extract Sijil Pendaftaran Warganegara / Registration of Citizenship or Sijil Warganegara / Citizenship Certificate of your grandparents at the Warganegara Department (no.7)

    2 - Court, to see the Court translator - shld be just one trip but this you discuss with the Court translator

    - Decide with the translator how you want to send them the documents? In person? Via email? Via whatsapp? Do all together - Birth Certificate, IC Extractions and Registration of Citizenship or Citizenship Certificate
    3 - High Commission of India on 1 Mont Kiara (two trips)

    First trip
    - Only the OCI applicant can go in but sometimes they will let you in if your parents are applying for it and they need assistance. Go really early to get in the queue, no phones allowed (you will need to give to security guards your phone before you enter the waiting area and they will store it for you. They give you a ID number, so you can ask for your phone back when you leave the waiting area) but you can bring Ipad and latpops. The receptionist will check your document and will give you a number. Keep that number safe. Don't lose it! Bring cash RM1245.

    Any problem with scanning, printing or photocopying - supermarket on the Lower Ground - there's a shop (Bom Bom Print & Party Shop) who knows how to scan your docs and does the photocopying for you - think it's they charge btw RM25 - RM45 depending on what is needed - they know OCI applicants sometimes makes mistake - they are used to it. Make sure you have your OCI acknowledgement number and your passport number if you have filled the online application form.

    *From my experience going there for myself, with my mother and sister - The OCI officers usually take lunch at 1pm - 2pm. Bring water and something to nibble with you while you wait. You will be given a ticket number and the OCI Officers will call out numbers and you go into a room when it's your turn and they will check your documents to see all is OK before you make the payment for the OCI application for RM1245. They will decide if your application can go ahead for processing or not before you pay the fees. If it's not complete, they will tell you the next step of action.

     * Lunch options - behind McDonalds (opposite 1 Mont Kiara building) - behind McDonalds there is an Indian restaurant to eat nice Indian food. There are other options too inside Mont Kiara building or outside, around McDonalds.

     Second trip
    - Once OCI card is ready - hand in your OCI application receipt before 12noon and return at 3.30pm to collect (actually time to collect it is at 4pm - 5pm)
    Addresses and website
    JPN


    Address - Ibu Pejabat Jabatan Pendaftaran Negara
    Putrajaya, Kementerian Dalam Negeri
    No 20, Persiaran Perdana, Presint 2
    Pusat Pentadbiran Kerajaan Persekutuan
    62551 Wilayah Persekutuan Putrajaya.
    Telefon: 03-8000 8000
    Faks: 03-8880 8288
    Court Translator
    * Zaleha is the court translator who helped me with translating my documents. Please confirm with Zaleha the translation fees. You don't have to ask Zaleha to translate your documents if you know another court translator but this is just a point of reference incase you can't find one. Please don't push Zaleha to get your documents translated ASAP, she will try her best. Remember, she works for the court so she will be busy time to time. She is such a nice person and gets the job done! *

    Zaleha Bt Ismail
    Mahkamah Tinggi NCVC 2
    Kompleks Mahkamah Kuala Lumpur
    Jalan Sultan Abdul Halim
    Kuala Lumpur
    zalehaismail@kehakiman.gov.my
    HIGH COMMISSION OF INDIA
    High Commission of India,
    Level 28, Menara 1 Mon't Kiara,
    No. 1 , Jalan Mon't Kiara,
    50480, Kuala Lumpur.
    Working hours: 0900 hours to 1730 hours (Monday to Friday)

    Telephone Numbers: (00-603) 62052350, 62052351

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  2. Ibu Pejabat Jabatan Pendaftaran Negara
    Department :
    Putrajaya, Kementerian Dalam NegeriNo 20, 
    Persiaran Perdana, Presint 2
    Pusat Pentadbiran Kerajaan Persekutuan
    62551 Wilayah Persekutuan 
    Putrajaya.


    Date :



    Re : Authorisation to apply for (Birth certificate / IC extraction / Citizenship document) for (name/s)

    Applicant: Name + IC number

    Dear Sir / Madam,

    Good day to you.

    I'm unable to come in person to apply for ............................. and therefore I hereby authorise my (son/daugther/brother/sister), name + IC number, to collect the document on my behalf.

    My (son/daugther/brother/sister), (name) will provide his/her identity card and (birth certificate) for your verification upon request.


    I hope all the above are in order.


    Many thanks.


    Yours faithfully,


     name + IC + address


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