Contract renewal: How do I process a domestic helper visa without an agency?
Step by Step Contract Renewal
Below, you’ll find our contract renewal steps for Indonesian domestic helpers and Filipino domestic helpers.
Smart Renewal Service
The Smart Renewal service by the Hong Kong Immigration Department is the online document submission method. It is a convenient choice for one of the steps in the processes below. Via the Smart Renewal Service portal, employers and domestic helpers can submit documents needed for renewal of contract and also apply for extension of stay for helpers, inquire on application status, submit supplementary document(s) and submit notification of premature termination of an employment contract.
If you use the Smart Renewal Service to submit the application for the renewal of contract, upon approval of your visa applications, applicants can pay the visa fee with the “General Demand Note” (GDN) enclosed with the notification of the application result.
- You may pay online through the online payment webpage link provided in the notification of the application result, and then download or print the “e-Visa” by themselves upon payment. The payment can be made by various means, such as the Faster Payment System (FPS)*, internet banking, the Payment by Phone Service (PPS) or automatic teller machines (ATMs), or in person at a post office or convenience store. The details are set out on the back of the GDN.
- You are required to download or print the “e-Visa” by yourself through the GovHK website or the ImmD Mobile Application after 2 working days following the payment date.
- When the e-Visa is received, the e-Visa, either printed on A4 sheet of paper or saved as a PDF file on your personal mobile device, should be properly kept with the domestic helper’s passport.
- Throughout the application process, the applicant or the employer need not attend any office of the ImmD to pay the visa fee or collect the e-Visa.
See the Smart Renewal Service here: https://www.immd.gov.hk/eng/services/visas/fdh/smartrenewal.html
The Immigration Department announced on December 22, 2021 the launch of the electronic visa application service and an “e-Visa” arrangement. This new service allows applicants to complete the entire process of visa application, including application submission, payment and “e-Visa” collection, online without having to attend an Immigration office in person. This new e-Visa will eventually replace all sticker-type physical labels that are placed in the passport. Read more about the new e-Visa arrangement in our Get Answers article here.
Renewing with an Indonesian domestic helper
You can renew the contract with your Indonesian domestic helper without an agency.
We can also handle the process for you if you’d prefer. See our Contract Renewal page for details.
The Indonesian Consulate introduced new requirements to contract renewal processing due to the pandemic. We will do our best to keep this guide updated but please note that the requirements are subject to change and the Consulate has the final decision on the document’s requirements.
STEP 1: Pick up & sign the contracts
Employers or domestic helpers can pick up the contracts and supporting information from Hong Kong Immigration. You don’t need an appointment for this.
You will be given four copies of the contract. All four copies should be signed by the employer and domestic helper and should be completed identically. If there are any mistakes, sign next to the revision.
- One copy each for:
- the employer,
- the domestic helper,
- HK Immigration submission, and
- Indonesian Consulate
You will need to find a public notary to sign as the witnesses of the employers and helpers.
STEP 2: Arrange Medical Exam for your Helper
The Consulate requires domestic helpers to undergo 10 specific medical tests. Please contact the Consulate directly to obtain the list of tests required.
STEP 3: Document Submission for Contract Notarisation
Consulate General of the Republic of Indonesia in Hong Kong
- Address: 127-129 Leighton Road, 6-8 Keswick Street, Causeway Bay
- Office hours: 9:30 am to 4:30 pm, Mondays to Fridays
- Contact number: +85236510200
The Consulate may require the following documents to be submitted for contract notarisation:
- 4 Copies of Original New Employment Contract
- HKID of the domestic helper
- Passport of the domestic helper
- HKID of the Employer
- Current Original Employment Contract
- Original Medical Exam Results
- A letter from the domestic helper’s family about approving him/her to renew the contract
- A letter from the Employer mentioning that they are willing to renew the employment contract and all the basic employment rights from the previous contract have been fulfilled
- Proof of medical Insurance purchased for the domestic helper
There is a fee (HK$388) for the contract notarisation service and you should reimburse your domestic helper for this. The notarisation may take up to 10 working days. You will need to pick up the notarised contract from the Consulate.
STEP 4: Get supporting documents together for Hong Kong Immigration
- COVID-19 Requirement: Employer must sign an undertaking indicates that employers will arrange for the COVID-19 test and hotel quarantine for their FDHs, and be responsible for the relevant costs when their FDHs are arriving on or after July 25, 2020. The undertaking can be downloaded from the website of ImmD or obtained free of charge from the Immigration Department Headquarters and Immigration Branch Offices.
- One copy of the contract
- Both yours and the domestic helper’s immigration application forms (forms ID988B and ID988A)
- Employers also need to submit photocopies of:
- HKID
- Passport and visa (if not a permanent resident)
- Proof of address if there’s been a change since last contract (See our article on What documents do I Need? For types of address proof)
- Proof of employer’s financial position is not required provided that the employer’s average household income remains no less than HK$15,000 (for each domestic helper to be employed)
- Domestic helpers also need to submit photocopies of:
- HKID
- Passport (original will be required for appointments and walk-in interviews)
- Visa
- Landing slip
- Previous contract
For more on supporting documents, see our answer on: what documents do I need?
STEP 5: Submit documents to Hong Kong Immigration
Domestic helpers should submit the contract and supporting documents in one of the following ways:
If the domestic helper’s limit of stay is between 8 weeks to 10 days:
- Submit the documents online via the Smart Renewal Service Portal
- Drop-in or post to Foreign Domestic Helpers Section, 3F Immigration Tower, 7 Gloucester Road, Wan Chai
- You can also drop the documents into one of the other Immigration offices in East Kowloon, West Kowloon, Sha Tin, Fo Tan and Yuen Long.
If the domestic helper’s limit of stay is less than 10 days, then you must use the following ways:
- Book an appointment online
- Walk-in interview at Hong Kong Immigration Department (Immigration Tower, 7 Gloucester Road, Wan Chai)
- NOTE: These options may not be available due to COVID-19 measures, instead a Drop Box may be available for documents: please check Immigration Department’s “Messages from Us” for latest update.
STEP 6: Processing & Visa release
Application for contract renewal with the same employer submitted by post, drop-in or online submission will usually be finalised within 10 working days after all documents have been submitted (you may be asked to submit more supporting documents along the way).
The visa will be released in the following ways depending on the submission method:
- Online Smart Renewal Service: Employer will be receive a “General Demand Note” (GDN) (either through mail or email) enclosed with the notification of the application result and payment instructions. The payment can be made by various means, such as the Faster Payment System (FPS)*, internet banking, the Payment by Phone Service (PPS) or automatic teller machines (ATMs), or in person at a post office or convenience store. The details are set out on the back of the GDN.
- You are required to download or print the “e-Visa” by yourself through the GovHK website or the ImmD Mobile Application after 2 working days following the payment date.
- When the e-Visa is received, the e-Visa, either printed on A4 sheet of paper or saved as a PDF file on your personal mobile device, should be properly kept with the domestic helper’s passport.
- Throughout the application process, the applicant or the employer need not attend any office of the ImmD to pay the visa fee or collect the e-Visa.
- In-person appointment: e-Visa will be released on the same day upon payment.
- By post or drop box: The employer will be notified by letter sent to the home address about the visa approval and the helper can pick up the e-Visa document with HKID and passport at the Immigration.
NOTE: There may be several weeks delays to visa release due to COVID-19. Keep copies of documents and note down submission date for reference.
Renewing with a Filipino domestic helper
Renewing a domestic helper’s contract with the same employer (i.e. contract renewal) is pretty straightforward and can usually be completed in 3-4 working weeks. You can submit your contract renewal application up to eight weeks before the expiry of the existing contract.
The following steps are for renewing a Filipino domestic helper’s contract.
We can also handle the process for you if you’d prefer. See our Contract Renewal page for details.
STEP 1: Pick up & sign the contracts
Employers or domestic helpers can pick up the contracts and supporting information from Hong Kong Immigration. You don’t need an appointment for this.
You will be given four copies of the contract. All four copies should be signed by the employer and domestic helper and should be completed identically. If there are any mistakes, sign next to the revision.
- One copy each for:
- the employer,
- the domestic helper,
- HK Immigration submission, and
- Submission at Philippine Overseas Labor Office
STEP 2: Get supporting documents together for Hong Kong Immigration
- COVID-19 Requirement: Employer must sign an undertaking indicates that employers will arrange for the COVID-19 test and hotel quarantine for their FDHs, and be responsible for the relevant costs when their FDHs are arriving on or after July 25, 2020. The undertaking can be downloaded from the website of ImmD or obtained free of charge from the Immigration Department Headquarters and Immigration Branch Offices.
- One copy of the contract
- Both yours and the domestic helper’s immigration application forms (forms ID988B and ID988A)
- Employers also need to submit photocopies of:
- HKID
- Passport and visa (if not a permanent resident)
- Proof of address if there’s been a change since last contract (See our article on What documents do I Need? For types of address proof)
- Proof of employer’s financial position is not required provided that the employer’s average household income remains no less than HK$15,000 (for each domestic helper to be employed)
- Domestic helpers also need to submit photocopies of:
- HKID
- Passport (original will be required for appointments and walk-in interviews)
- Visa
- Landing slip
- Previous contract
For more on supporting documents, see our answer on: what documents do I need?
STEP 3: Submit documents to Hong Kong Immigration
Domestic helpers should submit the contract and supporting documents in one of the following ways:
If the domestic helper’s limit of stay is between 8 weeks to 10 days:
- Submit the documents online via the Smart Renewal Service Portal
- Drop-in or post to Foreign Domestic Helpers Section, 3F Immigration Tower, 7 Gloucester Road, Wan Chai
- You can also drop the documents into one of the other Immigration offices in East Kowloon, West Kowloon, Sha Tin, Fo Tan and Yuen Long.
If the domestic helper’s limit of stay is less than 10 days, then you must use the following ways:
- Submit the documents online via the Smart Renewal Service Portal
- Walk-in interview at Hong Kong Immigration Department (Immigration Tower, 7 Gloucester Road, Wan Chai)
- NOTE: These options may not be available due to COVID-19 measures, instead a Drop Box may be available for documents: please check Immigration Department’s “Messages from Us” for latest update.
STEP 4: Processing & visa release
Application for contract renewal with the same employer submitted by post, drop-in or online submission will usually be finalised within 10 working days after all documents have been submitted (you may be asked to submit more supporting documents along the way).
The visa will be released in the following ways depending on the submission method:
- Online Smart Renewal Service: Employer will be receive a “General Demand Note” (GDN) (either through mail or email) enclosed with the notification of the application result and payment instructions. The payment can be made by various means, such as the Faster Payment System (FPS)*, internet banking, the Payment by Phone Service (PPS) or automatic teller machines (ATMs), or in person at a post office or convenience store. The details are set out on the back of the GDN.
- You are required to download or print the “e-Visa” by yourself through the GovHK website or the ImmD Mobile Application after 2 working days following the payment date.
- When the e-Visa is received, the e-Visa, either printed on A4 sheet of paper or saved as a PDF file on your personal mobile device, should be properly kept with the domestic helper’s passport.
- Throughout the application process, the applicant or the employer need not attend any office of the ImmD to pay the visa fee or collect the e-Visa.
- In-person appointment: e-Visa will be released on the same day upon payment.
- By post or drop box: The employer will be notified by letter sent to the home address about the visa approval and the helper can pick up the e-Visa document with HKID and passport at the Immigration.
STEP 5: Document Submission for Notarisation
Next, your domestic helper needs to submit two copies of the signed employment contracts to the Consulate of their native country for notarisation. There is a fee for this service and you should reimburse your domestic helper for this.
For Workers from the Philippines, these are the steps:
- Attach the completed OFW Information Sheet (here) to the new Employment Contract with other supporting documents (see next point)
- Documents for submission:
- Two sets of Original Standard Employment Contract,
- Original and photocopy of the domestic helper’s passport,
- Copy of the new Visa/Printed copy of the new E-Visa
- Copy of Employer’s Hong Kong ID with contact number written on the same page,
- Copy of the domestic helper’s Hong Kong ID with contact number written on the same page.
- a A4 size brown envelope with employers name and address written, and have prepaid HK$5 postage stamps. Once verified, the contracts will be mailed back.
- Book an appointment on the Philippine Overseas Labor Office (POLO) website based on your preferred date and time.
- Go to Philippine Overseas Labor Office (POLO) at the selected appointment time, located at:
Office No.2. 29/F United Centre,
No. 95 Queensway Admiralty, Hong Kong
Hotline Numbers:
POLO: 5529 1880
OWWA: 6345 9324 - To POLO, pay HK$196 OWWA Membership Fee and HK$80 Contract Notarisation/Verification Fee. Make sure to keep the original receipt! the OWWA Membership is important for the domestic helper’s future Overseas Employment Clearance (OEC) and needs to be renewed every time they change employers.
STEP 6: Pick up Notarised Documents
- Processing takes about 6 -9 working days if all documents are submitted correctly. Bear in mind there may be delays during times of COVID-19.
- Starting 11 October, verified contracts will be mailed back. See advisory: HERE
- Then, the notarised documents (contracts) can be picked up at the Philippine Consulate, not POLO.
- Office No.2. 14/F United Centre,
No. 95 Queensway Admiralty, Hong Kong
Hotline Numbers:
POLO: 5529 1880
OWWA: 6345 9324
- Office No.2. 14/F United Centre,
- To pick up the notarised contracts, bring HKID and original receipt.
Need more information?
- Contact the Immigration Department directly for more information on the Foreign Domestic Helper visa process.
- Contact the Philippine Overseas Labour Office or the Indonesian Consulate directly for more information on contract verification/notarisation.
or, if you would like to use Fair Agency’s Contract Renewal service, fill up this form & we will get back to you to follow up
You might also like:
- How long does processing a domestic helper visa take?
- Do I need to use an employment agency?
- Special cases: How do I process a domestic helper visa without an agency?
- Finished contracts: How do I process a domestic helper visa without an agency?
- Can I make changes to the standard domestic helper employment contract?
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Last updated on December 20th, 2022
