PETRONAS Guidelines

GENERAL GUIDELINES
APPLICATION FOR PETRONAS LICENSE AND

REGISTRATION
Licensing and Registration,

Local Capability Development Department,
Group Supply Chain Management,
Level 65, Tower 1, PETRONAS Twin Towers,
KLCC, 50088 Kuala Lumpur.
Tel.: 03-23313040
Web: http://www.petronas.com.my Partnering Us Licensing & Registration
E-maill: [email protected]
24APR2012 General Guidelines ver3.1 ENG
IMPORTANT NOTICE FOR APPLICANT

This General Guidelines is complimentary.
Applicant is advised to study and understand the content of this General Guideline. Clear understanding is
important to ensure that the application submitted is complete and will be given due consideration.
Requirements and procedures for application will be updated from time to time.
Applicant is advised to contact the Licensing and Registration Section directly for any general enquiry with
regards to licensing and registration with PETRONAS or any enquiry regarding its application. PETRONAS
shall not be liable for any problem that may arise in the event that the applicant deals with or engages a third
party for the application of PETRONAS License or Registration.
For all License / Registration application, processing fee will be imposed as stipulated in item 7 Processing
Fee Payment on page 9.
In case of conflict in meaning, the Malay version i.e. the Panduan Am Permohonan Lesen dan Pendaftaran
PETRONAS prevails.
24APR2012 General Guidelines ver3.1 - ENG
TABLE OF CONTENT
Content
1.
INTRODUCTION
Page
1
1.1 License
1.2 Registration
1.3 Purpose of a valid License/Registration
2.
GENERAL REQUIREMENTS FOR APPLICATION OF PETRONAS LICENSE /

REGISTRATION
3.
LICENSE / REGISTRATION APPLICATION INVOLVING A FOREIGN COMPANY
4.
STANDARDISED WORK & EQUIPMENT CATEGORIES (SWEC)
5.
PROCEDURE FOR APPLICATION OF PETRONAS LICENSE/REGISTRATION
6.
TYPES OF APPLICATION
6.1 Application for New License/Registration

6.2 Application for Renewal of License/Registration
6.3 Application for License/Registration Extension of Scope
6.4 Application for Change of Principal
6.5 Application for Change in Mode of Operation
6.6 Application to Upgrade Registration to License
6.7 Application to Update Companys Profile
6.8 Updating Companys Information
6.9 Application for Deletion of SWEC
6.10 Application for Cancellation of License/Registration
7.
PROCESSING FEE PAYMENT
7.1 Procedure for Payment of Processing Fee

7.2 Methods of Processing Fee Payment
8.
APPLICATION PROCESS
9.
APPLICATION RESULT
10
10. OPPORTUNITY TO PARTICIPATE IN TENDERS
10
11. ENQUIRIES AND CONSULTATION SERVICE AND ITS OPERATING HOURS
11
12. REMINDER
11
TABLE OF CONTENT
Content
Page
Appendix A:
Document Checklist for New / Upgrading Registration to License

Application
L1
Appendix B:
Document Checklist for Renewal Application
L5
Appendix C:
Document Checklist for Extension of Scope Application
L9
Appendix D:
Document Checklist for Change of Principal Application
L11
Appendix E:
Modes of Operation and List of Documents to be Enclosed
L12
Appendix F (a): Example of Shareholding Structure
L15
Appendix F (b): List of Documents to be Enclosed for Shareholding Structure
L16
Appendix F (c): Bumiputera Equity Shareholding for Berhad Company (For License /
Registration Renewal Application Only)
L18
Appendix G:
List of Equity Breakdown and Board of Directors for Berhad Companies
L20
Appendix H:
Organisation Chart Including Management and Technical Staff
L22
Appendix I:
Personal Information of Management and Technical Staff
L23
Appendix J:
Guideline for Agency Appointment Letter and Exclusive Agency

Agreement
L24
Appendix K:
Information on Factory / Workshop and List of Equipments
L27
Appendix L:
Guideline for Health, Safety and Environment (HSE) Management

System
L29
Appendix M:
Document Checklist for Updating Companys Profile
L31
INTRODUCTION
1.1 License
1.1.1
Issuance of PETRONAS License is based on the Petroleum Development Act and

Petroleum Regulations 1974. Based on this Act, an entity that wishes to provide
goods/services to the upstream sector in the oil and gas industry in Malaysia must have a
valid license issued by PETRONAS.
1.1.2
A license is required for any entity that wishes to supply goods / services for the upstream
sector in the oil and gas industry in Malaysia (which involves exploration, development and
production of oil and gas).
1.2 Registration
1.2.1
PETRONAS has made a policy that requires an entity to register with PETRONAS before
participating in Tender and activities in the downstream sector in order to monitor the
development activities in this sector.
1.3 Purpose of a valid License/Registration
1.3.1
With a valid License, an entity is allowed to supply goods / services to the upstream sector
in the oil and gas industry in Malaysia and the downstream sector of PETRONAS Group of
Companies, including maritime activities.
1.3.2
With a valid Registration, an entity is allowed to supply goods/services to the downstream

sector of the PETRONAS Group of Companies, including maritime activities.
GENERAL REQUIREMENTS FOR APPLICATION OF PETRONAS LICENSE / REGISTRATION

Company must :
2.1 be registered with the Registrar of Companies (ROC) as :
2.1.1
Sdn Bhd (i.e. private incorporated) or Berhad/Bhd (i.e. public incorporated) company.
OR
2.1.2
Land Surveyor, Quantity Surveyor, Architect or other related professional bodies.
2.2 has a paid-up capital in the form of ordinary shares of not less than RM100,000 (for License
application) and RM10,000 (for Registration application).
2.3 has a stable financial standing i.e. the shareholders fund must be positive.
2.4 meet the Bumiputera participation requirement for equity, Board of Directors, management and
employee based on the Standardised Work and Equipment Categories (SWEC) applied (i.e. SWEC
with a minimum Bumiputera requirement of either 30%, 51% or 100%).
Note:
i)
The minimum Bumiputera participation percentage varies from scope to scope and also
depending on the mode of operation. The minimum Bumiputera participation percentage for a
particular SWEC can be found in the SWEC list published in the PETRONAS website and it
may change from time to time.
ii)
Company applying for the SWEC that requires a minimum of 51% Bumiputera content and has
a Berhad Company as a shareholder and if the Bumiputera percentage does not meet the 2.4
condition during the renewal application, the Company is given flexibilty as long as the Berhad
Company shares is held at least 35% by Bumiputera and the Bumiputera participation at the
Board of Directors, Management and Company employees levels are not less than 51%. For

1
example, please refer to Appendix F(c) Bumiputera Equity Shareholding for Berhad
Company (for License / Registration Renewal Application Only).
iii) If SWEC applied requires 100% Bumiputera participation, the 100% requirement is only for
equity, while the minimum Bumiputera requirement for the other levels are as follows:
75% minimum Bumiputera participation for Board of Directors,

75% minimum Bumiputera participation for Management, and
51% minimum Bumiputera participation for Companys employees.
2.5 registered with the statutory, professional or government bodies as required by the respective
SWEC, as stipulated in the SWEC appendix.
2.6 has been appointed as an exclusive agent and having exclusive agency agreement if the mode of
operation for the scope applied is agent. Appointment as agent must at least cover the oil and
gas industry in Malaysia, the appointment letter was issued directly by the foreign manufaturer /
principal and is addressed to the local agent. Appointment from stockist, representatives from
distributor and manufacturer or local principal are not accepted.
3
LICENSE / REGISTRATION APPLICATION INVOLVING A FOREIGN COMPANY

3.1 Foreign company may also participate in tender and works in the upstream sector of the oil and gas
industry in Malaysia, by :
3.1.1
appointing a local company as an exclusive agent representing them.The appointed agent

company must apply for the PETRONAS License by complying to the general requirements
for PETRONAS Licensing / Registration. Please refer to Item 2 above.
Example:
Foreign Company
DEF Sdn. Bhd.
Foreign Principal appoints

local company as an
exclusive agent
licensed / registered
with
PETRONAS
Diagram 1: Foreign company appoints local company as an exclusive agent

OR
3.1.2
Form a new Joint Venture (JV) company with a local company.

Joint Venture company may submit their license application to PETRONAS by complying to
the general requirements for PETRONAS Licensing / Registration. Please refer to item 2
above.
DEF Sdn. Bhd.

(local company)
joint venture between foreign

and local company
+
form a new joint
venture
Foreign
company
GHI Sdn. Bhd.

licensed/ registered
with
PETRONAS
Diagram 2 : Foreign company forms a Joint Venture (JV) with local company by forming
a new JV company.
2
STANDARDISED WORK & EQUIPMENT CATEGORIES (SWEC)

4.1 SWEC is a work and equipment category relating to the requirements of both sectors, which are
upstream and downstream in the oil and gas industry in Malaysia. SWEC is divided into two
types as follows:
4.1.1
SWEC for Product PXXXXXXXX (Code begins with P)
4.1.2
SWEC for Services SXXXXXXXX (Code begins withS)
4.2 Every SWEC is divided into two to four levels and every SWEC has 9 digits.
Example:
Work Category Application Type Indicator
Application Type :
L : License
R : Registration
Diagram 3: SWEC List
4.3 To access the SWEC list and Minimum Technical Requirements for related SWEC ( refer
Diagram 3), Company is required to:

Access to the PETRONAS official website www.petronas.com.my

Click Partnering Us (at the top right of the web page)
Click Licensing & Registration
Click Application Information
Click Standardised Work and Equipment Categories (SWEC) and Minimum Technical
Requirement (MTR)
Download the relevant documents (if required).
4.4 Each SWEC will indicate the Application Type (i.e. L or R) and SWEC Category Indicator
(i.e.General or Strategic)
4.4.1
Application Type L and R

Application
Type
SWEC Category Selection Guideline
Only applicants applying for License or has already been licensed with
PETRONAS are allowed to apply for this application type.
Any applicants applying for License / Registration or has been

licensed/registered with PETRONAS are allowed to apply for this
application type.
Table 1 : SWEC Type Selection Guideline

3
4.4.2
SWEC category is divided as follows:
Strategic
General
4.4.3
If the category that the Company wishes to apply is not listed in the SWEC list, applicant is
advised to have a discussion with the Licensing and Registration Sections officer prior to
selecting the SWEC closest to the scope that the Company intends to apply.
4.4.4
If a particular SWEC category is frozen, applicant is not allowed to apply for the SWEC.
Note: Applicant is advised to always refer to the latest SWEC and MTR Lists in the
PETRONAS official website as they will be updated from time to time depending on the
review.
4.5 Modus Operandi

Applicant is advised to refer to the SWEC list in the PETRONAS official website to find out the
mode of operations offered for each scope. There are a few modus operandi as follows:
4.5.1
Self-operator
4.5.1.1
4.5.2
4.5.3
Agent
4.5.2.1
Agent is a Company that represents a foreign manufacturer / foreign principal

for the upstream sector only.
4.5.2.2
Principal is a foreign manufacturing Company or a foreign Company that

provides specialised services. The manner in obtaining the principal depends on
the Companys initiative.
4.5.2.3
The Company need to produce valid agency appointment letter and exclusive
agency agreement (sole representative) from the main principal.
4.5.2.4
For joint principal or manufacturer at the international level, the Company need
to produce the agency appointment letter issued by the headquarter of the joint
Company.
Dealer
4.5.3.1
4.5.4
4.5.5
Self- operator is a company that carries out works using its internal resources
such as workforce, expertise, facilities and equipment.
Dealer is a Company that operates as a supplier of products which are

produced by a local manufacturer.
Manufacturer
4.5.4.1
Manufacturer is a Company that makes and / or produces any material / product

for usage which includes installation of parts through a manufacturing process.
4.5.4.2
Company must have the capability to produce products using their internal
resources such as manpower (expertise), facilities and equipments as well as
possess a valid registration with relevant bodies or agencies (please refer to
SWEC for the relevant registration).
For mode of operation operator, self-operator, installer, chemical blender,

fabricator, packager and system integrator, please refer to Appendix E Types of
Operation and List of Documents to be Enclosed and related SWEC for supporting
documents that is required to be submitted.

4
PROCEDURE FOR APPLICATION OF LICENSE/REGISTRATION

5.1 All types of applications for PETRONAS License/Registration must be made through an online
system known as Supplier Relationship Management (SRM) Registration of Supplier (ROS) or
Supplier Self Service (SUS)
5.2 Company can only submit one application at any one time. If Company applying for license
scopes only or license scopes and also registration, hence PETRONAS License certificate will be
issued if the application is approved. If Company applying only for registration scopes, hence,
PETRONAS registration certificate will be issued when that application is approved.
5.3 During the application of license/registration for new, renewal, extension of scope, Company may
apply any number of SWEC they wish as long as they fulfill the SWEC and MTR requirements, if
any, for the scopes applied.
5.4 Company is also allowed to add SWEC during application for renewal of License/Registration.
TYPES OF APPLICATION
6.1 Application for New License/Registration
6.1.1
Application for New License / Registration need to be made if the company has never
been licensed / registered with PETRONAS or its License/Registration has expired more
than two (2) years and the company has not applied for renewal of its License/Registration
within 2 years of its License/Registration expiry date.
6.1.2
Please refer Appendix A Document Checklist for New / Upgrading Registration to

License Application for supporting documents required to be submitted together with the
application.
6.1.3
Please refer to Item 7 Processing Fee Payment on page 9.
6.1.4
For application of new License / Registration, Company must apply online through the SRM
ROS system.
6.2 Application for Renewal of License/Registration

6.2.1
License / Registration renewal application need to be made if the company wishes to

renew its License/Registration that is near expiry date or its validity period had expired.
6.2.2
License / Registration renewal application must be submitted at least three (3) months
before the expiry date of the License / Registration. Delay in renewing the License /
Registration will affect the companys chances in participating in tender or quotation.
6.2.3
Please refer Appendix B Document Checklist for Renewal Application for supporting
documents required to be submitted together with the application.
6.2.4
Company is allowed to add new scope or drop existing scope during the License /
Registration renewal application.
6.2.5
Please refer Item 7 Processing Fee Payment on page 9.
6.2.6
For application to renew License/Registration, Company must apply online through the
SRM SUS system.
6.3 Application for License/Registration Extension of Scope

6.3.1
Application for extension of scope need to be made if company wishes to add scope of
work to the existing licensed / registered scopes.
6.3.2
Please refer to Appendix C Document Checklist for Extension of Scope Application for
supporting documents required to be submitted together with the application.

5
6.3.3
6.3.4
For application of extension of scope, Company must apply online through the SRM SUS
system.
6.4 Application for Change of Principal

6.4.1
Application for change of principal need to be made if company wishes to change the
existing principal to other principal.
6.4.2
Please refer to Appendix D - Document Checklist for Change of Principal Application for
supporting documents required to be submitted together with the application.
6.4.3
6.4.4
For application of change of principal, Company must apply online through the SRM SUS
system.
6.5 Application for Change in Mode of Operation

6.5.1
Application for change in mode of operation need to be made if company wishes to

change the modus operandi for a particular SWEC.
6.5.2
Company is advised to refer to the latest SWEC and MTR lists for the modus operandi that
it wishes to apply.
6.5.3
Please refer to Appendix E - Modes of Operation and List of Documents to be Enclosed

for the supporting documents required to be submitted together with the application.
6.5.4
Please refer to Item 7 Processing Payment Fee on page 9.
6.5.5
For application of change in mode of operation, Company must apply online through the
SRM SUS system.
6.6 Application to Upgrade Registration to License

6.6.1
Application for upgrade Registration to License need to be made if the company

wishes to upgrade its eligibility to be involved or participate in quotation / tender including
the upstream activities.
6.6.2
For company that has a valid PETRONAS Registration, it may apply to upgrade its
Registration to License if all the License requirements are met and its previous Registration
scope(s) will be included in the new License.
6.6.3
Applicant must add at least 1 SWEC with Work Category Application Type L (i.e. License).
6.6.4
Please refer Appendix A Document Checklist for New Application / Upgrading

Registration to License for supporting documents required to be submitted together with
the application.
6.6.5
6.6.6
For application to upgrade Registration to License, Company must apply online through the
SRM SUS system.
6.7 Application to Update Companys Profile

6.7.1
Application to update companys profile is done when there is a change in the

Companys shareholders equity, Board of Directors and management. Updating must be
done within fourteen (14) days from the date of such change. Failure to do so may result in
the PETRONAS License / Registration be suspended.

6
6.7.2
Company may also apply for companys profile update to comply with the License /
Registration special conditions (if any) as stated in the Attachment to the virtual
certificate as shown in the example below:
Diagram 4: Example of Special Condition in the Attachment to the License / Registration

virtual certificate
6.7.3
Company must adhere to PETRONAS License / Registration special conditions to ensure

that the companys name is listed in the PETRONAS List of Licensed / Registered
Companies (LLRC) throughout the License / Registration validity period.
6.7.4
In view that the SRM ROS and SUS systems are fully online, submission of supporting
documents in complying to the License / Registration special conditions or for updating of
the companys profile has to be done online. Submission of supporting documents through
hardcopy, fax and email are not acceptable.
The processing time for updating of the License / Registration special conditions is five (5)
working days after receipt of the application and its attached documents.
6.7.5
6.7.6
Company is required to submit documents as stated in Appendix M - Document Checklist

for Updating Companys Profile.
6.7.7
For application to update companys profile, Company must apply online through the SRM
SUS system.
6.8 Updating Companys Information

6.8.1
Company may update companys information such as change of address, telephone

number, fax number, companys website, e-mail address, bank account and others through
the SRM SUS system.
6.8.2
This application does not require approval from PETRONAS.
6.8.3
Company must ensure that all information updated is correct and true.
6.8.4
For application to update companys information, Company must apply online through the
SRM SUS system.
6.9 Application for Deletion of SWEC

6.9.1
Application for deletion of SWEC need to be made if Company no longer supply the
product or provide the service which has been approved earlier.
6.9.2
Every application to delete SWEC has to be supported with justification.
6.9.3
For application to delete SWEC, Company must apply online through the SRM SUS
system.

7
6.10 Application for Cancellation of License / Registration

6.10.1 Application for cancellation of License/Registration need to be made if Company no longer
wish to supply goods or services to PETRONAS and the Production Sharing Contractors
(PSC).
6.10.2 Every application to cancel License / Registration has to be supported with justification.
6.10.3 For application to cancel License / Registration, Company must apply online through the
SRM SUS system.
7
PROCESSING FEE PAYMENT

7.1 Procedure for Payment of Processing Fee
7.1.1 Effective from 1 July 2011, every application for PETRONAS License and Registration will
be imposed processing fee of RM100 for each SWEC applied.
Example:
If Company submits for New, Renewal or Extension of Scope application for 5 SWEC,
Company needs to pay an amount of RM500, i.e. RM100 x 5 SWEC.
7.1.2 For Change of Principal application, processing fee imposed is RM100 for each Principal.
7.1.3 Please refer Table 2 Processing Fee for each type of application.
Application
Processing Fee imposed
New
RM100 for each SWEC
Renewal
RM100 for each SWEC
Extension of Scope
RM100 for each SWEC
Upgrading Registration to License
RM100 for each SWEC
Change in Mode of Operation
RM100 for each SWEC
Change of Principal
RM100 for each Principal
Application involving site visit
RM100 for each SWEC and RM1000

for every site visit to the location
Table 2: Processing Fee for each Type of Application
7.1.4
Application involving visit to location (i.e. site visit)

7.1.4.1 Applications which involve site visit are for mode of operation manufacturer,
assembler, chemical blender, fabricator, packager and system intergrator.
Processing fees will be imposed for such applications at RM100 for each SWEC
and RM1000 for site visit to each location.
7.1.4.2 Payment of processing fee amounting to RM100 for each SWEC is to be paid prior
to submission of application for mode of operation of manufacturer, assembler,
chemical blender, fabricator, packager and system intergrator.
7.1.4.3 Payment of processing fee for visit to each location (site visit) will only need to be
paid if company receives a notification email from PETRONAS Licensing and
Registration Section with regards to the payment of site visit fee.

8
7.1.4.4 Payment of processing fee for site visit must be made in the form of bank draft
under the name of PETRONAS and send to the Licensing and Registration
Section at the following address:
PETRONAS Licensing and Registration Section
Level 65, Tower 1, PETRONAS Twin Towers,
Kuala Lumpur City Centre (KLCC),
50088 Kuala Lumpur
(For attention of Supervisor, Processing Unit)
Cash, money order or personal cheque will not be accepted.
7.1.4.5 Failure to submit the bank draft for the site visit fee may cause the application
to be rejected.
7.1.5
If the payment of processing fee is less than the required amount, the Companys
application may be rejected. While, any excess amount paid will not be refunded. As
such, Company is advised to make payment with the exact amount to avoid the application
be rejected.
7.2 Methods of Processing Fee Payment

7.2.1 Processing fee need to be paid accurately as proposed by the SRM ROS of SUS systems.
7.2.2 Processing fee must be paid to the PETRONAS bank account as follows :
Name of Recipient
Bank account
: PETRONAS
: CIMB 98-001-000-300271
7.2.3 Processing fee payment can be done through the following methods:
Bank
CIMB Bank
Berhad
Payment Channel
Payment Method
1.
BANK Counter
Cash Deposit
2.
Cheque Deposit
Machine
Cheque Deposit
3.
BizChannel
Intrabank Transfer
Table 3: Processing Fee Payment

7.2.4 For payment using outstation cheque, applicant is required to include the bank commission
of RM0.50 to the total payment amount.
7.2.5 Company must attach copy of payment slip before submitting the online application through
the SRM ROS or SUS system.
8
APPLICATION PROCESS
8.1 Only application that is complete and with sufficient processing fee will be processed by the License
and Registration Section.
8.2 Processing time for application of new, renewal, extension of scope, change of mode of operation,
change principal and upgrading from Registration to License is subject to the following processing
time:8.2.1
Application for Strategic SWEC or that includesStrategic SWEC and General SWEC is
one and the half (1 ) months after the application date.
8.2.2
Application for General SWEC is three (3) weeks after the application date.

9
8.2.3
Application with mode of operation that requires site visit is 3 months or more.
8.3 If applicant did not receive any email with regards to the approval of the application after the
stipulated processing time, applicant may check their Companys application status in the SRM
SUS system.
8.4 Application that has been approved or rejected will be informed via the Companys registered email.
9
APPLICATION RESULT
9.1 For new and renewal application of License / Registration received by PETRONAS Licensing and
Registration Section after 28 February 2011 and has been approved, will be given a validity period
of three (3) years.
9.2 Result of application will be informed officially through the Companys registered email. For
License that has been approved, Company will be imposed a License fee. Total license fee
amount will be notified through a letter informing of License approval which will be sent via the
companys registered email.
9.3 License fee to be paid is based on the companys paid-up capital and validity of the license as
stipulated in the Petroleum Development Act 1974. Below is the table on license fee which is
based on the paid up capital of the company.
Paid-up capital
Annual license fee
RM 100,000.00 - RM 1,000,000.00
RM 250.00
RM 1,000,001.00 - RM 5,000,000.00
RM 500.00
> RM 5,000,000.00
RM 1,000.00
Table 4: Annual license fee based on the paid-up capital of the Company.
9.4 License fee is required to be paid only for new, renewal and upgrading from Registration to License
application only.
9.5 License fee must be made although Company has been charged processing fee during application
submission as it is a requirement of the Petroleum Development Act 1974.
9.6 License fee payment must be made within 14 days from the date notification via email is sent to the
company and in the form of bank draft under the name of PETRONAS. Cash, money order or
personal cheque is not acceptable.
9.7 After license fee payment has been made, License virtual certificate and its Attachments are
accessable via the SRM SUS system.
10 OPPORTUNITY TO PARTICIPATE IN TENDERS
10.1 Only Company that has valid license / registration is eligible to participate in PETRONAS and its
Production Sharing Contractors (PSC) tenders as the Companys name is listed in the
PETRONAS List of Licensed / Registered Companies (LLRC).
10.2 Although the Company is licensed / registered with PETRONAS, it does not guarantee for the
Company to be invited / called to participate in tender. Company is encouraged to promote /
introduce their products and services to PETRONAS subsidiaries and its Production Sharing
Contractors.
10.3 If a licensed/registered company is invited to participate in a tender, the Company is required to
participate actively. Failure to either respond or decline without valid reason for more than 3 times
repeatedly in a particular SWEC code may result in the Company not being invited for future
tenders for that perticular scope or may have impact on the Companys registration with
PETRONAS.

10
10.4 Certain companies are not listed in the PETRONASs LLRC although they have a valid License or
Registration due to failure to comply to the special conditions of License or Registration
imposed on them as stated in the Attachments to the License or Registration virtual certificates.
10.5 Company will also not be listed in the PETRONAS LLRC/eLLRC if its License / Registration has
expired and has not been renewed.
11 ENQUIRIES AND CONSULTATION SERVICE AND ITS OPERATING HOURS
11.1 Company may obtain consultation service and make further enquiries with regards to PETRONAS
licensing and registration, through the following:
11.1.1
Licensing and Registration Consultation Counter

Level 9, Tower 1,
PETRONAS Twin Tower
Kuala Lumpur City Centre (KLCC),
50088 Kuala Lumpur
Service Counter Operating Hours
Day
Time (Morning)
Time (Afternoon)
Monday Thursday
8:30 am 12:00 pm
2:30pm 4:00 pm
Friday
8:30 am 11:30 am
3:00pm 4:30 pm
Table 5: Licensing / Registration Consultation Counter Operating hours
11.1.2 Licensing and Registration Call Centre

Call Centre Operating Hours
Day
Time (Morning)
Time (Afternoon)
Monday Thursday
8:30 am 12:45 pm
2:15 pm 5:00 pm
Friday
8:30 am 12:15 pm
2:45 pm 5:00 pm
Table 6: Licensing and Registration Call Centre Operating Hours
Telephone No. : 03-23313040 (Licensing and Registration Call Centre)

Fax No.
: 03-23312757
E-mail
: [email protected]
12 REMINDER
12.1 Applicant is required to adhere to the condition and requirements
license/registration as stipulated in this General Guidelines, at all times.
of
PETRONAS
12.2 Application will be rejected if application form is incomplete and did not include the required
supporting documents or company has not complied to the general requirements for application of
PETRONAS license/registration that have been set. As such, applicant is advised to understand
this General Guideline thoroughly before submitting application through the SRM ROS / SUS
system.
12.3 During the application process, Licensing and Registration Section Executive may contact the
applicant in the event of abstruse. Applicant is required to give their best cooperation.

11
12.4 Application by company which is owned by shareholder(s) or having director(s) who is/are a
shareholder or director of another company which is licensed or registered with PETRONAS will
not be given consideration if the scope(s) applied is/are the same. This is to avoid any conflict of
interest that may arise.
12.5 For re-application of scope(s) which was disapproved by PETRONAS during the new or renewal
application of License / Registration, applicant must apply for the Extension of Scope application
and comply to the requirements that have been set. Please refer to Item 6.3 Application for
Extension of Scope for License / Registration.
12.6 Successful applicant is requested to observe the general terms and conditions of License /
Registration and the special conditions (if any) as stipulated in the License / Registration
appendix.
12.7 Company is required to update information relating to changes in shareholders equity, Board of
Directors and company management within fourteen (14) days from the date of change. Failure to
do so may result in suspension of the PETRONAS License / Registration.
12.8 Company is required to give their co-operation to PETRONAS representative(s) during the audit
visit to companys business premise and to allow them to check / copy documents required as well
as interviewing the companys employees.

12
Appendix A
DOCUMENT CHECKLIST FOR NEW / UPGRADING
REGISTRATION TO LICENSE APPLICATION
No.
Document
Explanation and reminder
1. Copy of Form 9
(Certificate of
Incorporation of
Company)
and
Memorandum and Articles
of Association
(MAA)
a. Document indicating that the company was incorporated in Malaysia.
2. Copy of latest Form of

Annual Return of a
Company Having a Share
Capital
a. Document indicating the latest shareholding and Board of Directors as stated in the
application.
For
Applicants
Use
b. Document indicating the purpose of the companys incorporation, types of business

carried out, authorised share capital, Board of Directors, shareholders and company
secretary at the time of incorporation of the company.
b. If Company was incorporated less than 18 months from the date of

license/registration application, this document is not required to be submitted.
c. If the Companys share is owned by other companies (Sdn Bhd or Bhd Company) at
the Shareholder Level or at the Sub-Shareholder Level, Company has to attach the
latest Form of Annual Return of a Company Having a Share Capital for those
companies.
d. Please refer to Appendix F (a) - Example of Shareholding Structure and
Appendix F (b) - List of Documents to be Enclosed for Shareholding Structure
for further information.
3. Copy of latest Form 24
(Return of Allotment of
Shares)
a. Document indicating additional shareholding as stated in the application.

b. Applicant has to submit all Form 24 which have been issued after the date of the
latest Form of Annual Return of a Company Having a Share Capital.
c. If the Companys share is owned by other companies (Sdn Bhd Company) at the
Shareholder Level or at the Sub-Shareholder Level, the Company has to attach the
latest Form 24 for those companies.
d. If Company is a Berhad Company, these documents are not required to be

submitted.
e. Please refer to Appendix F (b) - List of Documents to be Enclosed for
Shareholding Structure for further information.
4. Copy of latest Form 32A
(Form of Transfer of
Securities) (if any)
a. Document indicating transfer of share to new shareholders as stated in the

application.
b. Applicant has to submit all Form 32A (if any) which have been issued after the date of
the latest Form of Annual Return of a Company Having a Share Capital.
Shareholder Level or at the Sub-Shareholder Level, Company has to attach the
latest Form 32A for those companies.
submitted.
24APR2012 New Checklist ver3.1 - ENG

L1
Appendix A
(Return Giving Particulars
In Register of Directors,
Managers and Secretaries
and Changes of
Particulars)
a. Document indicating the latest member of Board of Directors as stated in the

application.
b. Applicant has to submit the latest Form 49.
d. Please refer to Appendix F (b) - List of Documents to be Enclosed for

6. List of Equity Breakdown
and Board of Directors for
Berhad Company
a. Document indicating the latest list of shareholding and Board of Directors for Berhad
Company.
b. If Company is not a Berhad Company, this document is not required to be submitted.

c. If Company is a Sdn Bhd Company and its share is wholly/partly-owned by Bhd
company at the Shareholder Level or at the Sub-Shareholder Level, Company has
to attach the list of equity breakdown and Board of Directors for those companies.
Applicant has to complete Appendix G List of Equity Breakdown and Board of
Directors for Berhad Company.
7. Latest Audited Annual
Financial Report
a. Annual financial report must be audited, signed by the Commissioner of Oath and
must not exceed 18 months from the companys financial year-end date.
b. If Company was incorporated less than 18 months from the date of the
license/registration application, annual financial report is not required to be submitted.
c. The shareholders fund must be positive. If the shareholders fund is negative, the
application will not be accepted.
d. If the Company is not a Sdn Bhd or Berhad, applicant has to submit its Financial
Statement not exceeding 18 months from the companys financial year-end date.
8. Companys organization
chart
a. The chart must indicate position, name, salary/allowance, EPF contribution, race and
status for the management employees, technical employees and other key employees
of the Company.
b. Please refer to Appendix H - Organisation Chart Including Management and
Technical Employees for further information.
9. Personal information of
employees
a. Document must indicate the personal information, academic qualification and

experience for the management employees, technical employees relating to the
scope(s) applied and other key employees.
b. Please refer to Appendix I - Personal Information of Management and Technical
Employees for further information.
10. Document to confirm

Companys permanent
employees
a. For employee who contributes to the Employees Provident Fund (EPF), Company
must submit copy of the EPF statement (Form A) issued by EPF for the latest 3
months together with the payment receipt or bank slip (if payment is made through
the bank).
b. For members of the Board of Directors or employee who does not contribute to EPF,
Company must submit copy of salary payment vouchers/slips for the latest 3 months.

L2
Appendix A
c. For employee who has just joined, the Company is required to submit the offer letter
of employee position and confirmation of acceptance by the employee.
11. Appointment letter and
copy of agreement as
exclusive agent
a. These documents are not required to be submitted if Company does not operate as
an agent.
b. Please refer to Appendix J - Guideline for Agency Appointment Letter and
Exclusive Agency Agreement for further information.
12. Copy of certificates from

other Ministries /
Departments /
Government Agencies
a. Applicant has to submit copy of certificates required as stated in SWEC, MTR and in
Appendix E - Modes of Operation and List of Documents to be Enclosed.
b. The certificates must still be valid and has not expired.
Example:
i. Pusat Khidmat Kontraktor (PKK)
ii. Construction Industry Development Board (CIDB)
iii. Board of Engineers Malaysia (BEM) / The Institute of Engineers, Malaysia
(IEM)
iv. Board of Architects Malaysia
v. The Energy Commission
vi. Department of Occupational Safety and Health Malaysia (for Certificate of
Registration for Scaffolder or others) / National Institute of Occupational
Safety & Health
vii. Manufacturing license from Malaysian Industrial Development Authority
(MIDA) / Local council
viii. Commercial Vehicle Licensing Board (CVLB) (for Carrier License A, Public
Services Vehicle or others) from Ministry of Entrepreneur and Co-operative
Development.
ix. License for Tourism Vehicles Licensing Act from Ministry of Culture, Arts and
Tourism Malaysia (KKKP)
x. Forwarding Agent License from Royal Malaysian Customs Department
xi. Board of Quantity Surveyors
xii. The Board of Land Surveyors
xiiii. Institute of Materials Malaysia (IMM)
xiv. Department of Enviroment (DOE)
xv. Atomic Energy Licensing Board (AELB)
xvi. Ministry of Domestic Trade and Consumer Affairs
xvii. Fire and Rescue Department
xviii Certificate of Competency (Master Mariner)

L3
Appendix A
xix Registry of Vessel
xx. Certificate from Port Authority
xxi. Other documents (please state):
_________________________________________________________
13. List of equipments (for
modus operandi SelfOperated, Manufacturer,
and others)
a. The equipments listed must relate to each scope applied.
14. Health, Safety and

Environment (HSE)
Management System
a. Please refer to Appendix L - Guideline for Health, Safety and Environment (HSE)
Management System for further information.
15. Copy of processing fee

payment slip
a. Company has to submit copy of slip for the processing fee payment that has been
made.
b. Please refer to Appendix K - Information on Factory / Workshop and List of

Equipments for further information.
b. Please refer to subject 7 Processing Fee Payment for further information.

L4
Appendix B
DOCUMENT CHECKLIST FOR RENEWAL APPLICATION
No.
Document
1. Copy of latest Form of

Annual Return of a
Company Having a Share
Capital
Explanation and Reminder
For
Applicants
Use
a. Document indicating the latest shareholding and Board of Directors as stated in the
application.
b. If Company was incorporated less than 18 months from the date of
license/registration application, this document is not required to be submitted.
latest Form of Annual Return of a Company Having a Share Capital for those
companies.
d. Please refer to Appendix F (a) - Example of Shareholding Structure and
Appendix F (b) - List of Documents to be Enclosed for Shareholding Structure
for further information.

(Return of Allotment of
Shares)
a. Document indicating additional shareholding as stated in the application.

b. Applicant has to submit all Form 24 which have been issued after the date of the
latest Form of Annual Return of a Company Having a Share Capital.
Shareholder Level or at the Sub-Shareholder Level, the Company has to attach the

submitted.
3. Copy of latest Form 32A
(Form of Transfer of
Securities) (if any)
a. Document indicating transfer of share to new shareholders as stated in the

application.
b. Applicant has to submit all Form 32A (if any) which have been issued after the date of
the latest Form of Annual Return of a Company Having a Share Capital.
Shareholder Level or at the Sub-Shareholder Level, Company has to attach the
latest Form 32A for those companies.

submitted.
(Return Giving Particulars
In Register of Directors,
Managers and Secretaries
and Changes of
a. Document indicating the latest member of Board of Directors as stated in the

application.
b. Applicant has to submit the latest Form 49.
24APR2012 Renewal Checklist ver3.1 - ENG

L5
Appendix B
Particulars)

5. List of Equity Breakdown
and Board of Directors for
Berhad Company
a. Document indicating the latest list of shareholding and Board of Directors for Berhad
Company.
b. If Company is not a Berhad Company, this document is not required to be submitted.

c. If Company is a Sdn Bhd Company and its share is wholly/partly-owned by Bhd
company at the Shareholder Level or at the Sub-Shareholder Level, Company has
to attach the list of equity breakdown and Board of Directors for those companies.
Applicant has to complete Appendix G List of Equity Breakdown and Board of
Directors for Berhad Company.
6. Latest Audited Annual
Financial Report
a. Annual financial report must be audited, signed by the Commissioner of Oath and
must not exceed 18 months from the companys financial year-end date.
b. If Company was incorporated less than 18 months from the date of the
license/registration application, annual financial report is not required to be submitted.
c. The shareholders fund must be positive. If the shareholders fund is negative, the
application will not be accepted.
d. If the Company is not a Sdn Bhd or Berhad, applicant has to submit its Financial
Statement not exceeding 18 months from the companys financial year-end date.
7. Companys organization
chart
a. The chart must indicate position, name, salary/allowance, EPF contribution, race and
status for the management employees, technical employees and other key employees
of the Company.
b. Please refer to Appendix H - Organisation Chart Including Management and
Technical Employees for further information.
employees

Companys permanent
employees
month together with the payment receipt or bank slip (if payment is made through the
bank).
Company must submit copy of salary payment vouchers/slips for the latest 1 month.

L6
Appendix B
exclusive agent
an agent.
11. Copy of certificates from

other Ministries /
Departments /
Government Agencies
a. Applicant has to submit copy of certificates required as stated in SWEC, MTR and in
Appendix E - Modes of Operation and List of Documents to be Enclosed.
Example:
(IEM)
Safety & Health
Development.
xiii. Institute of Materials Malaysia (IMM)

L7
Appendix B
xviii. Certificate of Competency (Master Mariner)
xix. Registry of Vessel
_____________________________________________________________
modus operandi SelfOperated, Manufacturer,
and others)

Environment (HSE)
Management System
a. Please refer to Appendix L - Guideline for Health, Safety and Environment (HSE)
Management System for further information.

payment slip
made.


L8
Appendix C
DOCUMENT CHECKLIST FOR EXTENSION OF SCOPE APPLICATION
No.
Document
employees
For
Applicants
Use

Companys permanent
employees
month together with the payment receipt or bank slip (if payment is made through
the bank).
Company must submit copy of salary payment vouchers/slips for the latest 1 month.

exclusive agent
an agent.
4. Copy of certificates
from other Ministries /
Departments /
Government Agencies
a. Applicant has to submit copy of certificates required as stated in SWEC, MTR and
in Appendix E - Modes of Operation and List of Documents to be Enclosed.
Example:
(IEM)
Safety & Health
Development.
24APR2012 Extension of Scope Checklist ver3.1 - ENG

L9
Appendix C
xiii. Institute of Materials Malaysia (IMM)
xviii. Certificate of Competency (Master Mariner)
xix. Registry of Vessel
_____________________________________________________________
modus operandi SelfOperated,
Manufacturer, and
others)

Environment (HSE)
Management System
a. Please refer to Appendix L - Guideline for Health, Safety and Environment

(HSE) Management System for further information.

payment slip
made.

24APR2012 Extension of Scope Checklist ver3.1 - ENG

L10
Appendix D
DOCUMENT CHECKLIST FOR CHANGE OF PRINCIPAL APPLICATION
No.
Document
1. Companys Official
Application Letter
Explanation and Reminder
For
Applicants
Use
a. Official application letter from Company inidicating the relevant scope and affected
Principals.
b. Official application letter must be submitted using the Company Letterhead.

an exclusive agent
a. Please refer to Appendix J - Guideline for Agency Appointment Letter and

Exclusive Agency Agreement for further information and sample of exclusive
agency appointment letter.
3. Termination letter and

acceptance of
termination as an
exclusive agent from
previous principal or to
the previous principal (if
applicable)
a. Letter indicating intention by Principal or Company to terminate agreement as agent

and acceptance to terminate the exclusive agency agreement.
4. Termination letter as an
exclusive agent from
the new principal
proposed to previous
agent (if applicable)
a. Letter from the proposed new principal to the previous agent indicating termination of
Company as exclusive agent.
5. Letter on acceptance of
termination from the
previous agent to the
new principal proposed
(if applicable)
a. Letter from the previous agent to the proposed new principal indicating acceptance of
termination as exclusive agent.
6.
Copy of processing
fee payment slip
a.
Company has to submit copy of slip for the processing fee payment that has been
made.
b.
Please refer to subject 7 Processing Fee Payment for further information.
24APR2012 Change of Principal Checklist ver3.1 - ENG

L11
Appendix E
MODES OF OPERATION AND LIST OF DOCUMENTS TO BE ENCLOSED
Operation Code
SO
Types of Operation
Self-operated
(for services)
Important Attachments
a. List of equipment / machine / hardware / software / vehicle
b. Document relating to factory / fabrication yard / workshop / store
c. Other documents (please refer to relevant SWEC)
AG
Agent
(for products or
services)
a. Exclusive agency appointment letter from principal and exclusive agency

agreement with principal
b. Document relating to principals company profile
c. Other documents (please refer to relevant SWEC)
Dealer
(for products)
a. Other documents (please refer to relevant SWEC)
Manufacturer
(for products)

c. Manufacturing license from Malaysian Industrial Development Authority
(MIDA) or Local council
d. Technical / commercial brochure for products
e. Health, Safety and Environment Management System (HSE)
f. Factory layout plan
g. Manufacturing process flow chart
h. ISO certification
i. Other documents (please refer to relevant SWEC)
Operator
(vessel operator or rig
operator)
For vessel operator:

a. List of vessels
b. Exclusive agency appointment letter from principal and bare boat charter
agreement
c. Certificate of Competent Mariner (Master Mariner) (please refer to
SWEC)
d. Certificate of registration for Vessel
e. Vessel specification
f. Other documents (please refer to relevant SWEC)
For rig operator:
a. List of rigs
b. Exclusive agency appointment letter from principal and exclusive agency
agreement with principal
c. Rig specification
d. Other documents (please refer to relevant SWEC)
24APR2012 Modes of Operation Checklist ver3.1 - ENG

L12
Appendix E
OO
Owner-operator
For vessel owner-operator:
(Vessel owner-operator
a. List of vessels
or rig owner-operator)
b. Certificate of Competent Mariner (Master Mariner) (please refer to
SWEC)
c. Certificate of registration for Vessel
d. Vessel specification
e. Copy of vessel construction agreement (if the vessel is under
construction)
f. Other documents (please refer to relevant SWEC)
For rig owner-operator:
a. List of rigs
b. Rig specification
c. Rig certification
d. Other documents (please refer to relevant SWEC)
AS
Assembler

CB
Chemical Blender

Fabricator


L13
Appendix E
P
Packager

SI
System integrator

Note :
For change in mode of operation, the documents stated above (based on the relevant mode of operation) must be
attached with the official application letter using Company Letterhead indicating relevant scopes and mode of
operations involved.

L14
Appendix F (a)
EXAMPLE OF SHAREHOLDING STRUCTURE
The diagram of the shareholding structure shown below is just an example. Company may not necessarily have the same shareholding structure as shown
below.
EXAMPLE 1:
1
Shareholder Level
Company B
(Sdn. Bhd.)
Individual A
Sub-shareholder Level
Applicant Company (Sdn. Bhd.)
Individual D
Company E
(Sdn. Bhd.)
Company F
(Bhd.)
Individual /
Company
Company C
(Bhd.)
Individual /
Company
Individual /
Company
EXAMPLE 2:
6
Shareholder level
Applicant Company (Bhd.)
Individual /
Company
Individual /
Company
Individual /
Company
Please refer to next page for further explanation for note 1, 2, 3, 4, 5 and 6
24APR2012 Shareholding Structure ver3.1 - ENG

L15
Appendix F(b)
LIST OF DOCUMENTS TO BE ENCLOSED FOR SHAREHOLDING STRUCTURE
Example 1
Note 1
If the applicant Company is a Sendirian Berhad Company, the applicant must submit:
1. Copy of the latest Form of Annual Return of a Company Having a Share Capital
a. If the Company was incorporated for less than 18 months, this document is not required to be
submitted.
2. Copy of Form 24 which has been issued after the date of the latest Form of Annual Return of a
Company Having a Share Capital
a. If the Company was incorporated for less than 18 months, applicant must submit copies of all Form
24 issued since its incorporation.
3. Copy of Form 32A which has been issued after the date of the latest Form of Annual Return of a
a. If the Company was incorporated for less than 18 months, applicant must submit copies of all Form
32A issued since its incorporation.
4. Copy of the latest Form 49
Note 2
If there is a Sendirian Berhad Company at the Shareholder Level (for example Company B), applicant must
submit:
1. Copy of the latest Form of Annual Return of a Company Having a Share Capital for Company B
a.
If Company B was incorporated for less than 18 months, this document is not required to be
submitted.
a.
If the Company was incorporated for less than 18 months, applicant must submit copies of all
Form 24 issued since its incorporation.
a.
Form 32A issued since its incorporation.

Note 3
If there is a Berhad Company at the Shareholder Level (for example Company C), applicant must submit:
1. Copy of the latest Form of Annual Return of a Company Having a Share Capital for Company C
a. If Company C was incorporated for less than 18 months, this document is not required to be
submitted
2. List of Equity Breakdown and Board of Directors for Berhad Company (Appendix G) for Company
C.
Note 4
If there is a Sendirian Berhad Company at the Sub-shareholder Level (for example Company E), applicant
must submit:
1. Copy of the latest Form of Annual Return of a Company Having a Share Capital for Company E
a.
If Company E was incorporated for less than 18 months, this document is not required to be
submitted

L16
Appendix F(b)
a.
Form 24 issued since its incorporation.
a.
Form 32A issued since its incorporation.

Note 5
If there is a Berhad Company at the Sub-shareholder Level (for example Company F), applicant must submit:
1. Copy of the latest Form of Annual Return of a Company Having a Share Capital for Company F
a. If Company F was incorporated for less than 18 months, this document is not required to be
submitted.
2. List of Equity Breakdown and Board of Directors for Berhad Companies (Appendix G) for
Company F
Example 2
Note 6
If applicant Company is a Berhad Company, applicant must submit:

1. Copy of the latest Form of Annual Return of a Company Having a Share Capital
a. If the Company was incorporated for less than 18 months, this document is not required to be
submitted.
2. List of Equity Breakdown and Board of Directors for Berhad Companies (Appendix G).

L17
Appendix F(c)
BUMIPUTERA EQUITY HOLDING FOR BERHAD COMPANY (for License / Registration Renewal
Application Only)
EXAMPLE 1:

*Note:
Bumiputera equity holding in Berhad
Company must not be less than 35%.
100%
Shareholder Level
Sub-Shareholder
Level
Company
(Berhad) *
Individual
Company
(Sdn. Bhd.)
Company
(Bhd.)
*Note:
Bumiputera equity holding in Berhad
Company must not be less than 35%.
EXAMPLE 2:
Applicant Company (Bhd.) *
Shareholder Level
Individual
Individual
Individual
Company
(Sdn. Bhd.)
Company
(Sdn. Bhd.)
Company
(Sdn. Bhd.)

L18
Appendix F(c)
Shareholder Level
Individual
Individual
Company
(Bhd.)
Senario 1 :
Bumiputera (BM) Equity Holding
SCENARIO 1:
New Application
5%
5%
45%
Original Holding
=
During Renewal
Application
5%
5%
35%
55%
Equity Holding
during renewal
=
45%
Even though Bumiputera equity

holding during renewal
application is less than 51%,
application is accepted based on
the calculation below that is total
calculation is more than 51%.
Calculation example : Based on
original holding that is 45% + 5%
+ 5%
= 55%
(BM Equity Holding does not change)
SCENARIO 2:
New Application
Scenario 2 :

5%
5%
45%
Original Holding
=
During Renewal
Application
4%
4%
35%
55%
Equity Holding
during renewal
=
43%
(BM Equity Holding decreased)
New Application
5%
5%
45%
Original Holding
=
During Renewal
Application
2%
2%
35%
55%
Equity Holding
during renewal
=
(BM Equity Holding decreased)

+ 4%
= 53%
Scenario 3 :
SCENARIO 3:
Even though Bumiputera equity

holding during renewal
application is less than 51%,
application is accepted based on
the calculation below that is total
calculation is more than 51%.
39%
Bumiputera equity holding during

renewal application is less than
51% based on the calculation
below which is total calculation is
less than 51%. As such,
application is rejected.
+ 2%
= 49%

L19
Appendix G
LIST OF EQUITY BREAKDOWN AND BOARD OF DIRECTORS FOR BERHAD COMPANY
Total equity of ABC Berhad (12345-A)
Status
Total number of share
Value per share
Total value of share
Percentage
(RM)
(RM)
(%)
Bumiputera
Non-Bumiputera
Foreign
Total
100%
List of Top 20 Shareholders for ABC Berhad (12345-A)

No.
Name of Individual
or
Name of Company
Individuals IC/passport no.

or
Companys ROC no.
Total number of
share
Value per share
Total value of
share
Percentage
(RM)
(RM)
(%)
Individuals
position /
directors
status
Status
1
(BM/NB/FG)
1
2
3
4
5
6
7
8
9
10
11
12
24APR2012 Equity Breakdown ver3.1 - ENG
L20
Appendix G
13
14
15
16
17
18
19
20
Total
1
BM (Bumiputera) / NB (Non-Bumiputera) / FG (Foreign)
Certified by Company Director/Company Secretary:
Date:
24APR2012 Equity Breakdown ver3.1 - ENG

L21
Appendix H
ORGANISATION CHART INCLUDING MANAGEMENT AND TECHNICAL EMPLOYEES
Organisation chart must follow the format shown below (position, name, salary/allowance, EPF contribution, race and status must be stated). However, the position title in
companys organisation structure normally varies from one company to another.
EXAMPLE:
Manager
Chairman /
Executive Chairman /
President
Name :
Salary / Allowance :
EPF Contribution :
Race :
Status (1 BM/NB/FG):
Chief Executive Officer /

Managing Director /
General Manager
Name :
EPF Contribution :
Race :
Manager
Name :
EPF Contribution :
Race :
Executive
Name :
EPF Contribution :
Race :
Status (1 BM/NB/FG) :
Manager
Name :
EPF Contribution :
Race :
Status (1 BM/NB/FG) :
Executive
Name :
EPF Contribution :
Race :
Name :
EPF Contribution :
Race :
Executive
Name :
EPF Contribution :
Race :
BM (Bumiputera) / NB (Non-Bumiputera) / FG (Foreign)
24APR2012 Organisation Chart ver3.1 - ENG

L22
Appendix I
PERSONAL INFORMATION OF MANAGEMENT AND TECHNICAL EMPLOYEES
Please include personal information for each management and technical employee using the sample form below. Applicant may make copies of this sheet for each management and
technical employee.
Personal details
Name
IC/passport no.
EPF membership no.
EPF contribution
Qualification
Current position and main job scope

Current position
Main job scopes
Working experience with previous company

Company
Position
Main job scopes
Year and duration of

employment
24APR2012 Personal Information ver3.1 - ENG

L23
Appendix J
GUIDELINE FOR AGENCY APPOINTMENT LETTER AND EXCLUSIVE AGENCY
AGREEMENT
Guideline for Agency Appointment Letter
No.
Key Items
Explanation
1.
Relevant parties
a. The appointment letter must be between a principal and a local agent.
2.
Date of appointment
letter
a. The appointment letter must be dated.
3.
Address
a. The appointment letter must be from principal and using the principals
letterhead.
b. The appointment letter must be addressed directly to the local company
applying for license with PETRONAS. Please state the name of person
responsible in the appointed local company or agent. The phrase To
whom it may concern is not accepted.
c. The appointment letter must be from the principals head office.
Appointment from regional office is not accepted. If the principal has
appointed the regional office to appoint the agent, please submit the
related document and acceptance letter from the regional office to accept
that responsibility.
4.
Duration of appointment
a. Validity period and expiry date of appointment must be stated clearly.

Minimum duration of appointment as an agent is 2 years and maximum is
5 years. If principal wishes to extend the duration of appointment to more
than 5 years, principal has to renew the appointment letter.
5.
Exclusive appointment
status
a. The status of agency appointment must be exclusive for the whole of

Malaysia or for Malaysias oil and gas industry.
6.
Service / product
supplied to agent
a. Service / product supplied must be stated clearly.
7.
Territory covered in the

appointment
a. Appointment must at least cover the Malaysias oil and gas industry.
Appointment based on regional (for example East Malaysia or West
Malaysia) is not accepted.
b. Appointment on project basis only is not accepted.
8.
Name and position of

signatories
a. For agency appointment letter, full name and designation of the signatory
from principal must be stated clearly.
24APR2012 Agency Appointment and Agreement ver3.1 - ENG

L24
Appendix J
Example of Agency Appointment Letter
XY GmbH & Co.

(Manufacturer of Protection Equipment)
Full Address
Postcode, Country.
Tel: +49 (0) XXXX / XXXX-X Fax: +49 (0) XXXX / XXXX-XX
E-mail Address: [email protected] Website: www.xx.de
Date of Letter
Name of Agent
Full Address
Postcode, Country.
Attention: Full Name
Designation
Dear Sir,
RE: EXCLUSIVE APPOINTMENT LETTER
We, (name of principal) hereby confirm that your company, (name of agent) has been appointed
as our EXCLUSIVE AGENT specifically in oil and gas market in the territory of Malaysia for our
product as follows:
1.
2.
3.
NO.
Circuit Breaker
Fuse
Protection Relay
PRODUCT
This appointment shall be effective from the date .. for a period of . and must be
renewed in writing before expiration.
Thank you.
Yours faithfully,
SAMPLE
XY GmbH & Co.

Full Name
Designation
Note :
Appointment letter must be renewed before its expiry date.

L25
Appendix J
Guideline for Agency Agreement

No.
Key Items
Explanation
1.
Relevant parties
a. The agency agreement must be between a principal and a local agent.
2.
Date of agency agreement
a. The agency agreement must be dated.
3.
Duration of agency
agreement
a. Validity period and expiry date of agreement must be stated clearly.

The minimum duration of agreement is 2 years. If the duration of the
agreement is not stated, the validity period of the appointment letter will
be used.
4.
Exclusive appointment
status
a. The status of agency appointment must be exclusive for the whole of

Malaysia or for Malaysias oil and gas industry.
b. During the period of appointment, principal is not allowed to give rights
to other individual or companies to represent or market
products/services in the territory covered in the appointment.
5.
Territory covered in the

appointment
a. Appointment must at least cover the Malaysias oil and gas industry.
Appointment based on regional (for example East Malaysia or West
Malaysia) is not accepted.
b. Appointment on project basis only is not accepted.
6.
Name and position of

signatories
a. For agency agreement, the full name and designation of signing parties
from principal and agent must be stated clearly.

L26
Appendix K
INFORMATION ON FACTORY / WORKSHOP AND LIST OF EQUIPMENTS
Factory / fabrication yard / workshop / store
Address
Area
Ownership (please tick )
Self-owned
Rented
Name of Owner (if rented)

Address of Owner (if rented)
Manufacturing license from Malaysian Industrial Development Authority (MIDA) / Local council
License number
License duration
Please include copy of certificate for the above manufacturing license.

24APR2012 List of Equipments ver3.1 - ENG
L27
Appendix K
List of Equipments
No.
Equipment / machine / hardware / software / vehicle
Quantity /
Size / Area
Ownership
(self-owned / rented)
Owner (if rented)
24APR2012 List of Equipments ver3.1 - ENG

L28
Appendix L
GUIDELINE FOR HEALTH, SAFETY AND ENVIRONMENT (HSE) MANAGEMENT SYSTEM
Company applying for scope of service/product (Manufacturer, Fabricator, Assembler, Packager and Chemical
Blender) must submit the documents as stated below:
Total
Companys
permanent
employees
1-39
HSE management documents to be submitted
a. Company HSE Policy Statement (The policy statement must be complete with signature and
date. Policy statement which exceeds 5 years from the date of license/registration application is
not valid).
b. Companys HSE objectives and annual target.
c. Companys organisation chart indicating the employee responsible towards the Companys
HSE (HSE Focal Person).
d. Companys HSE achievement report indicating accidents, frequency of loss time injury and
frequency of cases recorded.
e. The latest Minutes of Meeting of the HSE Management.
40-99
not valid).
c. Companys organisation chart indicating division/department/HSE unit.
d. Organisation chart for HSE Committee Members (please refer to the format in the next
page).
e. Companys HSE achievement report indicating accidents, frequency of loss time injury and
f.
100
The latest Minutes of Meeting of the HSE Management.
not valid).
c. Companys organisation chart indicating division/department/HSE unit.
d. Organisation chart for HSE Committee Members (please refer to the format in the next
page).
e. Copy of qualification certificate as Safety Officer (Competent Safety/HSE Officer) issued by
JKKP (DOSH Certification).
f.
Companys HSE achievement report indicating accidents, frequency of loss time injury and
g. The latest Minutes of Meeting of the HSE Management.
24APR2012 HSE List ver3.1 - ENG

L29
Appendix L
The following diagram is an example of format for HSE Committee Members organisation chart for companies having
40 or more permanent employees:
HSE Committee Chairman

(Employers Representative)
Name :
Position :
HSE Secretary
(HSE Manager/Safety Officer registered
1
with JKKP )
Name :
Position :
Committee Member
(Employees
Representative)
Name :
Position :
1
Committee Member
(Employees
Representative)
Name :
Position :
Please include copy of qualification certificate as Safety Officer (Competent Safety/HSE Officer) from JKKP (DOSH
Certification) for Company having 100 or more permanent employees.
Please be informed that Health, Safety and Environment (HSE) Management System is only applicable for relevant
scopes as stated in SWEC.
24APR2012 HSE List ver3.1 - ENG

L30
Appendix M
DOCUMENT CHECKLIST FOR UPDATING COMPANYS PROFILE
No.
Updating Profile
1. Change in Companys name
For
Applicants
Use
a. Official application letter from Company stating the change in

the Companys name.
b. Copy of the latest Form 13 (Perakuan Pemerbadanan Atas
Pertukaran Nama Syarikat) indicating the change in the
Companys name as declared.
2. Increase in Companys shares
a. Official application letter from Company stating the increase in

the Companys shareholding.
b. Copy of the latest Form 24 (Return of Allotment of Shares)
indicating the increase of Companys shareholding as
declared.
3. Increase in the Companys subshareholding
a. Official application letter from Company stating the increase in

the Companys sub-shareholding.
b. Copy of the latest Form 24 (Return of Allotment of Shares)
indicating the increase of Companys sub-shareholding as
declared.
4. Companys share transfer
a. Official application letter from Company stating the transfer of

Companys share to new shareholder(s).
b. Copy of the latest Form 32A (Form of Transfer of Securities)
indicating the transfer of shares to the new shareholder(s) as
declared.
5. Companys sub-share transfer
a. Official application letter from Company stating the transfer of

Companys sub-share to new sub-shareholder(s).
b. Copy of the latest Form 32A (Form of Transfer of Securities)
indicating the transfer of sub-shares to the new subshareholder(s) as declared.
6. Change in structure of Companys

Board of Directors

the members of the Companys Board of Directors.
b. Copy of the latest Form 49 (Return Giving Particulars In
Register of Directors, Managers and Secretaries and Changes
of Particulars) indicating the latest member of Board of
Directors as declared.
7. Change in Companys management

employees

the Companys management employees.
b. Copy of the latest Companys organisation chart. Please refer
to Appendix H - Organisation Chart Including Management
and Technical Employees for further information.
c. Copy of document indicating the personal information,
academic qualification and experience for the management
employees. Please refer to Appendix I - Personal
Information of Management and Technical Employee for
further information.
24APR2012 Update Company Profile ver3.1 - ENG

L31
Appendix M
d. Copy of document confirming Companys permanent
employees.
8. Change in the Companys Financial

Year-End
a.
For employees contributing to Employees Provident Fund

(EPF), Company must submit copy of the latest 1 month
EPF statement (Form A) issued by EPF together with
payment receipt or bank slip (if payment is made through
bank)
b.
For member of Board of Directors or employee who does

not contribute to EPF, Company must submit copy of the
latest 1 month salary payment slip / voucher.
c.
For newly-joined employees, Company must submit the

offer letter for the employees position and confirmation of
acceptance of the position from the employee.

the Companys financial year-end.
b. Copy of Board of Directors Resolution for Change in the
Companys Financial Year-End.
9. Latest Audited Annual Financial

Report
a. Official application letter from Company stating the submission

of Audited Annual Financial Report in fulfilling the special
condition of License / Registration.
b. Copy of the annual Financial Report must be audited, signed
by the Commissioner of Oath and shareholders fund must be
positive. If the shareholders fund is negative, application will
not be accepted.
10. Appeal to extend the date of

submission of the Audited Annual
Financial Report
a. Official application letter from Company stating the appeal to

extend the date of submission of Audited Annual Financial
Report in fulfilling the special condition of License /
Registration.
b. Copy of unaudited Financial Report or Management Report.
c. Official application letter from Company from the Audit Firm
confirming that the Companys Financial Report is still in
process of audit and expected completion date.
11. Copy of certificate from other

Ministries / Department / Government
Agencies

of copy of certificate(s) from other relevant Ministries /
Department / Government Agencies in fulfilling the special
condition of License / Registration.
b. Copy of certificate(s) from other relevant Ministries /
Department / Government Agencies.
12. Copy of appointment letter and

agency agreement as exclusive agent
a. Official application letter from Company stating the copy of

appointment letter and agreement as exclusive agent in
fulfilling the special condition of License / Registration.
b. Copy of valid appointment letter and agency agreement in
fulfilling the special condition of License / Registration.
c. Please refer to Appendix J Guideline for Agency
Appointment Letter and Exclusive Agency Agreement for
further information and sample of appointment letter.
L32
Appendix M
13. Termination as an exclusive agent
a. Official application letter from Company stating the termination

as an exclusive agent.
b. Copy of previous appointment letter and agency agreement.
c. Copy of letter of termination and acceptance as an exclusive
agent from previous principal or to previous principal.
d. If Company has a new principal or previous principal merge
with other principal, Company is encouraged to apply for
Change of Principal.
14. Fulfilling the minimum Bumiputera

requirement (at the Companys
shareholders / Board of Directors /
management and employee levels)

of documents in fulfilling the minimum Bumiputera requirement
at the Companys shareholder / Board of Director /
management and employee levels.
b. Shareholders level :
i)
Copy of the latest Form 24 (Return of Allotment of
Shares);
ii) The latest Form 32A (Form of Transfer of Securities);
and
iii) The latest Form of Annual Return of a Company Having
a Share Capital.
c. Board of Directors level :
i)
Copy of the latest Form 49 (Return Giving Particulars in
Register of Directors, Managers and Secretaries and
Changes of Particulars).
d. Management level:
i)
Copy of the Companys latest organisation chart. Please
refer to Appendix H Organisation Chart Including
Management and Technical Employees for further
information;
ii)
Copy of document indicating personal information,
academic qualifications and experience for management
employees. Please refer to Appendix I- Personal
Information Of Management and Technical
Employee; and
iii) Copy of document confirming Companys permanent
employees.
For employees contributing to Employee Provident
Fund (EPF), Company must submit copy of the latest
1 month EPF statement (Form A) issued by EPF
together with payment receipt or bank slip (if payment
is made through bank).
For member to Board of Directors or employee who

does not contribute to EPF, Company must submit
copy of the latest 1 month salary payment voucher /
slip.
For employee who just joined, Company must submit

the offer letter of employee position and confirmation
of acceptance of the position from that employee.
e. Employees level :
i)
Copy of the Companys latest organisation chart. Please
refer to Appendix H Organisation Chart Including
Management and Technical Employees for further
information;
ii)
Copy of document indicating personal information,
academic qualifications and experience for management
employees. Please refer to Appendix I- Personal
Information Of Management and Technical
Employee; and
iii) Copy of document confirming Companys permanent
employees.
For employees contributing to Employee Provident
Fund (EPF), Company must submit copy of the latest
1 month EPF statement (Form A) issued by EPF
together with payment receipt or bank slip (if payment
is made through bank).
L33
Appendix M
15. Other Special Condition of License /

Registration (example: Companys
facilities, Companys experience, list
of Companys equipment and others)
For member to Board of Directors or employee who

does not contribute to EPF, Company must submit
copy of the latest 1 month salary payment voucher /
slip
For employees who just joined, Company must

submit the offer letter of employee position and
confirmation of acceptance of the position from that
employee.

of documents in fulfilling special conditions of the License /
Registration.
b. Relevant supporting documents.
Note:
For updating Companys profile or fulfilling special conditions of the License / Registration (if any), documents stated above (whichever
that is relevant) must be submitted together with official letter from the Company (Companys letterhead).
Decision made for any appeal to update companys profile or fulfilling special condition of the License/Registration (if any) is at
the discretion of the management of PETRONAS Licensing and Registration Section.
In view that the SRM ROS and SUS systems are fully online, submission of documents to meet the Licensing / Registration special
conditions or updating companys profile must be through softcopy and sent via online. Submission of supporting documents via
hardcopy, fax and email are not accepted.
L34

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What are the requirements for applying for a PETRONAS license or registration?

What are the requirements for applying for a PETRONAS license or registration?

What are the different types of license/registration applications?

What are the different types of license/registration applications?

GENERAL GUIDELINES

APPLICATION FOR PETRONAS LICENSE AND

Licensing and Registration,

IMPORTANT NOTICE FOR APPLICANT

24APR2012 General Guidelines ver3.1 - ENG

GENERAL REQUIREMENTS FOR APPLICATION OF PETRONAS LICENSE /

LICENSE / REGISTRATION APPLICATION INVOLVING A FOREIGN COMPANY

STANDARDISED WORK & EQUIPMENT CATEGORIES (SWEC)

PROCEDURE FOR APPLICATION OF PETRONAS LICENSE/REGISTRATION

6.1 Application for New License/Registration

PROCESSING FEE PAYMENT

7.1 Procedure for Payment of Processing Fee

10. OPPORTUNITY TO PARTICIPATE IN TENDERS

11. ENQUIRIES AND CONSULTATION SERVICE AND ITS OPERATING HOURS

24APR2012 General Guidelines ver3.1 - ENG

Document Checklist for New / Upgrading Registration to License

Document Checklist for Renewal Application

Document Checklist for Extension of Scope Application

Document Checklist for Change of Principal Application

Modes of Operation and List of Documents to be Enclosed

Appendix F (a): Example of Shareholding Structure

Appendix F (b): List of Documents to be Enclosed for Shareholding Structure

List of Equity Breakdown and Board of Directors for Berhad Companies

Organisation Chart Including Management and Technical Staff

Personal Information of Management and Technical Staff

Guideline for Agency Appointment Letter and Exclusive Agency

Information on Factory / Workshop and List of Equipments

Guideline for Health, Safety and Environment (HSE) Management

Document Checklist for Updating Companys Profile

24APR2012 General Guidelines ver3.1 - ENG

Issuance of PETRONAS License is based on the Petroleum Development Act and

1.3 Purpose of a valid License/Registration

With a valid Registration, an entity is allowed to supply goods/services to the downstream

GENERAL REQUIREMENTS FOR APPLICATION OF PETRONAS LICENSE / REGISTRATION

Land Surveyor, Quantity Surveyor, Architect or other related professional bodies.

24APR2012 General Guidelines ver3.1 - ENG

75% minimum Bumiputera participation for Board of Directors,

LICENSE / REGISTRATION APPLICATION INVOLVING A FOREIGN COMPANY

appointing a local company as an exclusive agent representing them.The appointed agent

DEF Sdn. Bhd.

Foreign Principal appoints

Diagram 1: Foreign company appoints local company as an exclusive agent

Form a new Joint Venture (JV) company with a local company.

DEF Sdn. Bhd.

joint venture between foreign

GHI Sdn. Bhd.

STANDARDISED WORK & EQUIPMENT CATEGORIES (SWEC)

SWEC for Product PXXXXXXXX (Code begins with P)

SWEC for Services SXXXXXXXX (Code begins withS)

Work Category Application Type Indicator

Diagram 3: SWEC List

Access to the PETRONAS official website www.petronas.com.my

Application Type L and R

SWEC Category Selection Guideline

Any applicants applying for License / Registration or has been