GUIDELINES FOR THE

SERVICES EXPORT FUND

(SEF)

Note:
This guideline is only applicable for application submitted from 1 January 2017
onwards and subject to review and changes from time to time without prior
notification.

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 As of 11 October 2019

GUIDELINES FOR THE SERVICES EXPORT FUND (SEF) 2017

WHAT IS SERVICES EXPORT FUND (SEF)?

The Services Export Fund (SEF) is a scheme to provide assistance to Malaysian

Service Providers (MSPs), Trade & Industry Associations, Chambers of Commerce
and Professional Bodies to undertake activities to expand and venture into the
international market.

OBJECTIVE

The objectives of SEF are:

i. to increase the competitiveness of Malaysian Service Providers (MSPs)

overseas;
ii. to increase accessibility and expand export of MSPs in the global market;
iii. to expand the scope for export promotion to gain market access and export
opportunities for services; and
iv. to raise the profile of Malaysia at the international level as competent service
provider and brand Malaysia as a supplier of services.

ELIGIBILITY CRITERIA

To qualify for the SEF:

A. Malaysian Service Providers (MSPs) must be:

i. Incorporated under the Companies Act 1965, Malaysia;

OR
Malaysian professionals either sole proprietors or partnership, registered with
respective professional authorities in Malaysia;

ii. Having at least 60% equity owned by Malaysian;

iii. Company must be in operation for at least one (1) year and not a dormant
company;

iv. Not a Government Linked Company;

v. Registered with MATRADE under the Malaysia Exporters Registry (MER) at

www.matrade.gov.my/ms/online-applications/register-as-matrade-member and

vi. Exporting Malaysian Services.

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B. Trade & Industry Associations, Chambers of Commerce & Professional
Bodies (Only for Activity 1 – 4)

i. Registered with the Registrar of Society (ROS) or Associated Professional

Authority.

Note:
i. A company that is inactive or dormant is not eligible for SEF. A company is considered dormant if the
company is not carrying on any business activity or does not have any significant accounting transaction for
one financial year
.
ii. Government Linked-Companies (GLCs) are defined as companies that have a primary commercial
objective and in which the Malaysian Government (federal or state government) has a direct controlling
stake and part of the company’s equity is owned by the government. Controlling stake also refers to the
Government’s ability (not just percentage ownership) to appoint BOD members, senior management,
major decisions maker (e.g contract awards, strategy, restructuring and financing, acquisitions and
divestments etc.) for GLCs either directly or through GLICs in which are not eligible under SEF.

iii. Appointed agents or consultants are not eligible to apply.

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ELIGIBLE SECTORS

All services sectors are eligible to apply except tourism and financial sectors. Among
the focus sectors are:

 Oil and Gas  Construction and Related Professional Services

 Aerospace  Maintenance, Repair and Overhaul (MRO)
 Logistics  Information and communications technology (ICT)
 Legal  Electronics Manufacturing Services (EMS)
 Accounting  Maritime
 Franchising  Healthcare
 Education  Engineering Services
 Business services  Halal Related Services

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FORM OF ASSISTANCE

The assistance is extended in the form of reimbursable grant and soft loan.

MAXIMUM ASSISTANCE UNDER SEF

Each company is eligible for a maximum of RM5 million in reimbursable grant and
soft loan for the duration of the period 2015 – 2020. The maximum amount of grant
and soft loan for each activity is according to the maximum limit set for the activity.
This is subject to the availability of the fund.

Any applicant that has utilised the maximum amount is not eligible for consideration.

APPLICATION AND CLAIM PROCEDURE FOR GRANT

A. Application for Approval in Principle (Only Activity 5)

 It is compulsory to submit application for approval in principle before undertaking

Activity 5. The company must apply within the bid eligibility period or ninety (90)
days of receiving the Letter of Intent / Invitation/ Interest (LOI) / Letter of
Awareness / Agreement (LOA) from the government of the host country,
government of Malaysia or international institution.

 No approval in principle is required for Activity 1 – 4.

 Application must be submitted online to MATRADE at:

www.matrade.gov.my/sef/form

 Applicant can either submit standard supporting documents and additional

documents in hardcopy OR email the scanned documents to
[email protected]

 The hardcopy OR scanned documents must be received by SEF Secretariat

within seven (7) working days from the online submission date of the application.
The required documents are:
i. One (1) set of SEF Online Application Form A and Form B; and
ii. One (1) set of Standard Supporting Documents and Additional Documents.

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STANDARD SUPPORTING DOCUMENTS

List of Standard Supporting Document

Service Providers
 Certificate of Incorporation Form 9 or Form 13
 Latest Form of Annual Return of Company Having a Share Capital (full set)
 Latest Financial Audited Account (full set)

OR

Professional Services (Partnership / Sole Proprietor)

 Registration Letter / License/ Certificate issued by Professional Services Body
 Latest Financial Audited Account (full set) / Management Account / Income
Statement / Company Account

OR

Chambers of Commerce, Trade and Industry Associations & Professional

Bodies
 Registration certification issued by the Registrar of Society / Associated
Professional Body / Certificate of Incorporation of Public Company (Form 8)

AND

Other Documents
 Company brochure/ company profile/ other relevant documents.
 List of past projects / jobs undertaken (including overseas projects).
 Latest EPF Statement / latest salary slips / appointment letters of contract
staff(s) for staffs who will undertake the project.
 Declaration letter by Malaysian entity (Format is as per Appendix A)
 Outcome Report (Format is as per Appendix B. Applicable only for Claim
Submission)

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B. Claim Submission

 Claims submission must be made by completing the SEF Online Claim Form
through online at www.matrade.gov.my/sef/form after undertaking the activity.

 Applicant can either submit standard supporting documents and additional

documents in hardcopy OR email the scanned documents to
[email protected]

 The reimbursement of claims will be based on actual proof of eligible expenses.

Applicant must submit either the hardcopy of original receipts / bank statements /
credit card statements / telegraphic transfers and invoice(s) OR email the scanned
original proof of payment document in colour to [email protected]

 If applicant is unable to provide original receipts, photocopies must be certified by an

External Auditor / External Chartered Accountants / Commissioner of Oaths / issuer
of the payment document.

 The hardcopy OR scanned documents must be received by SEF Secretariat

within seven (7) working days from the online submission date. The required
documents are:
i. For Activity 1 – 4, applicant has to submit:
a) One (1) set of SEF Online Form B; and
b) One (1) set of Standard Supporting and Additional Documents.
ii. For Activity 1 – 5, applicant has to submit one (1) set of SEF Online Claim
Form C.

 Deadline for claim submission are as follows:

Activity 1- 2 : Within 40 days from the last date of the event.

Activity 3 : Claims can be made twice and the last claim must be within 40
days after 12 months of the establishment of the office or
termination of the office contract, whichever is earlier.

Activity 4 : Within 40 days from the date of shipment.

Activity 5 : Based on progress of the feasibility study together with

progressive report. The last claim must be within 40 days after
completion of the study together with final report.

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 For foreign currency, please quote using the Accountant General (AG) exchange
rate based on the date of payment. AG rate can be downloaded at
http://portal.anm.gov.my/main.php?Content=sections&SectionID=18. For exchange
rate where RM = 100 unit, the rate must be divided by 100, for example: AED
92.6900/100 = 0.926900.

 All claim documents must be under the applicant’s name. Claim documents other
than the applicant is not eligible.

 Documents not in the English language must be accompanied by English

translation.

 In the event of false claims and documents, applicants shall be blacklisted and shall
be required to reimburse all grants received from MATRADE. If required, report shall
be made to the relevant authorities.

 Changes to the guideline shall be made from time to time without prior notification.

 MATRADE has the right to reject any application without detailed explanation and no
reimbursement will be made whatsoever to the cost incurred by the company.

 MATRADE members who have received financial assistance from MATRADE are
not allowed to take legal action on MATRADE.

APPLICATION PROCEDURE FOR SOFT LOAN

 Application for SEF SOFT LOAN must be submitted directly to Malaysian Industrial
Development Finance Berhad (MIDF) at www.midf.com.my. All application and
processing of SEF Soft Loan is subject to MIDF terms and conditions.

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ELIGIBLE ACTIVITY

The disbursement of SEF to MSPs is through the provision of grants and soft loans.

A. GRANT

ACTIVITY 1

DESCRIPTION REQUIRED DOCUMENTS FORM

50% reimbursable grant for eligible expenses incurred up to a maximum of RM50,000 per company.

(a) Promoting Malaysian expertise in services at  Standard Supporting Documents SEF FORM B
international events overseas as speaker in (refer to page 6 & 7)
conferences, forums and participating in  Event programme (Format is as per Appendix C) SEF FORM C1 (a)
services industry related competitions.  Invitation letter from the organizer as a speaker/
participant in competition
Eligible expenses are:  Confirmation letter from the organizer as a speaker/
 Economy class airfare for one (1) person. Cost participant in competition
does not include items such as visa fees,
excess baggage, insurance premium, agent Note:
collection fee and surcharge. Outcome report (Appendix B) for the activity undertaken
as indicated under the Standard Supporting Documents
 One (1) standard hotel room not exceeding is compulsory. Claim application will not be considered
RM1,000 per night. Payment will cover for the without this document.
duration of the event or a maximum of five (5)
nights, whichever is lower. Cost does not
include items such as taxes and breakfast.

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 DESCRIPTION REQUIRED DOCUMENTS FORM

Note:
(i) Export promotional activities must not be subsidised or sponsored Airfare
by third parties (e.g Ministries or Government agencies / Trade  Copy of Invoice
and Industry Associations / Chambers of Commerce / Professional  Original Receipt/ Bank Statement/ Credit Card
Bodies and Others)
Statement/ Telegraphic Transfer
(ii) The activity must be related to the promotion of export for the  Copy of Flight Itinerary/ Boarding pass/ Air ticket/
industry or professional services. It does not apply to seminars, Passport with Immigration stamp of entry into & exit
workshops or training for the purpose of acquiring skills, upgrading
knowledge or human capital development. from the foreign country

Accommodation
 Copy Invoice(s)/ Guest Folio
 Original Receipt/ Bank Statement/ Credit Card
Statement/ Telegraphic Transfer

(b) Travelling expenses for tender bidding.  Standard Supporting Documents SEF FORM B
(refer to page 6 & 7)
Eligible expenses are:  Invitation letter for tender bidding / Tender notice SEF FORM C1 (b))
 Economy class airfare for one (1) person. Cost  Copy of acknowledgement to prove submission of
does not include items such as visa fees, tender document.
excess baggage, insurance premium, agent  Copy of cover page, table of content, first page and
collection fee and surcharge. last page of the tender document submitted

 One (1) standard hotel room not exceeding Note:

RM1,000 per night. Payment will cover for the Outcome report (Appendix B) for the activity undertaken
duration of the event or a maximum of five (5) as indicated under the Standard Supporting Documents
nights, whichever is lower. Cost does not are compulsory. Claim application will not be considered
include items such as taxes and breakfast. without this document.

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 DESCRIPTION REQUIRED DOCUMENTS FORM
Airfare
 Copy of Invoice
 Original Receipt/ Bank Statement/ Credit Card
Statement/ Telegraphic Transfer
 Copy of Flight Itinerary/ Boarding pass/ Air ticket/
Passport with Immigration stamp of entry into & exit
from the foreign country

Accommodation
 Copy Invoice(s)/ Guest Folio
 Original Receipt/ Bank Statement/ Credit Card
Statement/ Telegraphic Transfer

(c) Procuring commercial intelligence / market  Standard Supporting Documents SEF FORM B
reports for assessing business opportunity (refer to page 6 & 7)
or projects overseas.  Copy of quotation SEF FORM C1 (c)
 Copy of Invoice
Purchase of market & surveys reports relevant to  Original Receipt/ Bank Statement / Credit Card
the services industry e.g. geotechnical, Statement/ Telegraphic Transfer
hydrological, ground surveys and other related  Copy of front page, table of content, first page and
information last page of the commercial intelligence/ market
report

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 DESCRIPTION REQUIRED DOCUMENTS FORM

Note:
Outcome report (Appendix B) for the activity undertaken
as indicated under the Standard Supporting Documents
is compulsory. Claim application will not be considered
without this document.

ACTIVITY 2

DESCRIPTION REQUIRED DOCUMENTS FORM

50% reimbursable grant for eligible expenses incurred up to a maximum of RM50,000 per company.

(a) Rendering services for projects undertaken  Standard Supporting Documents SEF FORM B
overseas. (refer to page 6 & 7)
 Business visit programme SEF FORM C2 (a)
Travelling cost to execute project secured (Format is as per Appendix C)
overseas.  Invitation letter/ proof of request from project owner to
undertake business visit in rendering services
Eligible expenses are:  Project contract secured overseas
 Economy class airfare for one (1) person.
Cost does not include items such as visa fees,
excess baggage, insurance premium, agent
collection fee and surcharge.

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 DESCRIPTION REQUIRED DOCUMENTS FORM

 One (1) standard hotel room not exceeding Note:

RM1,000 per night. Payment will cover for the Outcome report (Appendix B) for the activity undertaken
duration of the event or a maximum of five (5) as indicated under the Standard Supporting Documents
nights, whichever is lower. Cost does not is compulsory. Claim application will not be considered
include items such as taxes and breakfast. without this document.

Airfare
 Copy of Invoice
 Original Receipt/ Bank Statement/ Credit Card
Statement/ Telegraphic Transfer
 Copy of Flight Itinerary/ Boarding pass/ Air ticket/
Passport with Immigration stamp of entry into & exit
from the foreign country

Accommodation
 Copy of Invoice / Guest Folio
 Original Receipt/ Bank Statement/ Credit Card
Statement/ Telegraphic Transfer

(b) Presentation to potential clients for  Standard Supporting Documents SEF FORM B
assessing business and projects overseas. (refer to page 6 & 7)
 Business visit programme SEF FORM C2 (b)
Eligible expenses are: (Format is as per Appendix C)
 Economy class airfare for one (1) person. Invitation letter/ proof of request from potential clients
Cost does not include items such as visa fees, to undertake business visit
excess baggage, insurance premium, agent
collection fee and surcharge.

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 DESCRIPTION REQUIRED DOCUMENTS FORM

 One (1) standard hotel room not exceeding Note:

RM1,000 per night. Payment will cover for the Outcome report (Appendix B) for the activity undertaken
duration of the event or a maximum of five (5) as indicated under the Standard Supporting Documents
nights, whichever is lower. Cost does not is compulsory. Claim application will not be considered
include items such as taxes and breakfast. without this document.

Airfare
 Copy of Invoice
 Original Receipt/ Bank Statement/ Credit Card
Statement/ Telegraphic Transfer
 Copy of Flight Itinerary/ Boarding pass/ Air ticket/
Passport with Immigration stamp of entry into & exit
from the foreign country

Accommodation
 Copy of Invoice / Guest Folio
 Original Receipt/ Bank Statement/ Credit Card
Statement/ Telegraphic Transfer

(c) Preparation of prototype, system  Standard Supporting Documents SEF FORM B

customisation / localisation to meet projects (refer to page 6 & 7)
requirements overseas.  Copy of Quotation SEF FORM C2 (c)
Copy of proof of request from clients to prepare
Cost of preparing prototype or system prototype, system customisation / localisation
customisation / localisation to present to potential
clients overseas.

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 DESCRIPTION REQUIRED DOCUMENTS FORM

 Copy of Invoice
Eligible expenses are:  Original Receipt/ Bank Statement/ Credit Card
 Related expenses in preparing prototype, statement/telegraphic transfer
system customisation / localisation.  Photo of the prototype, details content of
customsation / localisation

Note:
Outcome report (Appendix B) for the activity undertaken
as indicated under the Standard Supporting Documents
is compulsory. Claim application will not be considered
without this document.

ACTIVITY 3

DESCRIPTION REQUIRED DOCUMENTS FORM

50% reimbursable grant for eligible expenses incurred in the initial twelve (12) months for the setting up of office overseas, up to a
maximum of RM150,000 per company (whichever is earlier).

Initial Cost of Setting up Office Overseas for the  Standard Supporting Documents SEF FORM B
purpose of: (refer to page 6 & 7)
SEF FORM C3
i. undertaking activities for promotion of Malaysian
services;

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 DESCRIPTION REQUIRED DOCUMENTS FORM
ii. seeking opportunity for outsourcing and  Copy of Tenancy Agreement/ Office Lease
subcontracting business; Agreement OR Confirmation letter from overseas
iii. to undertake research on the market; and client / JV partners on office agreement for shared
iv. to undertake and monitor implementation of office if the company is not under the name of the
projects and contracts. applicant.
 Copy of Official Documents/ Local Authority
Eligible expenses are: confirming registration/ setting up office overseas OR
 Rental of office. Copy of Contract of ongoing project/ project to be
 Maintenance fees / service charge (exclude implemented.
deposits and taxes).  Copy of Official Receipt for Deposit payment
 Utilities: Electricity and water.  Copy of Invoice (s) for office rental, maintenance fees
and utilities.
Type of Office:  Original receipt/ Bank Statement/ Credit Card
 Subsidiary office; Statement/ Telegraphic Transfer for office rental,
 Branch Office; maintenance fees and utilities.
 Representative office;
 Shared office; Note:
 Virtual office. Outcome report (Appendix B) for the activity undertaken
as indicated under the Standard Supporting Documents
Note: is compulsory. Claim application will not be considered
i. Claimable expenses are for the initial twelve (12) months set up without this document.
of overseas office.
ii. The office set up must be at the commercial area

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ACTIVITY 4

DESCRIPTION REQUIRED DOCUMENTS FORM

50% reimbursable grant for eligible expenses incurred up to a maximum of RM1 million per company.

Logistic cost for sending Malaysian products /  Standard Supporting Documents SEF FORM B
equipment for project abroad implemented by (refer to page 6 & 7)
Malaysian services companies (port to port).  Supply Contract / Appointment letter from Malaysian SEF FORM C4
project owner overseas to supply product / equipment
For this activity, the following criteria will apply:  Purchase order from Malaysian project owner
i. The projects abroad must be awarded to overseas for sending of Malaysian product /
Malaysian services companies; and equipment
iii. The products / equipment must be made in  Copy of Quotation from Logistic Provider
Malaysia.  Copy of Invoice
 Original Receipt/ Bank Statement/ Credit Card
Examples of projects undertaken overseas are Statement/ Telegraphic Transfer
infrastructure development, housing, hospital design  Copy of Bill of Lading
& built, IT solution & integration and oil & gas  Copy of Packing List
fabrication works.
Note: Note:
i. Cost does not include items such as import duties, insurance, Outcome report (Appendix B) for the activity undertaken
bank guarantee and surcharge. as indicated under the Standard Supporting Documents
ii. Companies are not eligible for the grant if any of the cost of the
eligible expenses is already sponsored or borne by the project is compulsory. Claim application will not be considered
owner. without this document.

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ACTIVITY 5

DESCRIPTION REQUIRED DOCUMENTS FORM

50% reimbursable grant for eligible expenses incurred up to a maximum of RM3 million per company.

Conduct feasibility study for specific APPROVAL IN PRINCIPLE

international project overseas. Approval in Principle
 Standard Supporting Documents (compulsory)
The feasibility study can be for new projects, for (refer to page 6 & 7) with additional requirements as SEF FORM A5 (a)
expansion and rehabilitation of existing projects. follows: SEF FORM A5 (b)
SEF FORM A5 (c)
The applicant can engage consultant(s) to assist in Latest Financial Audited Account (full set) with profit after SEF FORM A5 (d)
undertaking the feasibility study. tax not less than 10% of the value of the grant applied. If SEF FORM A5 (e)
the applicant is not able to meet this condition, the SEF FORM A5 (f)
The proposed feasibility study should: following documents can be accepted as evidence of SEF FORM A5 (g)
financial capabilities to undertake the study: SEF FORM A5 (h)
i. fulfill its objectives and has a good chance to SEF FORM B
secure the implementation of the project; 1. For a company/ Sole proprietors, professionals and
partnerships that are registered with respective Claim
ii. include the timeline for the study to be professional authorities in Malaysia: SEF FORM C5 (a)
completed; SEF FORM C5 (b)
a) Company/ Firm latest six (6) months bank statements SEF FORM C5 (c)
iii. include buy-in and other sources of funding
with the average balance amount not less than 10% of SEF FORM C5 (d)
from private and public sector organisation(s)
the value of the grant applied; or SEF FORM C5 (e)
to realise the project ;
SEF FORM C5 (f)
iv. include local content requirements (if any); b) Director(s)/ Individual partner(s) latest six (6) months SEF FORM C5 (g)
bank statements with the average balance amount not SEF FORM C5 (h)
v. identify a positive impact on other less than 10% of the value of the grant applied and letter SEF FORM C5 (i)
SEF FORM C5 (j)

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 DESCRIPTION REQUIRED DOCUMENTS FORM
developmental aspects including job creation, of undertaking to provide personal financing to the
skills development, linkages with small, company to undertake the activities; or
medium and micro enterprises
c) Credit line or loan facilities with local or foreign bank
with value of not less than 20% of the value of grant
The SEF Fund Approval Committee will take into applied.
account the following additional factors when
considering application. Additional documents:

i. risk assessment of the country in which the  Project Brief (Format is as per Appendix D)
project is located;
 Letter of Intent / Invitation/ Interest (LOI)/ Letter of
ii. the need to utilise to the fullest extent Awareness/ Agreement (LOA) or support by the host
Malaysian expertise and technology; country, Malaysia government or international
institution.
iii. viability of the project to be undertaken;
 Qualification, experience and number of employees
iv. downstream benefits and commercial involve for the study e.g. professional, sub
linkages; and professional & support.
v. enhancement of Malaysia’s image as a  Latest EPF Statement, latest salary slips and
supplier of quality products and services. appointment letters of contract staff(s) for staffs who
will undertake the project.
Successful applicant for SEF Grant is required to
sign a Letter of Acceptance with MATRADE. This CLAIM SUBMISSION
document confirms:
 Progress and outcome report for the activity
i. acceptance and full compliance with the undertaken is compulsory. Claim application will not
conditions attached to the grant; be considered without this document.

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 DESCRIPTION REQUIRED DOCUMENTS FORM

ii. MATRADE has the right to cancel the  Copy of final report submit to the government of the
approval of the grant and seek reimbursement host country or international institution (submit during
of the grant disbursed, in the event of a final claim)
breach of the conditions attached to the grant;  Copy of tender submission (if applicable).
 Plan of action after submission of study report to host
iii. the grant beneficiary should complete the country to secure implementation of project (submit
study process; during final claim).
 Regular update on securing the implementation of
iv. applicant is required to provide MATRADE the project.
with progress report and outcome on the
projects after obtaining the grant; Staff Cost
 Time sheet claim
v. to conduct forum, seminar and workshop for  Summary of time sheet
the purpose of information sharing within six  Total Staff Cost
(6) months after the feasibility study  Latest EPF Statement
completed (if necessary); and
 Latest salary slip for all staffs involve
 Appointment letter of contract staff(s)
vi. MATRADE has the right to use the report,
deliverable and outcome of the feasibility
Airfare
study for any promotional activities undertaken
by MATRADE.  Copy of Invoice(s)
 Original Receipt / Bank Statement/ Credit Card
vii. Other request / requirement by MATRADE Statement/ Telegraphic Transfer
 Copy of Flight Itinerary/ Boarding pass/ Air ticket/
The activities and expenses covered under the Passport with Immigration stamp of entry into & exit
grant are: from the foreign country

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 DESCRIPTION REQUIRED DOCUMENTS FORM
Note: Hotel Accommodation
Applicant can claim for expenses incurred for their staff i.e. staff cost,
airfare, hotel accommodation and overseas ground transport. If  Copy Invoice / Guest Folio
consultant(s) is engaged, these expenses should be part of the  Original Receipt/ Bank Statement/ Credit Card
consultancy fees. Statement/ Telegraphic Transfer
(a) Staff Costs Overseas Ground Transport
 Copy of Invoice except for taxi
The fees and cost of professional, sub-
 Original Receipt/ Bank Statement/ Credit Card
professional and administrative support
Statement/ Telegraphic Transfer
staff listed in EPF statement and contract
staff (hired with appointment letter) directly
Technical Surveys, Studies & Reports
involved in the study.
 Copy of Invoice
All approved cost must be in accordance  Original Receipt/ Bank Statement/ Credit Card
with the man hours contributed to the Statement/ Telegraphic Transfer
project and calculated against the latest
salary stated in the salary slip. Technical Design/Drawing & Printing
 Copy of Invoice
(b) Travel and accommodation expenses  Original Receipt/ Bank Statement/ Credit Card
related to briefings, technical visits and Statement/ Telegraphic Transfer
consultative meetings  Copy of Technical Design/ Drawings (A3 size)

Expenses covered (only cover from Translation, Printing & Binding of Final Report
Malaysia to project site vice versa):  Copy of Invoice
i. Economy class airfare. Cost does not  Original Receipt/ Bank Statement/ Credit Card
include items such as visa fees, excess Statement/ Telegraphic Transfer
baggage, insurance premium, agent  Copy of front page, table of content, first page and
collection fee and surcharge. last page of the survey/ Study/ Report
 Summary of total claimable expenses (Summary of

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 DESCRIPTION REQUIRED DOCUMENTS FORM
ii. Standard hotel room not exceeding all the above expenses)
RM1,000 per night. Cost does not
include items such as taxes and Note:
breakfast i. Bank Statement is also required for payment made by cheque
iii. Costs of overseas ground transportation ii. Applicant can claim for expenses incurred for their staff i.e. staff cost,
for the study at the project site. airfare, hotel accommodation and overseas ground transport. If
consultant(s) is engaged, these expenses should be part of the
(c) Approved costs related to technical survey, consultancy fees.
studies and reports.

Costs associated with technical survey,

studies and reports in the targeted market
which is relevant to the study. These
include:
i. Surveys relevant to the study include
geotechnical, hydrological and ground
surveys.
ii. Purchase of market reports and
related information.
iii. Related expenses on research and
local studies.

(d) Approved costs related to technical design /

drawing and printing

Example of expenses incurred are:

i. Schematic designs.
ii. Computer-aided animation.

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 DESCRIPTION REQUIRED DOCUMENTS FORM
iii. Detail Design.
iv. Technical drawing.

(e) Translation, printing and binding of final

report.

Eligible expenses are:

i. Translation costs.
ii. Printing and Binding costs.

B. SOFT LOAN (Soft Loan Scheme for Services Exports – SLSSE)

ACTIVITY DESCRIPTION AMOUNT

Activity 6 Costs incurred in preparation and submission of project  Soft loan up to a maximum of RM2 million
proposals for overseas projects. per company.

Financing to assist MSPs in proposing and planning for overseas’s project  Margin of financing up to 90% of eligible
negotiations. Example of eligible activities are: expenses
 Preparation of master plan;
 architectural designs;  2% interest rate on yearly rest.
 preparation of blueprint;
 engineering designs for projects;  Repayment period up to 5 years including
 project management; and 6 months grace period.
 IC and software design.

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ACTIVITY DESCRIPTION AMOUNT

Activity 7 Expenses related to raising bank guarantee or performance  Soft loan up to a maximum of RM5 million per
bond to execute overseas project. company.

Examples of eligible expenses are interest rate, legal fees,  Margin of financing up to 90% of eligible
documentation fees and bank insurance, excluding the principal value expenses
of the said bank guarantee of performance bond.
 2% interest rate on yearly rest.

 Repayment period up to 5 years including 6

months grace period.

Activity 8 Collateral in issuance of bank guarantee or performance bond.  Soft loan up to a maximum of RM5 million per
company.
Financing to assist MSPs in undertaking/ implementing overseas
project.  Margin of financing up to 90% of eligible
expenses

 2% interest rate on yearly rest.

 Repayment period up to 5 years including 6

months grace period.

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Activity 9 Remaining 50% on eligible expenses for setting up office  Soft loan up to a maximum of RM150,000 per
overseas for the initial twelve (12) month. company.

Company which has been approved 50% grant on eligible expenses  Margin of financing up to 90% of eligible
for setting up office overseas for the initial twelve (12) months under expenses
SEF grant is eligible for the remaining 50% under soft loan.
 2% interest rate on yearly rest.

 Repayment period up to 5 years including 6

months grace period.

Activity 10 Mobilisation costs  Soft loan up to a maximum of RM5 million per

company.
Eligible expenses:
 Labour;  Margin of financing up to 90% of eligible
 Equipment rental (if any); or/ and expenses
 Transportation of equipment.
 2% interest rate on yearly rest.

 Repayment period up to 12 months (1 year)

including 3 months grace period.

25
For more information, please contact:

Malaysia External Trade Operating Hours

Development Corporation Monday – Thursday : 8.30 am - 5.00 pm
(MATRADE) Friday : 8.30 am - 12.15 pm
Services Export Unit 2.45 pm - 5.00 pm
8th Floor, Menara MATRADE
Jalan Sultan Haji Ahmad Shah
50480 Kuala Lumpur

Tel: 03-6207 7077 / 7593

Fax: 03-6203 7252
E-mail: [email protected]
Website: www.matrade.gov.my

Malaysian Industrial Operating Hours

Development Finance Berhad Monday – Friday : 8.45 am - 5.45 pm
(MIDF)
Group Secretarial & Legal Division
Level 21, Menara MIDF
82, Jalan Raja Chulan
50200 Kuala Lumpur

Tel: 03-2173 8888 / 8598 / 8970

Fax: 03-2173 8877
E-mail: [email protected] /
[email protected]
Website: www.midf.com.my

26
.

APPENDIX

27
 Appendix A

SAMPLE DECLARATION LETTER

(to be type on Applicant Letterhead)

(Applicant)

SEF DECLARATION THAT SERVICES OFFERED ORIGINATED FROM MALAYSIA

To SEF Secretariat:

Our company hereby declares and certifies that the following services listed below are
services originated from Malaysia.

No Type / Name of services Details of services

1.
2.
3.
4.
5.
(please add more rows if the space is not sufficient)

2. Our company through the undersigned hereby declares that the above details and
statements are true, correct and complete; that all the listed services are originated from
Malaysia.

3. Our Company also fully understand that in the event that any information given is
found to be incorrect, false, misleading or wrong, the undersigned and/ or the company may
be liable to face any penal actions including but not limited to the Penal Code (Act 574) and /
or other consequences as may be prescribed by the laws or otherwise warranted.

4. Our Company undertakes and agrees to fully indemnify MATRADE in full form and
against all consequences, liabilities, actions, suits, proceedings, damages, costs, claims,
demands, expenses, and/or losses whatsoever which may be taken or made against
MATRADE or incurred or become payable by MATRADE by reason of or on account of or
arising out of MATRADE’s reliance on the Company’s declaration above.

Thank you.

Certified by,

Signature of Company’s official

Authorised Signatory Rubber stamp

Name of Authorised Signatory

Designation of Authorised Signatory

28
 Appendix A

SAMPLE DECLARATION LETTER

(ONLY FOR ACTIVITY 4)

(to be type on Manufacturer Letterhead)

(Manufacturer of Products)
Note: Trading company sending products to Malaysian project overseas should obtain the
manufacturer’s declaration that the products are Made in Malaysia

SEF DECLARATION THAT PRODUCTS ARE MADE IN MALAYSIA

To SEF Secretariat:

Our company hereby declares and certifies that the following products listed below are made
in Malaysia.

No Type / Name of products Details of products

1.
2.
3.
4.
5.
(please add more rows if the space is not sufficient)

2. Our company through the undersigned hereby declares that the above details and
statements are true, correct and complete; that all the listed products are Made in Malaysia.

3. Our Company also fully understand that in the event that any information given is
found to be incorrect, false, misleading or wrong, the undersigned and/ or the company may
be liable to face any penal actions including but not limited to the Penal Code (Act 574) and /
or other consequences as may be prescribed by the laws or otherwise warranted.

4. Our Company undertakes and agrees to fully indemnify MATRADE in full form and
against all consequences, liabilities, actions, suits, proceedings, damages, costs, claims,
demands, expenses, and/or losses whatsoever which may be taken or made against
MATRADE or incurred or become payable by MATRADE by reason of or on account of or
arising out of MATRADE’s reliance on the Company’s declaration above.

Thank you.

Certified by,

Signature of Company’s official

Authorised Signatory Rubber stamp

Name of Authorised Signatory

Designation of Authorised Signatory

29
 Appendix B

SAMPLE OUTCOME REPORT FORMAT

(to be submitted together with claim submission)

Note: Please choose the relevant activity

Promoting Malaysian expertise in services at international events
Activity 1 (a) overseas as speaker in conferences, forums and participating in
services industry related competitions
Activity 1 (b) Travelling expenses for tender bidding
Procuring commercial intelligence / market reports for assessing
Activity 1 (c)
business opportunity or projects overseas
Activity 2 (a) Rendering services for projects undertaken overseas.
Presentation to potential clients for assessing business and projects
Activity 2 (b)
overseas
Preparation of prototype, system customization / localisation to meet
Activity 2 (c)
projects requirements
Activity 3 Initial Cost of Setting up Office Overseas
Logistic cost of sending Malaysian products / equipment for project
Activity 4
abroad implemented by Malaysian services companies

Company Name :

Name of Event /Project :

Date of Event / Project :

Date of SEF Approval :

EVENT / PROJECT OUTCOME

A. List of Clients Met

No. Company Details Outcome of Meeting / Sales / JV Collaboration /
Networking Projects identified
1.  Company name  Total of business meeting / • Actual sales
 Business address Networking during the event • Potential sales
 Representative Name (in full) / visit • JV collaboration
 Representative Designation  Outcome of Meeting / • Project identified
Networking • Areas of potential
business sectors

B. Photos captured during the event / visit

C. General Comments by Company

D. Challenges Faced by Company

30
 Appendix C

PROGRAMME FOR
(EVENT NAME)
(VENUE & DATE)

Date Programme

Date (Day 1)

(Time) hrs :
(Time) hrs :

Date (Day 2)

(Time) hrs :
(Time) hrs :

31
 Appendix D

PROJECT BRIEF FORMAT

(ONLY FOR ACTIVITY 5)

A. Introduction
Brief introduction on:
 Country (incorporate country & location map)
 Client (name & background of client)
 Project (name, scope & estimated value of project
 Applicant (background, experience etc.)

B. Proposed Project
B.1 Technical proposal:
 Scope of project
 Terms of reference (how the project is agreed upon)
 Name of executing government ministry / department / agency (provide organization
chart)
 Project objectives
 Project deliverables
 Project timeline (provide Gantt chart )
 Project team (provide chart & attach capability statement on each member)

B.2 Financial proposal

 Detail activities and costs (provide cash flow)
 Proposed drawdown schedule
 Method of financing (jointly funded etc.)
 Proposed format for financial reporting and audit
 Table of progressive payment with job undertaken

C. Risk Identification and Mitigation

 Country risk (International, domestic, political)
 Client risk (how secure is the client/do they honour contract)
 Project risk (can the team complete the project on time, is the project doable, penalty)
 Project risk – upon completion of study, is there a firm commitment to execute/construct the project?
 Competitors risk (who are they, can they steal the project)
 Financial risk (can the team contribute for early financing)
 Manpower risk (are there sufficient manpower & expertise)

D. Targeted Outcome
Identify and explain the expected outcome of the project (in term of):
Securing the actual project
 Sources of funding from private and public sector organization(s) to implement the project
 Malaysian local content in the project
 Contribution of other Malaysian companies in the implementation of the project
 Other commercial activities that benefit Malaysian companies
 Estimate total project value and revenue to Malaysian companies
 Malaysia’s image as exporter of services

E. Conclusion

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