HRDF CLAIM — COMMON REJECTIONS & FIXES
12 rejection reasons with exact fixes and sample appeal letters · 2026
Claim submitted after 30-day deadline
Timing✓ FIX:
Submit a late appeal with a justification letter explaining the delay (staff illness, system issues, etc.). Attach the letter to your e-TRiS appeal submission. First-time late submissions are often approved with a valid reason.
📝 Sample justification letter:
“We wish to appeal the rejection of our HRDF claim (Ref: ___) submitted on [date]. The delay was due to [reason]. We have attached all required documents and request reconsideration. We assure HRD Corp this will not recur.”
Attendance list missing IC numbers
Documents✓ FIX:
Collect all participant IC numbers, update the attendance list, re-obtain signatures if possible, and resubmit with a covering note. If you cannot get signatures again, a statutory declaration from the employer confirming attendance is acceptable.
Attendance list not signed by trainer
Documents✓ FIX:
Contact the trainer immediately for a signed copy. If the trainer is unreachable, provide a statutory declaration from the employer and evidence of trainer engagement (contract, invoice). Submit a justification letter explaining the situation.
Invoice is a lump sum (not itemised)
Invoice✓ FIX:
Request a revised invoice from your training provider with itemised costs: trainer fee (RM_/day × _ days), meals (RM_/pax × _ pax), materials, venue (if external). Resubmit the updated invoice. Providers must itemise — if they refuse, escalate to HRD Corp.
Training provider registration expired
Provider✓ FIX:
This claim cannot be salvaged retroactively — provider must have been registered AT THE TIME of training. Going forward, always verify provider status on hrdcorp.gov.my before signing any contract. Search by company name under "Training Provider."
Participant is not a Malaysian citizen or PR
Eligibility✓ FIX:
Remove the non-citizen participant from the claim and resubmit for eligible participants only. Non-Malaysian participants can attend the training but cannot be included in HRDF claims. The claim amount should be adjusted proportionally.
Claim amount exceeds allowable cost matrix
Amount✓ FIX:
Reduce your claim amount to the allowable limit: TTT trainer RM100–150/hr, senior trainer RM200/hr max, meals RM15–25/pax/meal, venue at cost with invoice. Resubmit at the allowable rate — you absorb the difference.
Training was not work-related or is a personal development course
Eligibility✓ FIX:
Prepare a justification showing how the training relates to job function. Provide: participant job descriptions, a statement linking training content to workplace requirements, and any performance improvement objectives. Submit as supporting documents in your appeal.
📝 Sample justification letter:
“The training [Course Title] directly supports our employees' job functions by [specific connection to work]. Participant [Name], [Designation], requires this training to [specific work purpose]. We attach their job description as supporting evidence.”
Proof of payment missing or invalid
Documents✓ FIX:
Attach a bank statement showing the transaction, or a payment receipt from your bank. Internet banking transfer screenshots are acceptable if they show: payee name, amount, date, and your account. Cash payments are not accepted — always pay by bank transfer.
Course not registered on e-TRiS / no course code
Registration✓ FIX:
The training provider must register the course on e-TRiS before training begins. If they failed to do so, request them to register retrospectively with a justification to HRD Corp. This is the provider's obligation — escalate to HRD Corp if provider is uncooperative.
SBL application not submitted before training start
Timing✓ FIX:
For SBL (not SBL-Khas), prior approval is mandatory — there is no remedy. For SBL-Khas, you can submit up to the day training starts. If rejected on this basis for SBL-Khas, appeal citing the policy that allows same-day submission.
Company bank account on e-TRiS not verified
Setup✓ FIX:
Log into e-TRiS and update/verify your company bank account. HRD Corp requires a verified Malaysian bank account for reimbursement. This is a setup issue — once resolved, resubmit the claim. Allow 3–5 working days for account verification.