PROCEDURES & GUIDELINES

ASEAN Records (AR) serves as the official regional institution for documenting, verifying, and recognizing exceptional achievements across the 11 ASEAN Member States. To ensure transparency, integrity, and consistency, this guideline outlines the procedures, requirements, and fee structure for all individuals and organizations applying for an official ASEAN Records title.

Process Flow & Timeline

1. APPLICATION SUBMISSION

2. RECORD ATTEMPT PROPOSAL (REQUIRED DOCUMENTATION)

Applicants must complete the official application form containing:

  • Proposed Record Title and profile of the individual/organization.
  • Record Attempt Date & Certificate Presentation Date (if applicable).
  • Detailed mechanism and method of the record attempt, including measurement methodology.
  • Venue details for the attempt & certificate presentation.
  • Quantifiable measuring unit, as all ASEAN Records titles require measurable indicators.
  • Endorsement/Supporting Documents from the relevant authority, ministry, or professional body.

3. RECORD TITLE VERIFICATION PROCESS

AR will conduct a database verification to determine the eligibility of the proposed title:

  • If a similar record exists, AR will propose an updated or alternative record title, subject to panel approval.
  • If the title is unique, significant, and non-duplicative, AR will present it for panel endorsement.
  • If the attempt lacks significance or measurable value, AR will request the applicant to revise and resubmit.

4. OFFICIAL ACCEPTANCE & ACKNOWLEDGEMENT

Once approved by the AR Panel:

  • AR will issue an Official Confirmation Letter.
  • A payment invoice will be provided to confirm acceptance

5. PAYMENT & LOGO USAGE

Upon successful payment:

  • Applicants will receive ASEAN Records logo files and brand usage guidelines.
  • All marketing materials featuring the AR logo must strictly follow AR branding rules.
  • All payments must be completed before the event date.

6. RULES & REGULATIONS (R&R) DOCUMENT

AR will prepare a customized Rules & Regulations (R&R) document governing the record attempt.

  • Applicants must strictly comply with all R&R terms.
  • The applicant must schedule a session with the AR Research Team to review and confirm the R&R.

7. SITE INSPECTION (IF APPLICABLE)

AR may conduct a site inspection based on the nature and complexity of the attempt. This is to ensure safety, accuracy, and compliance with AR standards.

8. VERIFICATION & CERTIFICATION PRESENTATION

  • An AR Officer will attend the on-site verification and/or certificate presentation.
  • Attendance is required 7 days before the event date unless otherwise approved

9. OBSERVER INVITATION GUIDELINES

If the applicant wishes to invite an external observer, they must be from one of the following:

  • Government Ministry representative
  • Chief Minister / Deputy Chief Minister
  • Minister / Deputy Minister /
  • Prime Minister / Deputy Prime Minister / President / Deputy President
  • Observers outside this list must be pre-approved by AR.

10. PUBLIC HOLIDAY SURCHARGE

A surcharge fee will be imposed if the certificate presentation falls on a National/Federal Public Holiday or its eve.

  • Certificate presentation falls on a National/Federal Public Holiday, or
  • The eve of such holidays.

11. FOOTAGE & MEDIA SUBMISSION

Within 48 hours after the event:

  • Applicants must submit high-resolution photos and video footage to AR.
  • If no professional media team is engaged, AR can arrange one at additional cost.
  • AR reserves the right to publish, archive, and use all materials for publicity and documentation.

12. PROCESSING TIMELINE

  • Standard processing period: 30 days
  • Express Track (Fast-Track within 14 days): Additional surcharge applies

Fee Structure and Charges:

1. Administration Fee:

  • Corporate record: [PLEASE CONTACT US]

2. Compulsory Charges:

  • Officer(s) attendance levy fee for certificate presentation: USD200

3. Site Inspection:

  • Additional USD500 for site inspection within and outside of Malaysia (Officer Charges USD200 & Venue Recee Fee USD200)
  • Traveling expenses (flights, accommodation, food allowances) for the officer(s) are not included and must be arranged by the client.
  • Federal Holiday, National Public Holiday, and National Public Holiday Eve:
  • USD 50 if inspection/presentation occurs on a public holiday or its eve.

4. Certificate Presentation:

  • Additional charges for officer(s) traveling expenses, to be borne by the client.
  • If Officer(s) drive: Mileage expense of USD0.40 per KM.
  • If Officer(s) fly: Booking and purchase of flight ticket must be handled by the applicant. E-ticket must be shared with AR at least 7 days before the actual record attempt date, and USD100 will be charged to cover officers traveling from AR office to Airport. Transportation from Destination Airport to Record Attempt Venue/Hotel must be booked and paid by the client.
  • If Officer(s) require accommodation: A minimum 4-stars hotel room to be booked and paid by the client. Booking receipt must be shared with AR at least 7 days before the actual record attempt date.

5. Express Track Application:

  • Additional charges for fast-track applications (Less than 14 days).

This guideline ensures a smooth, transparent, and credible recognition process for all ASEAN Records applications. For any clarifications, applicants are encouraged to contact the AR Secretariat directly.