Legal Basis

• Staatblad No. 291/1909 on Legalization of Signature
• Law No. 30/2004 on Notary Function

Legalization

• The legalization of signature of a government official or a public official appointed by the government after a match-up of signature based on a specimen of the authorized official’s signature (Ministry of Justice and Human Rights).
  • Indonesian Diploma, e.g. Diploma from SMA Negeri 1 Jakarta. The photocopy of diploma is legalized by SMA Negeri 1 Jakarta. If the school is closed, the Regional Office of National Education is authorized to legalize.
  • Indonesian Birth Certificate. The photocopy of birth certificate is legalized by the Civil Registry that issued the certificate. To be used in a foreign country the document has to be legalized by the Official Notary registered at the Ministry of Justice and Human Rights.

• The legalization of signature and apposing of the date on the letter below the signature are made by an individual or a party on a stamped paper and signed before a Notary and registered in a special book provided by the Notary; Law No. 30/2004 Article 15 (2).

Legalization of Indonesian documents to be used in a foreign country

• The document to be legalized by the Ministry of Foreign Affairs (i.e. Directorate of Consular Affairs) has to be legalized by the Civil Director of Directorate General of Public Law Administration and Ministry of Justice and Human Rights; Staatblad 1909 No. 291 on Legalization of Signature and Law No. 30/2004 on Notary Function.
• After being legalized by the Civil Director of Directorate General of Public Legal Administration, Ministry of Justice and Human Rights and Ministry of Foreign Affaris of the Republic of Indonesia, the document is submitted to the Embassy of the related country in Jakarta to be legalized.
• After the completion of legalization in Indonesia, the applicant goes to the destination country and asks for legalization from the Representative of the Republic of Indonesia in the country. If the country has a provision that requires a legalization from the local institution in the country, it will be easy because there has been a legalization from the Embassy of the country.

Purpose of Legalization

• A proof that the document made is signed by the party itself and the process is witnessed by a Public Officer (Notary), on the same date as the signing takes place.
• Therefore, the legalization needs to be made through the Ministry of Justice and Human Rights that will do the match-up of signature of a Notary, because every Notary who has a practice has to register his/her signature at the Ministry of Justice and Human Rights; Law No. 30/2004 on Notary Function, Article 7c.

Basic Principles of Legalization by the Representatives of the Republic of Indonesia

• There are no adverse legal implications to the Government of the Republic of Indonesia.
• It is not against the Laws and Regulations of the Republic of Indonesia nor beyond the authority and regulations.
• The Ministry of Foreign Affairs of the Republic of Indonesia and the Representatives of the Republic of Indonesia that legalize the documents are not responsible for the content of the document.

Requirements for Legalization Application by the Civil Directorate, Directorate General of Public Law Administration, Ministry of Justice and Human Rights

1. Letter of legalization application signed by applicant
2. Photocopy of applicant’s Identity Card (KTP)
3. Photocopy of documents to be legalized
   • If the document to be legalized is a translation from Indonesian language to a foreign language, the photocopy of the document in Indonesian language needs to be enclosed.
   • If the document to be legalized is a company document, a Power of Attorney from the Board of Directors and a photocopy of the Identity Card (KTP) of the endorser and the endorsee need to be enclosed.
4. Duty stamp of Rp 6.000,- for each legalized document.
5. Proof of payment of Non –tax Revenue (PNBP).

Note:

A document can be legalized if the signature of the Notary who signs the document matches the specimen of signature of the Notary registered at the Civil Directorate, Directorate General of Public Law Administration, Ministry of Justice and Human Rights.

Process of Legalization of Documents at the Directorate of Consular Affairs of the Ministry of Foreign Affairs of the Republic of Indonesia

1. Applicant submits the document that has been legalized by the Civil Director, Directorate General of Public Law Administration, Ministry of Justice and Human Rights, to be legalized by the Ministry of Foreign Affairs (i.e. Director of Consular Affairs), along with the reason of the use of the documents abroad.
2. Applicant submits a translation of the document translated by a sworn translator.
3. Applicant pays Rp 10.000,- per document and receives an official proof of payment.
4. If the requirements are incomplete, all the documents will be returned to the applicant to be completed.
5. If applicant cannot present himself/herself, he/she can be represented by a person authorized or assigned, along with a photocopy of the Identity Card (KTP) of the related parties.
6. Once the documents are signed, the applicant is to process the legalization of documents with the representative of related foreign country.