Schmidt & Schmidt covers the full spectrum of legalization services for documents issued in Indonesia.
Indonesia joined the Hague Convention on the Simplified Authentication of Documents on 5 October 2021; the Convention entered into force on 4 June 2022.
The apostille, or the “Hague apostille” is a certificate that authenticates the origin of a public document (e.g., a birth, marriage or death certificate, a judgment, an extract of a register or a notarial attestation). It confirms the authenticity of the signature and the authority of an official who signed the public document.
Documents issued in Indonesia are certified with an apostille in accordance with the Hague Convention of 1961 are recognized in all Member States of the Hague Convention and do not require any other form of certification, such as consular legalization, which considerably reduces the costs and time required for the certification of documents. So far, more than 120 states have joined the Convention.
The apostille is not sufficient for use in the states that are not party to the Hague Convention. In this case, consular legalization applies to a public document.
Designated Competent Apostille Authorities in Indonesia
In Indonesia, the primary authority responsible for issuing apostille services and validation of documents is the Ministry of Law and Human Rights (MOLHR). Those seeking to have their documents apostilled will need to pay a fee of 150,000 IDR.
The authorities will carefully examine the document to verify if the signatures, stamps, or seals align with their own records. If they are confirmed to be authentic, the document will be legalized by affixing an 'apostille' (an officially stamped certificate).
The apostille in Indonesia is a square stamp in Indonesian with the obligatory heading "Apostille" and a reference to the 1961 Hague Convention in French (Convention de La Haye du 5 octobre 1961). The apostille certificate’s sides will be at least 9 centimeters long.
Types of documents
| Can be apostillized | Cannot be apostillized |
|---|---|
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Specific aspects and document requirements for the apostille in Indonesia
Indonesia is among the 120 countries that recognize and issue apostilles in accordance with the Hague Convention of 5 October 1961. The apostille serves as a confirmation of the official status of a document.
The apostille process can vary depending on the sender and recipient country, but typically to obtain an apostille for a document in Indonesia, you must generally go through the following steps:
- Obtaining the original document to be apostilled;
- Verification of the signature on the document by the authorized body;
- Issuance of an apostille on a document by an authorized body;
- Submission of the document together with the apostille in the recipient country.
This process can be time-consuming, especially if it includes multiple documents and different countries. To ensure a smooth and accurate apostille process, it is recommended to seek guidance from specialists familiar with the requirements and procedures. Their expertise can help avoid delays and errors in obtaining documents apostille.
To apply for an Apostille in Indonesia, applicants will need to submit their application online via the official website along with the application form, specifying the following details:
- Applicant's identity
- Proxy's identity (if the application is made on behalf of someone else)
- Target country for the document's use
- Document specifics such as type, name, number, the name of the owner or the name mentioned in the document
- Signatory official's name
- The institution that issued the document
Once the application is submitted, the AHU will review and verify the public document within three business days. Upon successful verification, the applicant will be notified to make a payment within seven days. Once payment is confirmed, an electronic notification will be sent to the applicant to collect the Apostille certificate.
The apostille is issued in a uniform format. In Indonesia, it has the form of a printed sticker with a handwritten signature of an official, an official seal, and a hologram.
In cases where apostilles are not recognized, holders of foreign documents will need to legalize them instead. However, If the country of destination of the document recognizes and issues apostilles, then legalization is unnecessary.
Legalization of Indonesia educational documents for use abroad
For educational documents issued in Indonesia, such as school reports, university degree certificates, transcripts of records, enrollment certificates, and other school or university certificates, to be recognized and valid abroad, they must undergo an authentication process through legalization.
In general, the procedure for legalizing educational documents from Indonesia will involve authentication by the Ministry of Law and Human Rights (MOLHR) and the relevant educational body. The documents must bear a stamp and signature accredited by the responsible party.
Such an approach ensures that educational documents possess the necessary legal authority, allowing them to be recognized and used across various countries. While these are general procedures, the exact requirements may vary, so it is advisable to confirm the specific steps with the relevant authorities.
Recognition of the authenticity of public documents
Indonesia is currently not a part of any agreements simplifying the circulation of documents between the countries.
Consular legalization of Indonesia documents for use abroad
Consular legalization is the process of authenticating or certifying a legal document so a foreign country's legal system will recognize it as with full legal effect that is carried out by the diplomatic or consular mission of the country in which the document is to be used.
This procedure is required when the destination country does not recognize or accept the apostille certification. One needs to submit the original document, along with any required copies or supporting materials, to the respective consular office. The consular officials will review the document, verify its authenticity, and affix their seal or stamp to certify its validity.
The consular legalization process may require additional steps like obtaining translations of the document into the language of the destination country or providing additional supporting documentation as requested by the consular office.
It is up to the diplomatic mission to decide about the authentication procedure.
The specific requirements and procedures for consular legalization may vary depending on the regulations of the destination country.
The main differences between an apostille and consular legalization of documents
The common feature between apostille and consular legalization is that they authenticate an official document for presentation to institutions in another country. However, they have many differences.
| Apostille | Consular legalization | |
|---|---|---|
| Legal effect | Can be used in all countries that are party to the Hague Convention on the Simplified Legalization of Documents. | Use between States one or both of which is not a member of the Hague Convention, or where one of the contracting States has protested the accession of the other. |
| Difficulty | Moderate. To obtain an apostille, contact the competent apostille authority of the state of origin of the document. | High. For consular legalization, various inland authorities and a diplomatic mission of the state of destination must be involved. |
| Pre-certification | Usually not required. | Is obligatory. |
| Attestation at the state of destination embassy in the state of origin of the document | No need to contact the Consulate of the country of destination. | Is the final step of legalization. |
Apostille and consular legalization in all cities of Indonesia
Schmidt & Schmidt provides apostille and consular legalization services for public documents originating from all regions across Indonesia. We handle the entire process, from document review to obtaining the necessary certifications, ensuring that your documents are valid and recognized internationally. With our reliable services, you can confidently use your Indonesia public documents abroad.
Procurement of documents from Indonesia
If the important documents are lost or damaged, or current copies of the documents are needed, the re-issue of the documents is required. It is not unusual for people outside Indonesia to encounter difficulties with obtaining new documents when abroad. Our consultants will help you procure new documents from Indonesia remotely, and we can arrange for your documents to be sent by courier anywhere in the world.
Certified translation of documents from Indonesia
Copies and transcripts of civil status documents can be translated into any language by a sworn translator in Indonesia or the translation can be done in the country of destination. We offer certified translations of civil status documents with further certification. The cost of the work is calculated according to the volume of the document in question.
Does the translation have to be apostillized?
Any foreign document issued in one country and used in another country must be legalized for use abroad. Therefore, the authenticity of a certified translation from Indonesia needs to be certified by an apostille. Consequently, many authorities may not accept certified translations from Indonesia if the translation has not been properly authenticated in Indonesia for use abroad. To avoid this confusion, translations should better be made in the state of the destination of the document.
