Editor’s Note:
The procedures outlined below are based on practical experience assisting expatriate families in Indonesia. While we believe the overall process is accurate for today, government agencies may have updated some terminology and administrative procedures since this article was published. Requirements may vary by province, immigration office, airline, embassy, and destination country. Families are strongly encouraged to contact the deceased’s embassy and engage a reputable funeral director or repatriation service to assist with the process.
Steps and Procedures for Repatriating Remains or Ashes if an Expatriate Passes Away in Indonesia
Recently, I received the sad news from one of my clients that one of their expatriate employees had passed away in Balikpapan, East Kalimantan. The body was to be cremated in East Kalimantan and the ashes would be taken by the family back to Australia.
The following information outlines the permits and procedures generally required for cremation and the transportation of ashes or remains from Indonesia to another country.
Step 1
The sponsoring company or family of the expatriate should obtain formal medical documentation from the hospital where the death occurred. This typically includes:
- Surat Keterangan Pemeriksaan Kematian (Death Examination Certificate)
- Surat Keterangan Karena Penyakit Menular/Tidak (Statement Regarding Communicable or Non-Communicable Cause of Death)
The hospital will normally require copies of the deceased’s passport and immigration documents and may request that the originals be presented for verification.
Step 2
After receiving the hospital documentation, the family or sponsoring company should obtain a Surat Keterangan Kematian (Death Statement Letter) from the local RT/RW where the expatriate resided.
Supporting documents generally include:
- Hospital death documentation
- Copy of the deceased’s passport
- Copy of the deceased’s immigration documents
Step 3
After obtaining the documents from Steps 1 and 2, the family should proceed to the local Kelurahan office to obtain the required death reporting forms and supporting administrative documentation.
Step 4
If the deceased was employed in Indonesia, it may be necessary to obtain confirmation from the local Manpower Office stating that the foreign employee who worked for the sponsoring company has passed away.
Requirements may vary depending on the region and employment status of the deceased.
Step 5
The following documents are generally required when applying for an official Indonesian Death Certificate:
- Hospital death documentation
- Death statement from RT/RW
- Death reporting forms from the Kelurahan
- Passport and immigration documents of the deceased
- Any applicable local population registration documents
- Confirmation from the local Manpower Office (if applicable)
These documents are submitted to the local Dinas Kependudukan dan Pencatatan Sipil (Disdukcapil) for the issuance of the official Death Certificate (Akta Kematian).
Step 6
Once the Death Certificate has been issued, the sponsoring company or family should contact the local Immigration Office to cancel the deceased’s immigration status and obtain any required immigration clearance documentation.
Requirements may vary depending on the immigration office involved, but generally include:
- Death Certificate issued by Disdukcapil
- Supporting medical documentation from the hospital
- Passport and immigration documents of the deceased
- Sponsor letter from the employer or family representative
Additional supporting documentation may be requested depending on the circumstances.
Step 7
The documents obtained during the previous steps will generally be required by the crematorium before cremation can take place.
Once the cremation has been completed, the crematorium will issue a certificate or statement confirming that the cremation has been carried out and that the ashes have been placed in an urn.
Step 8
Prior to transporting ashes or remains to another province or overseas, additional transportation permits may be required.
Depending on the circumstances, these permits may be obtained through the local police authorities, airport authorities, funeral director, or other relevant government agencies.
Requirements vary by region, airline, destination country, and whether ashes or remains are being transported.
It is advisable to confirm all requirements well in advance of travel.
Paperwork for Cremation
The cremation process is generally simpler when the death occurs in a hospital because the medical documentation can be issued immediately.
Prior to cremation, the crematorium will typically require:
- Death certificate or medical statement of death
- Cause of death documentation
- Copy of the passport and immigration documents
- A letter from the deceased’s embassy or consulate indicating that there is no objection to the cremation, when required by local authorities or requested by the family
Once the required documentation has been completed, the crematorium can proceed with the cremation.
Paperwork Required if an Expatriate Dies at Home
If an expatriate passes away at home, additional documentation may be required.
This may include:
- Death statements from the RT, RW, and Kelurahan offices
- Medical certification of the cause of death from a licensed physician
- Documentation from the local police authorities if required
- A letter from the deceased’s embassy or consulate
Because there may be questions regarding the circumstances of the death, authorities may require additional verification before permits can be issued.
For this reason, when a person is seriously ill, families are often advised to seek medical treatment and hospitalization whenever possible. If a death occurs in a hospital, the process of obtaining official medical documentation is generally more straightforward.
Contact the Embassy Immediately
In the event of the death of a foreign national in Indonesia, the deceased’s embassy or consulate should be contacted as soon as possible.
Embassy staff can often assist families with:
- Notification of next of kin
- Consular documentation
- Local procedures and requirements
- Communication with local authorities
- Cremation or burial approvals
- Repatriation of remains or ashes
Consider Using a Professional Funeral Director
Many embassies recommend engaging a professional funeral director or repatriation service experienced in handling international cases.
These professionals can assist with:
- Death registration
- Translation of documents
- Transportation permits
- Airline requirements
- Cremation arrangements
- Shipment of remains or ashes to the home country
Their assistance can significantly reduce the administrative burden on grieving family members.
I hope this information will be useful to expatriates, their families, and the companies that support them while living and working in Indonesia.
Our thanks to Ratna Agustina of Rami Formality Services for originally sharing this information with the expatriate community.
