How to Handle the Death Certificate, Updated Family Card and IPTM After a Loss

Once the period of mourning is over, the grieving family is still left with the task of handling legal matters at the local urban village (kelurahan) office.

Arranging the death certificate, IPTM (Burial Land Use Permit) and an updated family card is something every Indonesian citizen is required to do after a death occurs.

In principle, every citizen who has passed away must have a death certificate issued and pay the burial land use permit (IPTM). Handling this requires several documents, both from the deceased and from the heirs.

Here we have summarized everything needed to arrange the Death Certificate, Updated Family Card and Burial Land Use Permit (IPTM), particularly in DKI Jakarta, to make it easier for you to take care of these matters if needed.

What documents need to be prepared?

1. Original ID card (KTP) of the deceased
2. Original family card (KK) of the deceased
3. Copy of the deceased's birth certificate (especially for residents of BoDeTaBek)
4. Original death certificate (wet stamp from the hospital)
5. Legalized death certificate (wet stamp from the hospital) (optional, if the document is needed for other purposes such as an insurance claim, etc.) 
6. Death certificate from the RT/RW (with a copy to the kelurahan)
7. Copy of the heir's ID card (priority order: spouse, biological children, biological parents, then biological siblings)
8. Copy of the heir's family card (KK) (priority order: spouse, biological children, biological parents, then biological siblings)
9. Copy of the ID cards of 2 witnesses (anyone may serve)
10. Copy of the family cards (KK) of 2 witnesses (anyone may serve)
11. Burial certificate issued by the TPU (cemetery) (received once the burial has been completed)
12. Letter of authorization to Kamboja (signed by the heir and the reporting party) (optional, if using Kamboja's services*)
13. Copy of the ID card/KK of the Kamboja reporting party (optional, if using the service Kamboja*)
14. Introductory Recommendation Letter from the TPU (obtained when applying for the IPTM, after the Death Certificate has been issued)
    
    *Each agency (kelurahan office or police station) has different SOPs. Sometimes they do not allow a representative to handle the process and require the heirs to come in person and sign the documents.

Procedure processing the Death Certificate & New Family Card

1. First, make sure to print 3 copies of the following documents (ID card, the deceased's KK, the heir's, and the reporting party's)
2. Visit the kelurahan service office of the Office of Population and Civil Registration (Dukcapil) where the deceased was registered as a resident. (It is advisable to come in the morning, as there can often be long queues)
3. Report the death to the staff at Dukcapil, and you will receive a form, which you will then fill in and return together with attachments of all the documents listed above (numbers 1 to 13, except number 5).
4. Once the form is completely filled in, Dukcapil staff will verify it, and you will be asked to wait. (The estimated waiting time is at least 30 to 45 minutes, or 2 to 3 hours if it overlaps with lunch breaks, Friday prayers, etc.)
5. Once the application form and attachments have been verified, you will receive the Death Certificate along with the Latest Family Card** (with the name of the deceased removed).
6. Make copies of the Death Certificate and the Latest Family Card, as they will be needed to request a Referral Letter from the cemetery (TPU) for the subsequent processing of the IPTM.

**If the deceased leaves behind a minor child alone, the Latest Family Card cannot be issued. The child will need to be entered into the Family Card (KK) of a guardian, registered at the guardian's domicile, and live with that guardian.

Arranging the Grave Land Use Permit (IPTM)

After receiving the Death Certificate and the Latest Family Card, the next step is to arrange the Grave Land Use Permit (IPTM). This document can be obtained after receiving a referral letter from the cemetery (TPU) and paying the burial levy.

The following is the process for obtaining the Grave Land Use Permit (IPTM):

1. Go to the TPU where the body is buried, apply for a Referral Letter from the TPU, and remember to bring and attach copies of all the documents listed above (numbers 1 to 10, except numbers 4, 5, 6 and 11).
2. Go to the sub-district office's One-Stop Integrated Service (PTSP) counter with the Referral Letter from the TPU and apply to pay the IPTM.
3. Obtain a payment code and make the levy payment according to the fee and account number shown. The IPTM levy in DKI Jakarta is usually paid for a 3-year period. The fee ranges from IDR 25,000 to IDR 100,000.
4. Keep the IPTM document you receive in a safe place, as it will be needed again for the renewal payment in 3 years' time.
5. Renew once the period of use has expired by repeating steps 2 and 3 above. Note: If the permit is not renewed, the plot may be overlaid or stacked with other bodies or burials.

How much does it cost to process a Death Certificate?

In theory, processing a death certificate does not require much cost, and may even be free. However, there are several things to keep in mind when processing a Death Certificate.

1. Transportation costs
   Travelling from one place to another requires good mobility so that matters can be settled quickly, and the same applies when handling legal documents such as a Death Certificate. You will need to visit the sub-district office and, of course, the TPU for the process. If the locations are quite far apart, transportation costs will be higher. This is especially so if the process takes more than one day due to things like incomplete documents, long queues, or traffic jams that cause service offices to close. So plan ahead and start the process as early as possible in the morning.
2. Food and drink costs
   When processing matters at public service offices, we often face long queues that force us to wait. Time passes very quickly, from breakfast to lunch. You can prepare food from home or go to a nearby canteen to buy a meal. You will certainly need enough energy to get through the day's tasks smoothly.
3. Stationery and administration costs
   Submitting certain documents may require payment of administrative fees or levies to the relevant agencies. For example, there is the levy for the Grave Land Use Permit (IPTM), and the process usually also involves stationery costs such as revenue stamps, photocopying/printing/scanning and so on.
4. Tips
   Although it is not recommended to pay costs beyond the official fees, it is hard to deny that in some cases a "tip" is needed to be served better or faster than normal. This may be due to poor service quality and weak enforcement of service procedures (SOP), which makes it easy for certain individuals involved to use it as an additional source of income.
5. Third-party costs
   If you choose to hand over all the bereavement arrangements to a third party, such as a Funeral Service Managementcompany, they can usually also help with bereavement-related documents such as this Death Certificate. Of course, there will be operational costs and service fees to pay. The amount of the death certificate processing fee 2023-2024 charged by a third party typically ranges from IDR 5,000,000 to IDR 8,000,000. This cost naturally depends on the distance to the service location, the length and complexity of the work, the completeness of the documents, and of course the credibility of the service provider, since handling these documents is private and requires care and assured security.

One of the deceased's documents is missing. What should I do?

When a bereavement occurs, make sure you prepare and copy the important documents of the deceased, such as the ID card (KTP), Family Card, birth certificate, and so on. These documents will be needed by the relevant agencies when submitting death documents such as the Death Certificate and the Grave Land Use Permit.

Sometimes, however, we cannot find these documents because they are not where they should be, or have gone missing. This naturally makes an already painful time even more distressing. But do not worry, we will offer solutions here.

If the ID card (KTP) is missing or lost

1. Go to the nearest police station to report the loss. It does not have to be the police station where the deceased lived.
2. Explain how the ID card was lost, stating the facts as accurately as possible. Depending on the SOP, sometimes the report can be submitted on your behalf by a family member or a third party, such as Kamboja.
3. Once you have obtained the official loss letter from the police, the procedures for processing the Death Certificate and the IPTM can proceed directly.

If the Family Card (KK) is missing or lost

1. Go to the police station in the area where the deceased lived. It cannot be processed at any other office.
2. The heir explains how the Family Card (Kartu Keluarga) was lost, in as accurate a way as possible. In this matter, the report cannot be represented by anyone other than the heir.
3. Once the official letter of loss has been obtained from the police, the procedures for processing the Death Certificate and the IPTM (burial land usage permit) can be carried out directly.

That concludes the procedures for handling the Death Certificate, the latest Family Card and the Burial Land Usage Permit. We hope this information is helpful and assists you in handling the legal documents of your beloved ones who have passed on before us.

If you need reliable, top-quality services for the Death Certificate, the latest Family Card and the IPTM, please contact the Kamboja customer service at the following number WhatsApp number or take advantage of our complete bereavement services from Kamboja.