A notarial document should match a clearly defined transaction. Before arranging a deed, lease or business agreement in Lombok, identify the parties, their authority, the agreed obligations and the result the document must achieve. This Notarial Documents Guide explains how to prepare that file and select the next detailed article.
The emphasis here is on document choice, drafting and signing preparation. A land acquisition also requires its own property review; use the Property and PPAT Guide for certificate checks, land deed requirements and registration.
Choose the document and the official’s capacity
A notary is a public official with statutory authority to make authentic deeds and perform other authorized acts. A PPAT has a distinct appointment for specified legal acts concerning land rights. Where one person holds both appointments, confirm the capacity in which the relevant document is being prepared.
Notarial deed preparation, signature legalization and registration of a private document are different acts. Describe what the parties need the document to establish, then confirm the appropriate form. Avoid assuming that every agreement needs the same form or that a stamp converts every document into an authentic deed.
Verify parties and signing authority
List the parties by their correct legal names and collect the relevant identity or company records. For a company, identify the proposed signatory and the basis of that person’s authority. Review any approvals or supporting resolutions required for the transaction. Names on an unsigned draft are not sufficient evidence of authority.
Explain whether the parties will attend personally or propose a representative. Discuss any power of attorney and documents issued overseas before fixing an appointment. The appointed professional should confirm the acceptable documents and execution arrangements for the particular act.
Convert the commercial agreement into clear drafting instructions
Write down the transaction’s subject matter, price or payment basis, obligations, deadlines and conditions. Identify which facts still need verification and which matters have already been agreed. A draft should make outstanding approvals visible rather than hiding them behind a general promise that the project is legal.
For an agreement deed, discuss performance evidence, default, remedies, amendment, termination and dispute handling. Check consistency between the main text, attachments and earlier offers. The agreement deed guide provides a focused explanation of document form and function.
Prepare lease terms separately from property due diligence
A lease drafting file should identify the premises, term, rent, payment schedule, permitted use, responsibilities for improvements and the conditions for renewal or termination. Clarify who may assign the agreement, appoint an operator or use the property through a company. Record what happens to improvements and deposits at the end.
Review the land lease agreement guide for those clauses. Use the leasehold due diligence checklist for checks on the property and lessor. A negotiated clause allowing construction is a contractual term; the project still needs its applicable regulatory approvals.
Select the specialized contract guide
- Property management agreements: delegation of operating authority, reporting and handover.
- Hotel operator agreements: owner and operator responsibilities.
- Villa construction agreements: work scope, variations, payment and completion.
- Franchise agreements: brand rights, fees and the contractual relationship.
- Villa design rights: use of drawings and agreed rights.
These articles address their own contract questions. Use this pillar to organize the preparation process, then follow the article relevant to the actual agreement.
Agree language and signing arrangements early
Explain the parties’ languages and any overseas documents to the appointed professional. Confirm the applicable language and explanation requirements, the intended document versions and how inconsistencies will be handled. Request enough time to review the commercial terms before the signing appointment.
Reconcile the final document with the agreed instructions. Check names, dates, amounts, property descriptions and attachments. Resolve missing authority or unclear obligations before signing; an appointment should not become a substitute for negotiation or review.
Keep the post-signing record complete
Record which copies or extracts will be supplied, who retains them and which follow-up actions remain. Track payment conditions, notices, filings and obligations created by the agreement. If a separate land-office registration or operating approval is involved, name the responsible person and keep its status separate from the signing record.
Company incorporation and amendments have their own corporate workflow. Use the Company Setup Guide where that is the main transaction. For an AJB or land transfer, continue to the AJB guide and the Property and PPAT Guide.
Questions to answer before the appointment
- What act or agreement will the document record?
- Who are the parties, and who may sign?
- Which terms and conditions remain unresolved?
- Which documents, languages and attendance arrangements are required?
- What must happen after signing?
Discuss the document preparation
For assistance with drafting and coordinating the relevant documentation, see Notary Services in Lombok. Provide the transaction outline, parties and available records so the proposed scope is clear.
Official background
Directorate General of Taxes: notary powers and the separate PPAT role. This guide provides general preparation guidance; the required form and procedure depend on the transaction and the appointed official’s authority.