A Document Release Letter is essential in Indonesian business and legal practice when formal transfer of documents between parties needs to be officially recorded and authorized. This document type is commonly used in various scenarios including corporate transactions, legal proceedings, administrative processes, and business operations where formal documentation of document transfers is required. The letter must comply with Indonesian legal requirements, particularly the Civil Code and Law No. 43 of 2009 on Archives, and typically includes specific details about the documents being released, transfer conditions, and authorized parties. It serves as both authorization for release and evidence of transfer, protecting all parties' interests by clearly documenting the transaction. The Document Release Letter is particularly important in situations involving confidential, official, or legally significant documents where chain of custody must be maintained.
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1. Letter Header: Official letterhead including date, reference number, and formal addressing
2. Recipient Details: Complete name and address of the receiving party
3. Subject Line: Clear indication that this is a Document Release Letter (Surat Pelepasan Dokumen)
4. Identity Declaration: Full details of the authorizing party including name, position, and organization
5. Document Details: Specific identification and description of documents being released
6. Purpose Statement: Clear statement of the purpose and intended use of the released documents
7. Release Authorization: Explicit statement authorizing the release and transfer of the specified documents
8. Signature Block: Space for authorized signature, name, title, and company stamp/seal
1. Special Handling Instructions: Include when documents require specific handling, storage, or confidentiality measures
2. Third Party Authorization: Required when documents are to be released to a party other than the direct recipient
3. Time Limitation: Include when the release authorization has a specific validity period
4. Return Obligation: Include when documents must be returned after a specific period or purpose is fulfilled
5. Confidentiality Clause: Include when released documents contain sensitive or confidential information
1. Document Inventory List: Detailed list of all documents being released, including reference numbers and descriptions
2. Authorization Evidence: Copies of power of attorney or corporate authorization if applicable
3. Recipient Acknowledgment Form: Form for recipient to acknowledge receipt of documents
4. Document Condition Report: If required, description of physical condition of documents being released
Relevant legal definitions
Clauses
Relevant Industries
Legal Services
Financial Services
Government Administration
Education
Healthcare
Real Estate
Banking
Insurance
Corporate Services
Manufacturing
Construction
Professional Services
Telecommunications
Transportation
Energy
Relevant Teams
Legal
Compliance
Administration
Records Management
Operations
Corporate Secretariat
Risk Management
Facilities Management
Office Administration
Document Control
Archives
Relevant Roles
Legal Manager
Corporate Secretary
Compliance Officer
Records Manager
Administrative Manager
Document Controller
Operations Manager
Legal Counsel
Risk Manager
Facility Manager
Office Manager
Archive Supervisor
Department Head
Executive Assistant
Business Administrator
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