Foundation and charity document certification — why files get rejected, and how to fix it
This page lists 8 rejection causes we see in practice for foundation and charity document certification, each with a fix that can be applied before filing. Most are caught during document review, well before the cost of re-certifying an entire set — to have our team review your scans first, contact LINE @THAIL or call 064-2894888.
Causes and fixes
1. Foreign funders normally require registration records issued recently.
Fix: Confirm this requirement with the receiving authority before work starts and record the answer in the case file.
2. Use one English organisation name consistently across every document and agreement.
Fix: Keep this as a checklist item on the front of the file and have a second reviewer sign it off before delivery.
3. Spell every name exactly as it appears in the passport, across every document in the same bundle.
Fix: Confirm this requirement with the receiving authority before work starts and record the answer in the case file.
4. Never remove staples or separate pages that an authority has bound and stamped across the seam.
Fix: Keep this as a checklist item on the front of the file and have a second reviewer sign it off before delivery.
5. Using a company affidavit issued long ago
Fix: Order a fresh affidavit before certification, since most destinations accept only recently issued extracts.
6. The signatory is not an authorised director on the register
Fix: Check signing authority against the affidavit and prepare a board resolution or power of attorney when someone else signs.
7. Company name or job title translated differently from the registration
Fix: Use the registered name and title verbatim in every document rather than translating the meaning.
8. Amending documents after certification
Fix: Finalise all wording before the certification step; later edits require the whole set to be certified again.
A review before filing costs less than re-certifying
Most rejections are not about the content of the document — they come from steps taken in the wrong order, or a format the receiving authority does not accept. Send us the scans before work starts and we will confirm the correct certification route and the full document list first.
Contact: LINE @THAIL · phone 064-2894888 · email Contact@thailaw-accounting.co.th
An advisor, not only a document processor
Before any work starts, our team assesses how many certification layers your document actually needs, which authorities are involved, and the correct order for the office you will really file with. One step out of order usually means restarting the whole bundle. We work to recognise how each authority rejects files and prevent it up front.
- The certification route is matched to the receiving authority before work begins.
- Rejection risks are checked, from name spelling to document validity windows.
- The filing sequence is planned around the deadline you actually have.
Consult us at LINE @THAIL · 064-2894888 · contact@thailaw-accounting.co.th
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