Customs and import-export document certification — why files get rejected, and how to fix it
This page lists 8 rejection causes we see in practice for customs and import-export 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. Values and quantities must match the invoice, packing list, and declaration.
Fix: Keep this as a checklist item on the front of the file and have a second reviewer sign it off before delivery.
2. Preferential origin claims fail when the certificate references a different consignor.
Fix: Confirm this requirement with the receiving authority before work starts and record the answer in the case file.
3. Spell every name exactly as it appears in the passport, across every document in the same bundle.
Fix: Keep this as a checklist item on the front of the file and have a second reviewer sign it off before delivery.
4. Never remove staples or separate pages that an authority has bound and stamped across the seam.
Fix: Confirm this requirement with the receiving authority before work starts and record the answer in the case file.
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
Support continues after delivery
Document work rarely ends with one submission: the receiving authority may request more, or you may need to file again next year. We keep a digital copy set and a record of the certification route used for every job, so the next round starts from the right point, and you can consult us when the destination changes its requirements. Handled by a team with of experience.
- The certification route of each job is recorded for the next round.
- Guidance when the destination requests additional documents later.
- New document sets checked for consistency with what you already filed.
Consult us at LINE @THAIL · 064-2894888 · contact@thailaw-accounting.co.th
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