Logistics and shipping document certification — why files get rejected, and how to fix it

Causes and fixes

1. 1. Consignee details must match across bill of lading, invoice, and declaration.

   Fix: Check this during the document review, before certification — fixing a source document costs far less than re-certifying the set.

2. 2. Amended shipping documents normally require re-certification.

   Fix: Keep colour scans of the reviewed set so you can compare quickly if the destination asks for a targeted correction.

3. 3. Spell every name exactly as it appears in the passport, across every document in the same bundle.

   Fix: Check this during the document review, before certification — fixing a source document costs far less than re-certifying the set.

4. 4. Never remove staples or separate pages that an authority has bound and stamped across the seam.

   Fix: Keep colour scans of the reviewed set so you can compare quickly if the destination asks for a targeted correction.

5. 5. Using a company affidavit issued long ago

   Fix: Order a fresh affidavit before certification, since most destinations accept only recently issued extracts.

6. 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. 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. 8. Amending documents after certification

   Fix: Finalise all wording before the certification step; later edits require the whole set to be certified again.

Rejection causes for other services