Medical record and health document certification — why files get rejected, and how to fix it

Causes and fixes

1. 1. Hospitals normally issue certified copies only to the patient or an authorised representative.

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

2. 2. Drug and procedure names should keep the original clinical term alongside the translation.

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

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

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

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

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

5. 5. Filing with an old extract issued long ago

   Fix: Order a freshly issued original from the issuing authority and run the whole certification chain from that single copy.

6. 6. Translating before confirming the accepted format

   Fix: Confirm the certification route with the receiving authority in writing first, then translate once in that format.

7. 7. Legalisation done, but the destination asks for one more layer

   Fix: Check whether the destination country is an Apostille Convention member; if not, plan the destination-embassy step into the same schedule.

8. 8. English spelling differs from the passport

   Fix: Use the passport spelling across every document in the bundle and brief the translator before work starts.

9. 9. Sending only the pages that look relevant

   Fix: Scan and translate every page, including blank pages carrying stamps — authorities check the completeness of the set.

Rejection causes for other services