Ministry of Justice document certification — why files get rejected, and how to fix it

Causes and fixes

1. 1. Certified copies from the Ministry are issued on request and have their own lead time.

   Fix: Confirm this requirement with the receiving authority before work starts and record the answer in the case file.

2. 2. Case references must be quoted exactly as printed.

   Fix: Keep this as a checklist item on the front of the file and have a second reviewer sign it off before delivery.

3. 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. 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. 5. The intended use is never stated up front

   Fix: State the receiving authority and the purpose before work begins so the correct level of certification is chosen the first time.

6. 6. Signing in advance and only then looking for a certifier

   Fix: Sign in front of the certifying officer as the procedure requires, never beforehand.

7. 7. Incomplete scans sent for the initial review

   Fix: Send every page for review first, then produce the final certified set.

8. 8. Using a superseded form

   Fix: Check the authority's current form before filling it in and note the date you checked in the file.

Rejection causes for other services