NGO and international cooperation document certification — why files get rejected, and how to fix it

Causes and fixes

1. 1. Activity outside the approved project scope affects renewal.

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

2. 2. Budget figures given to funders and to Thai authorities should be the same set.

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

3. 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. 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. 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