Police clearance certificate service — why files get rejected, and how to fix it

Causes and fixes

1. 1. Certificates are commonly accepted only within a limited validity window.

   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. Fingerprint sets must follow the format the receiving country specifies.

   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. 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