Property and land transaction document certification — why files get rejected, and how to fix it

Causes and fixes

1. 1. Land office documents must match the title deed number exactly.

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

2. 2. Powers of attorney for land transactions use a prescribed form.

   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. 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 Using a superseded form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