Vehicle registration and import document certification — why files get rejected, and how to fix it

Causes and fixes

1. 1. Chassis and engine numbers must match the registration book exactly.

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

2. 2. Import approvals are tied to a specific vehicle and cannot be transferred.

   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. 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