Logistics and shipping document certification

Documents to prepare

• Freshly issued company affidavit and certificate of registration
• Memorandum and articles of association, or the current shareholder list
• Board resolution or power of attorney signed by the authorised director
• ID or passport copies of the authorised signatories
• Registered English company name and job titles exactly as filed
• Counterparty or destination authority requirements for the certified set

Process steps

1. Step 1. Obtain freshly issued corporate records covering the whole group of entities involved.
2. Step 2. Prepare the board resolution or power of attorney signed by the authorised director.
3. Step 3. Translate using the registered English company name and the job titles exactly as filed.
4. Step 4. Complete the certification route the counterparty or destination authority requires.
5. Step 5. Deliver the certified set together with copies for internal corporate records.

What gets files rejected

• Consignee details must match across bill of lading, invoice, and declaration.
• Amended shipping documents normally require re-certification.
• Spell every name exactly as it appears in the passport, across every document in the same bundle.
• Never remove staples or separate pages that an authority has bound and stamped across the seam.

What this certified set is used for

• Shipping and freight documentation
• Warehouse and bonded filings
• Cargo insurance claims

Other playbooks