Why was my certificate rejected overseas?

Published 25 March 2026 · Last updated 4 October 2026 · Official fees checked on GOV.UK 4 October 2026 (Companies House, FCDO)

Most overseas rejections of a UK company certificate have one of five causes: the certificate is older than the recipient allows, the legalisation chain is incomplete (no apostille, or no embassy stage for a non-Hague country), the format is wrong (a download, a printout of an e-Apostille, a copy instead of an original), a translation is missing, or the details do not match the recipient’s file. A rejection is rarely about the document being invalid; it is about it not meeting that recipient’s checklist.

This guide explains each cause, how to diagnose your rejection and how to fix it without paying twice. UKCOGS is a private agent; we cannot overrule a foreign recipient, but we can help you put the right pack together.

The five common causes

1. The certificate is too old

There is no legal expiry on a UK company certificate, but most recipients set a limit, often 30, 60 or 90 days from the issue date. An apostille added later does not reset that date. Check the age with our document freshness helper.

2. The legalisation chain is incomplete

For Hague Apostille Convention countries, recipients usually want an FCDO apostille. For countries outside it, such as the UAE, Qatar and Kuwait, they normally also want embassy legalisation. Sending an apostille alone to a non-Hague recipient is a frequent cause of rejection.

3. The format is wrong

• A free PDF download from the register is not a certified document.
• A printed e-Apostille loses its digital verification.
• A photocopy is not an original.
• An e-Apostille may be refused where the recipient wants paper.

4. Translation is missing or wrong

Some recipients need a sworn or certified translation, sometimes by a translator they recognise, and sometimes with the apostille translated too. Ask whether translation should be done before or after legalisation.

5. The details do not match

The company name, number, registered office or directors on the certificate must match the recipient’s file. Common mismatches include a recent change of name or address, a missing director, or a certificate without the summary statement because filings were overdue.

How to diagnose your rejection

1. Get the reason in writing. Ask the recipient for the exact wording of the problem and its current checklist.
2. Compare against the certificate. Check the issue date, certified facts included, apostille or embassy stamps and format.
3. Check the live register with our filings checker. If accounts or the confirmation statement are now overdue, a new certificate will not carry the summary statement until they are filed.
4. Decide what to replace. Sometimes only a translation or an embassy stamp is missing; sometimes you need a fresh certificate.
5. Ask for written confirmation that the corrected pack will be accepted before you pay for it.

Worked example

A UK company sent an apostilled Certificate of Good Standing to a bank in Qatar. The bank rejected it with the note “legalisation incomplete”.

Qatar is not a member of the Hague Apostille Convention, so the bank wanted the FCDO apostille followed by legalisation at the Qatar Embassy in London. The certificate was 40 days old and the bank’s limit was 90 days, so it was still fresh enough. Rather than ordering a new certificate, the company requested a quote for the embassy stage only. The corrected pack was accepted. If the certificate had been 100 days old, a fresh COGS (£79 ex VAT through UKCOGS, including the £22 Companies House fee) and a new apostille would have been needed first.

How to avoid rejection next time

• Get the checklist in writing and keep it with the order.
• Order the certificate close to the submission date.
• Include the certified facts the recipient names, such as directors and registered office.
• Confirm paper or e-Apostille and any embassy stage before ordering.
• Ask whether a scan can be reviewed first, so problems surface before the original travels.
• Quote the company number on everything.

For a deeper look at clerk-level reasons, read why foreign clerks reject UK COGS.

Costs of fixing a rejection

Official fees checked on GOV.UK on 4 October 2026. Start with the Certificate of Good Standing page if you need a fresh certificate.

Frequently asked questions

Does a rejection mean my certificate is invalid?

Usually not. It means the certificate does not meet that recipient’s rules, such as age, format or legalisation.

Can I re-apostille my old certificate?

You can, but if the rejection was about age, a new apostille will not help because it does not change the issue date.

Why would a bank reject an e-Apostille?

Some recipients only accept paper, or cannot verify electronic apostilles in their process. Ask before choosing the format.

What if the company details changed after the certificate was issued?

Order a new certificate showing the current details, and consider a certified copy of the change filing if the recipient wants to see it.

Can UKCOGS appeal a rejection for me?

No. The recipient decides. We can help you assemble the corrected pack and quote for missing stages.

How quickly can I get a replacement?

An express certificate ordered before 11am is dispatched the same working day. Apostille and embassy stages add their own time.

Should I send a scan first next time?

If the recipient allows it, yes. A preliminary review catches most problems before the original travels.