Why foreign clerks reject UK Certificates of Good Standing

16 November 2026

A foreign clerk may reject a UK Certificate of Good Standing even when it was correctly issued. The problem is often a mismatch between the certificate and the clerk’s document list, format, age, translation or legalisation rule rather than a defect in the UK register.

This Advice Centre guide is practical document information, not legal advice, an immigration opinion, a banking decision or a promise of foreign acceptance. Ask the named recipient for its current written checklist before ordering.

Short answer

Treat the rejection as a checklist to diagnose, not as proof that a new certificate will solve everything. Ask for the exact reason in writing and compare the legal name, company number, issue date, certificate type, paper or electronic format, apostille, translation and delivery evidence. A COGS is a status document; if the clerk needs ownership, authority, articles or tax evidence, the pack must include the right separate documents.

Wrong entity or name

The basic failure is an incorrect company number, trading name, historic name or related group company. Compare the certificate with the foreign form and live Companies House record. A clerk may need the exact registered name and suffix, even if the company number is correct. Resolve any legitimate name change or source-record issue before legalisation.

Too old or not tied to the filing

Around 90 days is a common recipient habit, but some clerks set 30 or 60 days or require issue after a particular filing. A new apostille does not refresh an old certificate. Ask whether the company must first submit an overdue confirmation statement or update a registered office or officer record.

Wrong evidence for the question

A COGS does not normally prove beneficial ownership, solvency, tax registration, signing authority or every historic filing. If the clerk wants articles, a resolution, PSC information or incorporation evidence, sending more copies of the COGS will not answer the question. Map each requested fact to the correct source.

Format, translation or legalisation gap

The clerk may reject an electronic file where paper is required, or a scan where the original file must be verified. It may require paper apostille, e-Apostille, certified copy, sworn translation or an additional embassy step. Ask which route and sequence applies before ordering again.

Practical checklist

• Request the precise rejection reason in writing.

• Compare legal name, company number and entity type.

• Check certificate issue date and the clerk’s freshness rule.

• Identify missing article, authority, ownership or tax evidence.

• Confirm format, apostille, translation and delivery requirements.

• Resubmit an indexed pack with each document’s purpose explained.

Official fees and sources

Check the live GOV.UK guidance on ordering certified copies and certificates from Companies House before ordering. The current working figures for this batch are £22 for a standard Companies House certificate and £65 for a same-day certificate. These are official charges, not an agent’s full service price. Where legalisation is needed, the live GOV.UK document legalisation guidance lists £45 for a paper apostille, £35 for an e-Apostille, £40 for Next-Day and £100 for Urgent/Restricted Urgent where the relevant conditions apply. Certification, translation, courier, postage and any later embassy stage can be separate. UKCOGS does not claim FCDO partner status; use current official terms when describing any service.

Freshness is a recipient rule

There is no universal 90-day legal expiry for every Certificate of Good Standing. About 90 days is a common recipient habit, but a bank, authority, registrar or clerk may specify 30, 60, 180 days or a document issued after a particular filing. An apostille authenticates the relevant signature, seal or status; it does not refresh company information. Check the recipient’s written rule and the live Companies House record before presentation.

Questions to settle before payment

Ask the receiving organisation to confirm the exact document title, the legal entity, the maximum document age and the accepted delivery format. Ask whether it wants an original, a Companies House certified copy, a solicitor-certified copy or an electronic file. If the document will be used outside the UK, ask whether an apostille is enough or whether translation, embassy legalisation or local filing follows. Put the reply in the order file; a short written answer is more useful than an assumption based on a similar transaction. Also check the practical hand-offs: who will receive the certificate, whether a portal accepts the original electronic file, whether paper will be requested later and whether the courier address differs from the registered office. Keep tracking information and delivery confirmation with the final pack.

Keep the scope clear

A company certificate is one piece of evidence. It should not be described as a guarantee of incorporation history, ownership, financial health, tax compliance, authority to sign or permission to trade unless the document and recipient specifically establish that point. If a reviewer asks a question the certificate cannot answer, add the separate evidence it requests or obtain professional advice. Clear wording protects the client from relying on a document for a purpose it was never designed to meet.

Frequently asked questions

Does rejection mean the COGS is invalid?

No. It may be valid but unsuitable for the clerk’s checklist or format.

Will a fresh apostille solve an old certificate?

No. Apostille does not refresh underlying company information.

Why is a COGS not enough?

It is a status document, not universal evidence of ownership, authority or tax registration.

Can a clerk require a paper original?

Yes, if its own process requires paper. Confirm before choosing e-Apostille.

What should I do after rejection?

Get the exact reason, map the missing requirement and order only the document or route that addresses it.

UKCOGS can help coordinate the relevant document route. See the Certificate of Good Standing service, apostille and legalisation information, order page or request a quote. Service prices and delivery times are separate from official fees, and the receiving organisation makes its own decision.