Why do documents get rejected during attestation?
You have prepared your documents, made the necessary copies and submitted everything for attestation — only to be told that something is wrong.
Unfortunately, document rejection can happen when one step in the attestation or legalisation process has been missed.
The important thing to understand is that document attestation is not a single standard process.
The requirements can depend on:
- the country where the document will be used;
- the type of document;
- whether it is an original or copy;
- who issued the document;
- whether notarisation or prior verification is required; and
- the requirements of the relevant embassy or authority.
Here are seven common reasons documents run into problems.
1. Following the wrong attestation sequence
One of the most common mistakes is obtaining certifications in the wrong order.
A Malaysian document may need to pass through several authorities before it can be accepted overseas including a Notary Public, Certified Translators, Government Ministries and relevant foreignEmbassy.
The exact sequence varies depending on the document and embassy involved. Example the German Embassy requires attestation by MOFA before translation but the UAE Embassy requires translation first than MOFA.
Getting one step wrong can mean returning to an earlier stage and starting again.
2. Assuming every document follows the same process
A birth certificate and a university degree may both require attestation, but they do not necessarily follow the same process.
The requirements can also differ for:
- Marriage certificates
- Death certificates
- Educational certificates
- Certificates of Good Conduct
- Powers of Attorney
- Court documents
- Company documents
- Commercial agreements
- Certificates of Origin
Example here would be a school certificate will need to first be authenticated at the Ministry of Education but a marriage certificate’s first step is to get it notarised by a Notary Public.
Before starting, identify both the document type and the country where it will be used.
3. Submitting a photocopy when an original is required
Whether an original, certified copy or digital document can be accepted depends on the authority involved.
For example, where the original Malaysian document is not presented, Wisma Putra states that a copy generally needs to be endorsed by a Notary Public before submission.
Never assume that a photocopy will be treated the same as an original.
4. Missing verification before Wisma Putra attestation
Some documents require verification or certification from another authority before they can be authenticated by the Ministry of Foreign Affairs.
Educational documents are a good example. If you are a foreign student who studied in Malaysia than your certificate must be attested by the Embassy of your country of origin first.
5. Using the wrong translation
Translation requirements are another common source of difficulty.
A translation may need to be completed or certified by an accepted translator or organisation.
Wisma Putra recognises several sources for Bahasa Malaysia/English translations, including Malaysian Court Translators, Institut Terjemahan & Buku Malaysia (ITBM), Persatuan Penterjemah Malaysia (PPM), Dewan Bahasa dan Pustaka (DBP), and translators appointed or certified by foreign missions.
The destination country’s authorities may have additional translation requirements.
6. Relying on outdated embassy requirements
Embassy procedures, fees, appointment systems and document requirements can change.
Information found in an old forum post, social-media discussion or even an old checklist may therefore no longer be correct.
Before submitting documents, check the latest requirements of the relevant authorities.
7. Not checking what the receiving organisation actually requires
This is one of the most overlooked steps.
An embassy may be able to attest to a document, but that does not automatically mean you have completed everything required by your employer, university, immigration authority, court or other receiving organisation.
Ask the organisation receiving your document:
“Exactly what authentication or legalisation do you require for this document issued in Malaysia?”
That simple question can prevent unnecessary work.
How can you reduce the risk of rejection?
Before beginning the process, establish four things:
What document do you have?
Where was it issued?
Which country will it be used in?
Who will ultimately receive it?
Once those four questions are answered, the correct attestation route becomes much easier to determine.
Need help with your documents?
Settle My Docs assists individuals and businesses with Malaysian document attestation, legalisation, notarisation and related document services.
Instead of working out each stage yourself, send us details of your document and the country where it will be used. Our team can help determine the appropriate process before you start.
Send us your document details and destination country to get started.