International flags flowing in the wind

Preventing Document Legalization Rejection at the Embassy

In its simplest form, document legalization is “the process of authenticating or certifying a legal document so a foreign country’s legal system will recognize it as with full legal effect,” at least, so says Wikipedia.  However, the process can be far from simple.

And for those within a company who are lucky enough to be tasked with handling this process internally, the tangential feat of memorizing each country’s specific requirements can be about as simple as memorizing every bone in the human body for a high-school biology exam.

So I have decided to “throw a bone” to anyone who has experienced the “Unfortunately, we were unable to process your document because..” letter that accompanies a rejected document from an Embassy.  This article will reveal some, I repeat, some, unique requirements of some frequently called upon Embassies that can assuage one’s fear of rejection.

NGO document

How To Deal With Government Entities To Get Your Documents Legalized:

Regulated industries, including but certainly not limited to, Pharmaceuticals, Medical Devices, Biotechnology, and Consumer Products, have a virtual obstacle course of hoops to jump through in efforts to bring their products to market. Companies that have a global footprint continue the hoop jumping in efforts to get the product onto international “shelves.” It is for those additional steps that companies sending product overseas should outsource.

Document Legalization: a process during which documents are navigated through an assembly line of notarizations, certifications, and authentications so that these documents can be used in foreign countries to transact business. It is a “hurry up and wait” game as the documents are passed around government agencies in hopes of getting their stamps of approval. Notaries, Clerks of Court, Chambers of Commerce, Secretaries of State, U.S. Department of State, and Embassies…Oh my!

It is a necessary evil, a niche administrative task that can be confusing and tedious, and it should be outsourced. Here is why:

International Business Map

Managing Document Legalization Through Mergers & Acquisitions

Businesses growing in global markets must continuously manage the processes associated with meeting countries’ regulatory requirements for the sale and distribution of their products. Over time, a company may establish a significant library of authorizations and authentications for legal operation in each country where it does business. But, what happens when a company merges with or is acquired by another?

Here are a few actions we recommend:

Ask WCS: Myth-busting on requirements for CFGs (Certificate to Foreign Government)

A very big thanks to the individual who submitted today’s question. It’s a biggie and gives us a chance to dispel myths around requirements for Certificate to Foreign Government (CFG).

Question: I have a CFG for my company that needs to be legalized for use in another country. Is there anything I need to do with that document before sending it to you to get legalized?

two women shaking hands in a office

WCS Offers Expert Advice in Publication of the Regulatory Affairs Professionals Society

WCS published an article in July edition of Regulatory Focus entitled, “Document Authentication for Product Registration/Regulatory Submissions Outside the US.” The educational overview outlines steps in the certification process for health and medical product companies, and provides an example.

Regulatory Focus is the flagship publication of the Regulatory Affairs Professionals Society (RAPS), the largest global organization of and for those involved with the regulation of healthcare and related products, including medical devices, pharmaceuticals, biologics and nutritional products.

Read the complete article content here.

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