Tender document packages: certified translation and full consular legalisation
A cross-border tender bundle usually contains the company affidavit, shareholder list, financial statements, VAT registration, past-performance records and a power of attorney for the bid signatory. The set must be certified, translated and legalised through the Department of Consular Affairs and the destination embassy, which normally takes 7–15 working days, so work should start at least three weeks before the submission deadline.
Who this is for: Contractors, exporters and companies bidding for foreign government or state-enterprise projects.
Key facts
| Core records | Company affidavit, shareholder list, financial statements, VAT certificate, past performance, power of attorney |
|---|---|
| Standard turnaround | 7–15 working days per set, depending on volume and embassy queues |
| Start before deadline | At least three weeks, to absorb queues and document corrections |
| Chain | Certify original, certified translation, Consular Affairs, destination embassy |
Documents to prepare
- Company affidavit issued within the 3–6 month window the buyer accepts
- Latest shareholder list (BOJ.5)
- Financial statements for 1–3 years with the auditor's report
- VAT registration certificate (PP.20) and tax identification number
- Power of attorney for the person signing the bid
- Past-performance certificates or completed contracts with client confirmation
- The tender notice (TOR/ITB) so certification requirements can be checked
How the work actually runs
- 1. Turn the TOR into a checklist
Read the tender notice and list, document by document, the required certification level and whether originals or copies are accepted.
Handled by: Advisory team · Time: 1–2 working days
- 2. Re-issue corporate records
Obtain a fresh affidavit and shareholder list within the buyer's accepted age window.
Handled by: Filing team · Time: 1–3 working days
- 3. Draft the power of attorney to spec
Bilingual drafting stating the scope, project number and validity exactly as the TOR requires.
Handled by: Notarial attorney · Time: 1–2 working days
- 4. Certified translation of the set
Registration numbers, financial figures and director names are reproduced exactly.
Handled by: Translation team · Time: 3–6 working days
- 5. Consular and embassy legalisation
Submit to Consular Affairs and then the destination embassy, in the order and number of sets the buyer requires.
Handled by: Filing team · Time: 2–5 working days per authority
- 6. Assemble the envelope to format
Order documents as listed in the TOR, add an index and page numbers, and prepare the required duplicate sets.
Handled by: Operations team · Time: 1–2 working days
Why cases get rejected
- Starting too late for the embassy queue before the closing date
- A company affidavit older than the buyer's accepted window
- A power of attorney with no project number or a scope that does not cover bid signing
- Any discrepancy in financial figures or director names in the translation
- Filing copies where the TOR requires certified originals
Compare your options
| Option | Use when | Time | Note |
|---|---|---|---|
| In-house preparation | You have a dedicated document coordinator and a distant deadline | 3–6 weeks | Requires tracking several authorities in parallel |
| Full package handled by us | You need to meet the deadline and avoid disqualification | 7–15 working days | Per-document checklist and daily status during crunch time |
| Priority handling of critical documents | Time is short and staged submission is accepted | 3–7 working days | Disqualifying documents are processed first |
Frequently asked questions
How early should preparation start?
At least three weeks for a standard set, because consular and embassy queues are outside our control and some corporate records must be re-issued.
Does every document need legalisation?
No. The TOR usually names specific documents, so we build a per-document checklist first and avoid legalising anything unnecessary.
How many years of financial statements?
Typically 1–3 years as the buyer specifies, usually with the auditor's report attached.
Can a generic power of attorney be used?
It is not advisable. State the project number, signing scope and validity period, because evaluation committees scrutinise this closely.
What if several identical sets are required?
Tell us the number upfront; each set is legalised separately, and adding sets later repeats the whole chain.
Can Thai-language documents be filed as they are?
Usually not. A certified translation in the prescribed language is required, and some countries require a translator accredited locally.
Is there time to fix a rejected document?
We build a correction round into the schedule and complete the highest-risk documents first so there is time to remedy issues.
Can you manage the whole bundle?
Yes. We read the TOR, build the checklist, re-issue records, translate, legalise, assemble the envelope and ship it to your local agent with progress reports.
Most bid disqualifications come from documentation, not price. Our advisers, with over 15 years of experience, convert the TOR into a per-document checklist and then run the schedule backwards from the closing date.
Send your documents on LINE for a reviewRather not handle the paperwork? Our advisory team, 15+ years in the field, runs the whole chain for you.
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Talk to our advisory team before you start
Our team has over 15 years of experience in translation, certification, and filings with Thai and overseas authorities. We advise on choosing the correct certification route, sequencing your documents, and repairing files that were previously refused.
- A case review before work begins, so you only prepare the documents that are genuinely required
- The correct order of steps from day one, reducing the risk of a refusal and a restart
- A plain explanation of the destination authority's stated requirements as published at the time of advice
- If you would rather not handle it yourself, we run the full process end to end and return the finished file
Final acceptance rests with the receiving authority. Our guidance follows the latest verifiable published practice.