Document Services

Obtain, Authenticate and Legalize Documents Anywhere.

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Documentation Overview

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Anyone doing business internationally knows this simple truth: the right paperwork is crucial. Missing or inaccurate documents increases risks, causes delays, generates needless costs, and jeopardizes deals.

VisaCentral has the expertise, the years of experience, and the knowledgeable professionals to guarantee you get the documents you need in time, every time. Our service couldn't be simpler: start a request to tell us about your document needs. We'll ensure everything is accurate and lodge as soon as possible at the appropriate agency or government entity. You can track your document's progress in real time and we'll return them via courier or through encrypted transfer, within the hour in some cases.

Export Shipping Documents

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We provide a wide range of solutions for export documentation requirements to exporters and freight forwarders across the globe, including arranging Certificates of Origin, Customs Declarations, EUR-1’s, ATA Carnets and CCVO’s.

Our flagship system, Quickcert, facilitates electronic export documentation, allowing our clients’ to obtain certified Certificates of Origin and other documents in as little as one hour.

Notarisation

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We work with a network of Notaries, allowing us to assist with the notarisation of documents across the U.K in as little as 24 hours. In addition to this, we can arrange company visits to arrange multiple signatures to be witnessed in one session (online option available), to ensure the fast, secure notarisation of future documentary requirements.

We are also able to arrange additional authentication steps where required, such as Foreign, Commonwealth & Development Office Apostille, Technical Translations or Embassy Legalisation.

The Notarisation of a document usually involves a Notary Public checking the identity of an individual and his/her capacity to sign the document. Once the required checks have been performed, the Notary will affix a notarial seal (and often also a notarial certificate) on the document. Notarisation might also be required to certify the authenticity of an official document, e.g. an Education Certificate, or to issue a certified copy of an original document, e.g. a Passport.

A Notary Public is a qualified lawyer, whose primary role is to:

  • Prepare and witness power of attorney for use overseas
  • Authenticate company and business documents and transactions
  • Authenticate and Certify signatures and documents for use abroad
  • Deal with purchase or sale of land and property abroad
  • Authenticate documents for immigration or emigration purposes, or to apply to marry or to work abroad

We work with a network of Notaries, allowing us to assist with the notarisation of documents in as little as 24 hours. We also frequently arrange company visits to allow multiple signatories/signatures to be witnessed in one session (online option available), which ensures that future document processing will be actioned more efficiently.

Please contact our experts on [email protected] to discuss your notarisation needs.

Foreign Office Apostille

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We work closely with the Foreign, Commonwealth & Development Office to assist our clients' with securing Apostille legalisation for their documentation, on either a same-day or next-day service.

We operate dedicated couriers to lodge and collect documentation into the Foreign Office Legalisation Department, which enables us to offer the fastest possible service in the U.K.

In addition to arranging Apostille legalisation, we can assist our clients' with any required supplementary authentication, such as Notarisation and Embassy Legalisation.

An Apostille is issued by the Foreign, Commonwealth & Development Office and is used to certify a document for use in another country.

An Apostille is a streamlined method of document legalisation, which is accepted by all countries who are party to the 1961 Hague Convention Act. Participating countries have agreed to do away with lengthy legalisation processes and will instead accept documents with the Apostille as being authentic, saving significant time compared to Embassy Legalisation.

We offer a complete Apostille service, offering either a 24 hour or same day service. In addition to arranging an apostille, we can arrange other required steps, such as Notarisation, Chamber of Commerce certification and Embassy Legalisation.

Please contact our experts on [email protected] to discuss your Foreign, Commonwealth & Development Office Apostille needs.

Embassy Legalisation

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We work closely with all of the foreign Embassies and Consulates in London to arrange document legalisation for our clients’.

Our fleet of couriers, dedicated to the lodging and collecting of documentation to be legalised at various Embassies and Consulates across London , operate a daily lodging and collection service, ensuring that we are the most efficient method of securing Embassy Legalisation.

In addition to arranging Embassy legalisation, we can arrange any preliminary steps, such as Chamber of Commerce Certification, Apostille or Notarisation.

Embassy legalisation is the process of presenting a document to an Embassy for authentication and is a required step for many countries prior to a document being recognised for use in the country in which the Embassy represents. Prior to a document being lodged for Embassy legalisation, it may also need to be Notarised, certified by the Arab-British Chamber of Commerce or legalised by the Foreign, Commonwealth and Development Office.

Embassy legalisation can be a lengthy process, with many country specific guidelines which must be strictly adhered to prior to a document being lodged to ensure compliance with local authorities.

We offer a complete legalisation service, including arranging any steps prior to Embassy legalisation. Please contact our experts on [email protected] to discuss your Embassy Legalisation needs.

Documentary Letter of Credit

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We provide full Documentary Letter of Credit assistance. Experienced staff and our exclusive web-based document management platform Quick L/C ensures accelerated payment collections and the eradication of bank discrepancy fees. Get paid faster and more reliably with lower overhead costs.

A Documentary Letter of Credit is a secure method of payment in international trade, which is used to guarantee payment for exports and to provide financial protection to the buyer and seller. An exporter will usually choose to use this method of payment when selling goods to high-risk clients or markets.

Although a Letter of Credit remains the safest method of export payment, preparation of shipping documents covered under this system requires great care and attention to detail, not to mention shipping and banking expertise. Many exporters face multiple problems when preparing Letter of Credit compliant documentation, including:

  • Late presentation of documents to the bank
  • Delays in payment
  • Discrepant documents and associated fees
  • Too much time spent dealing with documentation
  • Inconsistent service/information
  • Ongoing training needs for staff in L/C compliance

We were the first U.K company to recognise that the correct preparation of Letter of Credit documentation could dramatically minimise payment risk and accelerate receipt of funds for its clients. Using experienced members of staff and a pioneering web-based document management platform, we can eradicate high discrepancy fees and improve a company’s working capital.

Our service includes:
  • Taking care of your credit from the outset, be it the checking of documentation to ensure that it complies with the terms of the credit, or the raising of documents such as invoices and packing lists, liaising with exporter and shipper every step of the way.
  • Downloading of L/C directly from selected banks.
  • Arranging authentication and legalisation of documents if required, using our own in-house documentation service, including online certification, courtesy of the Local Chamber of Commerce.
  • Presenting documents (electronically where possible) to the bank and ensuring that payment has been made.

Please contact our experts on [email protected] to discuss your Documentary Letter of Credit needs.

Regulatory Affairs Documents

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Regulatory support for the Pharmaceutical & Healthcare sector. Worldwide Marketing Authorization support, including CPP application and issuance, global legalisation.

Regulatory Documentation Support

We provide a comprehensive list of services for the pharmaceutical and healthcare sectors, including global legalisation services and submissions and filing in both U.K & overseas markets.

Our service for Regulatory documents was initiated in the early ‘90s as a result of the increasing level of services requested by our existing client base. In addition to providing a comprehensive external legalisation service, we also provide both external and in-house support for our clients’ global submission of documents to the relevant Health Authorities. We prepare and complete applications for submission to the MHRA, EMA, DoH, BIS, Defra as well as authorities overseas.

Legalisation

We process 1000’s of documents for legalisation on a weekly basis, and a significant proportion of this volume are CPP, GMP, M/L and pharmaceutical related documents (e.g Price Certificates), which we either receive directly from the manufacturer/exporter directly or via third party agencies.

Depending on the market concerned, we evaluate the ‘optimum’ legalisation route in terms of compliance, speed and cost to deliver the best possible service to our customers.

Typical applications with which we deal on a daily basis include:

  • MHRA
  • EMA
  • Department of Health
  • BIS
  • DEFRA
  • VMD

We also provide technical translations for all pharmaceutical documents, using experienced certified translators, a service which is often required when lodging documents at Embassies/Consulates overseas for certain markets.

Please contact our experts on [email protected] to discuss your Regulatory Affairs Document needs.

Legal, Corporate & IP

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Trade Compliance Advisory Services

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Our experienced consultants offer you knowledge, expertise, and capacity. Dealing with Customs and Border forces can be a minefield, interpreting and applying customs regulations in-depth knowledge and years of experience. Our consultants do understand your challenges and are able to support you both on strategic and operational customs consulting levels. Temporary or long-term, remote or on-site customs consultancy: take the load off your mind and allow our customs consultants to advise you by analysing your logistics processes and optimising your customs activities.

Goods Classification

The classification of your goods is an important part of Customs Compliance. Failure to correctly classify your goods can have a major impact on the level of duties you pay, and your relationship with Customs Authorities. Our Trade Compliance Experts will review the classification you have been using, ensure you are paying the correct duties, reclaim any overpayment in the past 7 years and apply for a Binding Tariff Information (BTI) decision from customs which proves you are using the correct HS codes and reduces customs queries.

Customs Regime Management

Customs Authorities operate a number of schemes that include, Free Trade Zones, Inward & Outward Processing, End User reliefs and Bonded Stores. Our Compliance Experts can ensure you are using the correct regime to meet you business requirements, guide you through the application process and ensure you have the correct processes in-place to meet the reporting requirements for each regime.

Rules of Origin

The origin of a product plays an intrinsic role in the import and export of your goods. Determining the true origin of your goods in complex, and can involve Maximum Value of Non Originating Materials (MaxNOM) regulations. These can affect the duties you pay on import, the preference scheme you bay be able to apply, or potentially any licensing you could require. Our Experts can help you determine the correct origin of your goods.

Import & Export Licensing

Certain goods by their nature are heavily regulated, they may be hazardous, contain products that require health and sanitary documentation or they could be covered by regulations that apply to dual Civil/Military use. Our experts can advise you on licence and permit requirements and assist in the application process.

Supply Chain Management

In addition to Customs Compliance, the safety and security of your whole supply chain can have a major influence of your business. Ensuring you meet the regulations of countries you export to, use the most beneficial mode of transport and choose the right freight and logistic partner. Our Trade Experts offer a 100% neutral review process and can assist you in issuing a tender to test the market for cost efficient services.

Please contact our experts on [email protected] to discuss your trade compliance needs.needs.

AEO - Authorised Economic Operator Certification

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Having an AEO status can provide several benefits for your organisation such as for example being recognised as a safe and secure partner in the supply chain. At the same time, meeting the AEO requirements ensures your business is compliant and in control. Our Trade Compliance Experts will guide you through the process, communicate with customs authorities and answer all questions you have related to acquiring and maintaining an AEO certification.

Even though there can be no denying that achieving AEO status can be a time consuming and often daunting exercise, A CIBT expert can help take you through every step of acquiring and maintaining AEO status.

We offer 4 tiers of service ranging from an initial 'readiness review' through to application completion. Following the initial review we will be able to advise on the cost of helping you to prepare and submit your application if you decide to progress.

Readiness Review

One of our experts will spend a day in your business with your team completing a readiness review. You will be provided with a GAP Analysis report showing the actions that need to be taken, improvements that need to be made and guidance on how to achieve a successful application for AEO status.

Preparation Project

We will help take you through the steps necessary to develop your company controls and procedures to an AEO standard. We will also advise on the best way to document and present your company procedures to achieve a successful outcome to your application.

Application & Submission

We can help you complete every section of the application. Our expert knowledge will help ensure your company has the correct policies, procedures and audit trails in place before submitting the application, leading to a successful audit by HMRC and a successful outcome to your submission to become an Approved Economic Operator.

Maintaining your AEO Status

Once a business has been granted its AEO status, customs administrations will review the AEO status periodically to ensure that the relevant conditions and criteria continue to be met. It is, therefore, critical for the business to ensure that it remains AEO status compliant after obtaining approval.

Please contact our experts on [email protected] to discuss your AEO needs.