4 Document Verification Mistakes That Delay Background Checks
One missing step can hold up your entire file. Whether you are submitting fingerprints, having a document apostilled, or ordering a certified translation, international document verification only works if every piece is right the first time. Here are the four mistakes that cause the most delays.
One missing step can delay your entire document verification process. Whether you are submitting fingerprints for a background check, having a document apostilled, or getting a certified translation, international document verification only works if every piece is correct the first time.
Here are the four mistakes that cause the most delays, and how to avoid each one.
1. The Wrong Fingerprint Card
Not every fingerprint card is interchangeable. Different background checks — FBI, RCMP, ACRO, SAPS, and others — each have their own required format, and using the wrong one is one of the most common reasons a submission comes back rejected. If you have ever asked why your fingerprint card was rejected, this is usually the answer.
How to avoid it: Confirm which specific card or process your submission requires before you get fingerprinted, not after. A provider experienced with international document verification will know the difference; a general local fingerprinting service often will not. Our FD-258 fingerprint card guide breaks down exactly when that particular card applies — and when it does not.
2. Missing Information
Incomplete fields — a missing date of birth, place of birth, or reason for fingerprinting — are enough to get an entire card or application returned. The same applies to supporting documents: a missing signature, an unfilled form, or an omitted ID copy can stall the whole file.
How to avoid it: Treat the paperwork as a checklist, not a formality. Before submitting anything, confirm every required field is complete and legible. Our guides to fingerprinting in Paris and fingerprinting in Barcelona walk through what each submission method actually needs.
3. The Wrong Certification: Apostille vs. Legalisation
Apostille and legalisation are not interchangeable, and using the wrong one for your destination country is a common and costly mistake. A notarised copy is not the same as an apostille either, even though people frequently assume it is.
| Destination | What it requires |
|---|---|
| Hague Convention member (France, Spain, and 120+ others) | A single apostille certificate |
| Non-Hague country | Full embassy legalisation, a multi-step process |
| Any destination, non-English document | Certification plus a translation in the accepted format |
How to avoid it: Check what your destination actually requires. Under the HCCH Apostille Convention, member countries — including both France and Spain — accept a single apostille certificate in place of full legalisation. Confirming this before you start certification saves weeks of rework. Our apostille timeline and cost guide covers the process step by step.
4. The Wrong Translation
Not all translations are accepted equally. Many institutions require a certified or sworn translation rather than a standard one, and the distinction matters more in some countries than others. France is a good example: submitting a standard translation where a sworn one is required means starting over.
How to avoid it: Ask the receiving institution directly what type of translation they require before ordering one.
Why These Mistakes Cause Delays
Each of these errors triggers the same outcome: rejection, resubmission, and lost time. A rejected fingerprint card does not just need a signature fixed — it often means being fingerprinted again from scratch. A wrongly certified document is not partially accepted; it goes back to square one.
How to Avoid Document Verification Delays
A simple checklist covers most of what causes rejections:
- Confirm the correct fingerprint card or process for your specific submission
- Complete every required field, legibly, before submitting
- Check whether your destination requires an apostille or full legalisation
- Confirm the required translation type — standard versus certified or sworn
- Verify requirements directly with the receiving authority, not from assumptions
- Keep copies of everything submitted, in case anything needs to be resent
Working through this list before you submit anything is the single biggest factor in avoiding document verification delays.
How Printwise Global Helps
Printwise Global helps clients avoid exactly these mistakes, across fingerprinting, background checks, apostille, and certified translation. That includes:
- Guidance on which fingerprint card or process applies to your specific submission
- A complete document checklist before you submit anything
- Clarity on apostille versus legalisation for your destination country
- Guidance on certified or sworn translation requirements where they apply
- Case assistance from start to finish, so nothing gets rejected on a technicality
How It Works With Printwise Global
- Reach out — tell us what the document is for and your deadline
- We guide you — clear instructions on the exact process, card, and documents you need
- We handle it — fingerprinting coordination, background check submission, apostille, or translation, done correctly the first time
- You receive your documents — ready to use, without the guesswork
Frequently asked questions
Why was my fingerprint card rejected?
Usually because of the wrong card format, missing required fields, or poorly rolled impressions. Confirming the correct card for your specific submission before you get fingerprinted avoids this.
Why is my document verification delayed?
The most common causes are a mismatched fingerprint card, incomplete information, the wrong certification type (apostille versus legalisation), or an unaccepted translation format. Each one typically means resubmitting that step from scratch.
What is the difference between apostille and legalisation?
An apostille is a single certification used between Hague Convention member countries. Legalisation is a multi-step process required for non-Hague countries. Using the wrong one for your destination is a common, avoidable delay.
What are certified translation requirements?
It depends on the receiving institution and country. Many require a certified or sworn translation rather than a standard one, so always confirm the required type before ordering a translation.
How much time do these mistakes actually cost?
It varies, but a rejected submission often means starting that step over completely, which can add weeks rather than days.
Does Printwise Global help prevent these mistakes, not just fix them?
Yes. Guidance on the correct process, documents, and certification type is built into how Printwise Global works with every client — before submission, not after a rejection.
The Printwise Team
Identity Verification Specialists
Printwise Global is an international identity-verification company providing certified fingerprinting, FBI and RCMP background checks, apostille, and certified translation. Our specialists manage cross-border document requirements end to end for clients across the USA, Canada, the UK, India, and beyond.
