Company documents for international tenders and contracts

UK companies applying for international tenders or signing overseas contracts may be asked to provide official company documents. These documents help foreign partners, government bodies, buyers and procurement teams confirm that the company exists, is properly registered and has authority to enter into the agreement.

The exact requirements depend on the country, tender rules and contract value, but preparing documents early can help avoid delays.

Why company documents are requested

International buyers and authorities may need to check:

• the company’s legal name
• registration number
• registered office
• directors and shareholders
• company status
• authority to sign
• tax position
• financial standing
• previous trading history
• compliance with tender rules

For cross-border contracts, a simple Companies House screenshot may not always be enough.

Common UK company documents

Documents commonly requested for international tenders and contracts include:

• certificate of incorporation
• Companies House company profile
• articles of association
• memorandum of association
• certificate of good standing
• director appointment records
• shareholder information
• board resolutions
• power of attorney
• company accounts
• VAT registration documents
• corporation tax documents
• bank letters
• insurance certificates
• authorised signatory letters

Some documents may need to be certified, legalised or translated before submission.

Certificate of incorporation

A certificate of incorporation confirms that a company has been registered in the UK. It is often requested as basic proof that the company legally exists.

For overseas use, the receiving authority may ask for the certificate to be certified or legalised, especially if it forms part of a formal tender package.

Companies House documents

Companies House documents can show current company details, including registered office, directors and filing history. Some international authorities accept downloaded records, while others ask for official versions or certified copies.

If the tender instructions are strict, check whether they need a specific Companies House document rather than a general company printout.

Articles of association

Articles of association set out how a company is governed. They may be requested to confirm signing powers, director authority or internal company rules.

Foreign lawyers, banks or procurement teams may ask for the articles when reviewing whether a company can enter into a contract.

Board resolutions and signing authority

For major contracts or tenders, a board resolution may be needed to confirm that a named person has authority to sign on behalf of the company.

If the signatory is not clearly listed as a director, extra evidence may be required, such as a power of attorney or authorised signatory letter.

Tax and financial documents

Some tenders require evidence of tax compliance or financial standing. This may include VAT registration documents, corporation tax records, company accounts, bank letters or accountant letters.

Foreign authorities may ask for these documents to be recent and officially prepared.

Certified copies and legalisation

International tenders often require documents in a verified format. This may include:

• certified copies
• solicitor or notary certification
• legalisation
• embassy attestation
• certified translation

The required steps depend on the destination country and procurement rules.

Translation requirements

If the tender or contract is in a non-English-speaking country, certified translations may be required. This can apply to company documents, tax records, insurance documents, contracts and powers of attorney.

Check whether the translation must be completed by a specific type of translator or submitted with the original certified document.

Common mistakes to avoid

Company document submissions can be delayed or rejected if:

• the company name does not match exactly
• the document is outdated
• the wrong Companies House document is used
• director details are not current
• signing authority is unclear
• the copy is not certified correctly
• legalisation is missing
• translation requirements are ignored
• not all pages are included

Final thoughts

International tenders and contracts often require more than a signed agreement. UK companies may need to provide registration documents, director details, tax records, signing authority and certified translations.

Orcap can help prepare UK company documents for international tenders and contracts, including certified copies, legalisation, embassy attestation and certified translation where required.