How to Scan or Photograph Documents Correctly

How to Scan or Photograph Documents Correctly

High-quality scans and photographs are essential when preparing documents for the e-Apostille. Poor quality images can delay processing, require resubmission, or even result in rejection. This guide explains how to create clear, acceptable scans and photos of your documents for certification and e-Apostille. It is important to note that in some instances we still require original, physical documents to be posted to us. We will let you know when that is the case.

Key points:

  • Why scan quality matters for e-apostille
  • Best practices for scanning documents
  • How to photograph documents when scanning isn’t available
  • Common mistakes that cause delays
Person Scanning Document for Apostille or e-Apostille

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Why Scan Quality Matters for the e-Apostille

Why Scan Quality Matters for the e-Apostille

When you submit a scanned or photographed document for e-apostille, it must be clear enough for our solicitors to verify authenticity and for the FCDO to process. Poor quality images can make seals, signatures, or text illegible, which may prevent certification or apostille altogether. In some cases we still need original documents to be posted to us. We will let you know when that is the case.

What Happens to Your Scanned Document

Your scan or photograph will be certified by a solicitor who applies a valid electronic signature, creating a new document that qualifies for the e-Apostille. The receiving authority abroad will view this certified version, so the quality of your original scan directly affects how your document is perceived and whether it will be accepted.

Requirements for Acceptable Scans

Scans and photographs must show the entire document clearly, with all text readable, all seals and stamps visible, and no significant shadows, glare, or distortion. Documents must be in colour if they contain coloured seals, stamps, or signatures. The file should be in PDF or high-resolution image format, with file sizes typically between 500KB and 5MB per page.

When Scans Are Not Acceptable

We cannot work with scans that are heavily pixelated, have missing sections, show text that’s illegible, have extreme shadows or glare that obscure content, or are severely skewed or distorted. If your document has security features like watermarks, holograms, or raised seals, these must be visible in the scan or photograph. In some cases, we still require the original documents to be posted. We will advise you of that when needed.

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How to Scan Documents Properly

How to Scan Documents Properly

Using a flatbed scanner is the best method for creating high-quality digital versions of paper documents. Here’s how to achieve optimal results.

  • 1

    Prepare your document: Remove any paperclips, staples, or bindings that might prevent the document lying flat. If your document is in a protective sleeve, remove it before scanning. Clean the scanner glass with a soft, lint-free cloth to remove dust and fingerprints that could appear in your scan.

  • 2

    Position the document correctly: Place your document face-down on the scanner glass, aligned with the corner or edge markers. Ensure the document lies completely flat with no curled edges or wrinkles. Close the scanner lid gently to avoid shifting the document.

  • 3

    Configure scanner settings: Set the resolution to at least 300 DPI (dots per inch). This provides clear, readable text while keeping file sizes manageable. Higher resolutions (400-600 DPI) can be used for documents with fine details or small text, but avoid exceeding 600 DPI as this creates unnecessarily large files. Select colour scanning mode, even if your document appears black and white, as this captures coloured seals, stamps, or security features that may not be obvious.

  • 4
    Choose the right file format: Save as a PDF for single or multi-page documents. PDF is the standard format for the e-Apostille and preserves quality well. Alternatively, use JPEG or PNG for image files, though PDF is preferred for professional documents. Avoid heavily compressed formats that reduce quality.
  • 5

    Review your scan: Open the scanned file and zoom in to check that all text is crisp and readable, seals and stamps are clear and in focus, signatures are visible with no blur or distortion, and the entire document is captured with no cut-off edges. If any issues are present, rescan before submitting.

  • 6

    Save your file appropriately: Use a descriptive filename that identifies the document, such as “Degree_Certificate_John_Smith.pdf” or “Birth_Certificate_2024.pdf”. 

How to Photograph Documents When Scanning Isn’t Available

How to Photograph Documents When Scanning Isn’t Available

If you don’t have access to a scanner, smartphone or camera photographs can work if done carefully. The key is consistent lighting, steady hands or a tripod, and proper positioning.

  • 1

    Choose the right environment: Work in a well-lit area with natural daylight if possible. Avoid harsh direct sunlight which creates glare and shadows. If indoors, use even overhead lighting or multiple light sources to eliminate shadows. Avoid photographing in dim conditions or using flash, which often causes glare on document surfaces.

  • 2
    Prepare your surface: Place your document on a flat, contrasting surface, ideally a dark surface for light-coloured documents, or a white/light surface for dark documents. Ensure the surface is clean and the document lies completely flat with no curls or creases.
  • 3

    Set up your camera or phone: Use the highest quality camera setting available on your device. Most modern smartphones have document scanning features or apps (like Adobe Scan, Microsoft Lens, or native camera modes) that automatically detect document edges, correct perspective, and enhance text clarity. Hold your device parallel to the document, directly above it, at a consistent distance that captures the entire page with a small margin around the edges.

  • 4

    Take the photograph: Hold the device steady or use a tripod if available. Ensure your shadow doesn’t fall across the document. Take multiple shots from slightly different angles or distances to give yourself options. Capture the entire document including all edges, never crop out portions of the document.

  • 5

    Review and select the best image: Check each photograph immediately, zooming in to verify all text is readable, seals and stamps are clear and in focus, there’s no significant glare or reflection obscuring content, the document appears rectangular without distortion, and colours appear accurate and natural. Delete poor quality images and retake if necessary.

  • 6

    Enhance if needed: Many smartphone document apps automatically enhance images, adjusting brightness, contrast, and correcting perspective. If using a standard camera, you can make minor adjustments in photo editing software, but avoid heavy filtering or manipulation that might alter the document’s appearance. Never crop out genuine parts of the document or edit text or signatures.

How The e-Apostille Process Works

The process is simple. Follow the steps below and we will arrange the e-apostille for you.

Order online

Order online and send your document to us.

Send documents

We organise the electronic solicitor certification.

Documents are Legalised

We obtain the e-Apostille from the FCDO.

Receive completed order

Your completed e-apostille is emailed to you securely.

Common Mistakes to Avoid

Common Mistakes to Avoid

Understanding what causes problems helps you get it right the first time and avoid delays in processing.

Scanning at too low resolution:

Scans below 200 DPI often have blurry text and unclear seals. Always use at least 300 DPI for documents requiring certification and apostille.

Using black and white mode:

This removes coloured seals, stamps, or security features that may be important for verification. Always scan or photograph in colour.

Photographing at an angle:

Tilted or skewed images make documents appear distorted and unprofessional. Keep your camera parallel to the document.

Including too much background:

Frame the document with a small, even border. Some margin may be necessary but avoid an excessive background.

Poor lighting creating shadows:

Shadows across text or seals make verification difficult. Use even, diffused lighting from multiple angles.

Reflective glare on seals or signatures:

Glossy seals and some signature inks reflect light, creating bright spots that obscure details. Adjust the lighting angle or position to eliminate glare.

Cutting off edges:

Missing document edges, reference numbers, or seals can cause important information to be omitted. Always capture the complete document with all borders visible.

Over-compressing files:

Heavily compressed PDFs or JPEGs lose detail and clarity. Use standard compression that balances quality and file size.

 

Folded or creased documents:

Folds and creases create shadows and make documents look damaged. Flatten documents completely before scanning or photographing.

Multi-page documents as separate files:

Keep all pages of a single document together in one PDF file, in the correct order. Don’t send separate files for each page.

Frequently Asked Questions

Frequently Asked Questions

Yes. Modern document scanner apps like Adobe Scan, Microsoft Lens, or Genius Scan produce excellent results and often work better than low-quality flatbed scanners. These apps automatically detect document edges, correct perspective, and enhance clarity. Make sure to use the app’s highest quality settings.

Raised seals can be difficult to capture. Try scanning or photographing at an angle with light from the side, which creates shadows that highlight the raised portions. Take several images from different angles and lighting conditions, then select the clearest version

Yes. If your original document has content, stamps, seals, or signatures on the reverse side, you must scan or photograph both sides.

Minor enhancements are acceptable. For example, adjusting brightness, contrast, or straightening a slightly skewed image. However, never alter the actual content, remove marks or stamps, edit text, or add anything to the document. Heavy manipulation can make documents appear forged and will cause rejection.

For oversized documents, you have several options. Use a scanner with a large format bed if available. Use a high-quality photograph from directly above. Alternatively, take the document to a professional printing service (like a library, copy shop, or business centre) that has large-format scanners.

Only if necessary to meet file size limits, and only using moderate compression. Most PDF software offers compression options. Choose “high quality” or “print quality” settings rather than “low quality” or “screen quality”. Avoid compression that makes text blurry or seals illegible.

No. Protective sleeves and lamination create glare, reflections, and often blur the document. Always remove documents from sleeves before scanning or photographing. If a document is permanently laminated, photograph it carefully under diffused lighting to minimise glare.

For oversized documents, you have several options. Use a scanner with a large format bed if available. Use a high-quality photograph from directly above. Alternatively, take the document to a professional printing service (like a library, copy shop, or business centre) that has large-format scanners.

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