Certified copies, scans and sending documents safely

You will often be asked for 'a copy' of a document. Sometimes a phone photo is fine; sometimes it must be certified, attested or the original digital file. Knowing the difference, and sending documents safely, saves time and protects your identity.

Which kind of copy is being asked for?

• A plain copy: a clear scan or photo, often uploaded to a portal; fine for many applications.
• A certified copy: a copy signed by an appropriate person confirming it matches the original.
• An attested or legalised document: stamped by government authorities (see the attestation lesson in this module).
• An original digital document: UAE MoFA, for example, says that for digital attestation a scanned copy, photo or paper copy does not count; only the original digital PDF does.
• If the request is unclear, ask in writing: 'Do you need the original, a certified copy or a plain scan?'

How certification works in the UK

• GOV.UK says a certified copy should be certified by a professional person or someone of good standing in the community, such as a solicitor, notary, chartered accountant, teacher or lecturer, councillor, minister of religion or bank official.
• It should not be someone related to you, living at your address or in a relationship with you.
• The certifier writes 'Certified to be a true copy of the original seen by me', signs and dates it, prints their name, and adds their occupation, address and phone number.
• Check with the organisation that asked for the copy, because GOV.UK notes it may have its own rules.
• Bring the original with you: the certifier must actually see it.

Making good scans

• Use a scanning app or your phone's built-in document scanner rather than a normal photo, so the page is flat, straight and readable.
• Scan in good light, on a dark plain background, with all four corners visible and no fingers in the frame.
• Save as PDF, and combine multi-page documents (front and back of an ID card) into one file.
• Name files clearly with the date and document type, and store them in your backed-up documents folder.
• Check the scan by zooming in: can every number be read?

Sending documents safely

• Upload through the organisation's official portal where possible rather than emailing attachments.
• If you must email, check the address carefully, and never send documents in response to an unexpected message asking for them (see the Scams and Fraud module).
• In the UAE, u.ae says UAE PASS lets you share digital documents and verify signed documents, which avoids sending paper copies.
• When sending originals by post, use a tracked and signed-for service and keep the receipt and tracking number.
• GOV.UK notes that a courier delivering a new UK passport may leave a card that does not say the package contains a passport, so watch for delivery cards when you are expecting documents.

Protecting your copies

• Consider adding a line across a copy you hand over, such as 'Copy for X bank account opening only, 9 October 2026', so it is harder to reuse.
• Protect your cloud storage with 2-Step Verification, as the NCSC advises for any account holding backups.
• Delete documents from shared or public computers and printers after use.
• If a document is stolen or you suspect misuse, report it; in the UK, Action Fraud is the national fraud and cyber crime reporting centre.