Many UK documents are now issued, stored or shared digitally. It is common to receive certificates, statements, letters and company records as PDFs, then send them by email.
For everyday use, this is often fine. But when a document needs to be used abroad for a formal purpose, a scan or PDF may not be accepted. Foreign authorities often need stronger proof that the document is genuine and has been properly prepared.
A scan does not prove the document is genuine
A scanned document is simply an image or digital copy.
It does not prove that the original document exists, that the copy is complete or that the person submitting it has checked it against the original.
This is why foreign banks, universities, employers, courts, land registries and government offices may reject scans for formal procedures.
Original documents may be required
Some documents are usually expected in original or official issued form.
This can include birth certificates, marriage certificates, death certificates, court documents, police certificates and certain government records.
For overseas use, an official certified copy issued by the relevant authority may be accepted, but an ordinary scan or photocopy usually will not be enough.
Printed PDFs may need certification
A printed PDF can be useful, but it may still need to be certified before it can be used abroad.
This often applies to bank statements, utility bills, company records, academic letters, employment letters, medical documents and accountant letters.
A solicitor or Notary Public may need to confirm that the printed copy is a true copy or that the document has been properly checked.
Digital documents can be difficult to legalise
Legalisation usually confirms a signature, stamp or seal on a UK document.
If a PDF has no recognised signature, stamp or seal, it may not be suitable for direct legalisation.
In that case, the document may need to be certified or notarised first so there is a recognised UK signature that can be legalised.
Overseas authorities may need a paper trail
Formal overseas processes often rely on a chain of verification.
This may include the original document, a certified copy, legalisation, translation and sometimes embassy attestation.
A scan usually breaks that chain because it does not show that the document was checked by a recognised person or authority.
Documents with electronic signatures
Some digitally signed documents can be accepted, but this depends on the receiving authority.
A foreign authority may still ask for a printed version to be certified or notarised, especially if they cannot verify the electronic signature themselves.
Before printing and certifying a digitally issued document, check whether the overseas authority has specific wording or format requirements.
Translation issues with scans and PDFs
If the document needs translation, the translator may also need to know whether they are translating an original, certified copy or legalised document.
In many cases, the document is certified and legalised first, then translated so the translation includes the legalisation certificate.
If only a scan is translated, the receiving authority may still reject the document because the underlying document has not been verified.
When a scan may be acceptable
Scans and PDFs may be accepted for initial review, pre-checks or informal communication.
For example, a foreign lawyer, university or bank may ask to see a scanned copy before confirming the final document route.
However, final submission often still requires an original, certified copy, legalised document or translated legalised document.
Check before sending documents overseas
Before sending a scan or PDF abroad, ask the receiving authority whether they need the original, an official issued copy, a certified copy, notarisation, legalisation, translation or embassy attestation.
This can prevent delays and avoid having the document rejected at the final stage.
If you are unsure whether a scan or PDF will be accepted abroad, 12 Apostille can review the document requirements and help confirm the correct preparation route before submission.