Proper Scanning of Documents for Immigration Applications

This page provides guidance on how to correctly scan or photograph documents for immigration and residence permit applications. Incorrectly scanned documents are one of the most common reasons for delays, rejections, or requests for resubmission by the Immigration Office.

Please read the points below carefully before submitting any documents.

Why proper scanning matters

All documents submitted to the Immigration Office must be clearly legible and complete. Even minor issues (such as a missing corner of a page) may result in the document being rejected. We have received official feedback from the Immigration Office regarding incorrectly scanned documents, including passports.

If a document is not scanned correctly, we may need to ask you to resubmit it, which can delay your application.

General scanning requirements (applies to all documents)

When scanning or photographing documents, please ensure that:

• All four corners of every page are visible
• No part of the document is cut off or cropped
• The entire page is visible, including margins
• The text is sharp, clear, and readable
• There is no blur, shadow, glare, or reflection
• The document is placed on a flat surface
• The document is photographed straight (not at an angle)
• Nothing is covering the document (fingers, clips, shadows, etc.)

If a document has multiple pages, all pages must be included.

Quick scanning tips for mobile devices

iPhone (using Notes app):

1. Open Notes and create a new note.
2. Tap the camera icon and select "Scan Documents."
3. Point at the document; it will auto-capture or press the shutter.
4. Tap "Keep Scan" after each page.
5. Save all pages as a single PDF.

Android (using built-in Camera or Document mode):

1. Open Camera and select Document/Scan mode if available.
2. Capture each page ensuring edges are visible.
3. Export images as a single PDF using the Gallery or Photos app.

Always double-check that the final PDF shows all corners and text clearly.

Common mistakes to avoid

Please do not submit documents where:

• One or more corners of the page are missing
• The edges of the document are cropped by the camera or app
• The document is photographed too close
• Parts of the text are unreadable or blurred
• Pages are tilted, skewed, or partially outside the frame
• The document is folded or wrinkled
• Screenshots are used instead of scans (unless explicitly accepted)

Automatic document-cropping features on mobile phones often remove parts of the document. Always double-check the final image or PDF before sending it.

File format and quality

• Preferred format: PDF
• One document = one PDF file (unless instructed otherwise)
• All pages of the same document should be merged in their original order into a single PDF
• Do not compress files excessively
• Do not edit, retouch, or modify the content of the document

Please ensure the file size and quality allow the document to be clearly read when zoomed in.

Passports and ID documents (important)

For passports and ID cards:

• The entire data page must be visible, including all edges
• The MRZ zone (machine-readable zone) must be fully visible and readable
• No glare or reflection on laminated pages
• The document must not be cut, cropped, or partially hidden

Incorrectly scanned passport pages are frequently rejected by the Immigration Office.

Final check before sending

Before submitting your documents, please check:

• Are all pages included?
• Are all corners visible on every page?
• Is the text clear and readable?
• Is the file complete and correctly named?

If you are unsure whether a scan is acceptable, please re-scan the document rather than submitting a questionable version.

Submitting properly scanned documents helps ensure a smoother and faster immigration process for everyone involved.