Guide · Certified translations
Do I need to send the original document, or is a scan enough?
Want to email your documents while an authority asks for originals? The instructions may concern the translator’s source, the documents you submit later, or both.
Reviewed on 27 October 2026
The short answer
A complete, readable digital copy is usually enough for an initial assessment. Whether the original or an officially certified copy must be presented for the finished translation depends on the assignment and the receiving organisation. Only send original documents after arranging this with us.
Three different types of source
The original is the issued document itself. An officially certified copy includes a separate confirmation that it matches the document presented. A scan or photograph is a digital image; it does not become a certified copy simply by being uploaded.
Tell us which version you are actually supplying. A scan of a certified copy is still a digital image of that copy. Clarify both the source required for translation and the documents you must personally submit later.
Prepare a readable, complete scan
Capture the whole page, including edges, stamps and annotations. Photograph it straight on where possible and avoid shadows or reflections. Supply front and reverse sides and attachments in a clear order, even when the back contains only a small entry.
A single PDF per document usually helps keep pages together. Do not alter the contents or remove stamps you think are unimportant. Mention an unreadable entry in your enquiry rather than inserting a guessed value.
The translator’s source and the authority’s submission are separate
An organisation may require original records for an application even when a digital file is sufficient for the first quotation. Ask about both stages explicitly. If the wording is unclear, establish whether an original must be shown, posted or attached to other documents.
If translation from the original is required, arrange presentation before work begins. Confirm the return method and address and retain a copy for your own records. Translation certification does not authenticate the source document.
Your next steps
Obtain the recipient’s exact source-document instructions.
Scan every page, including reverse sides.
Describe the document version you hold accurately.
Arrange sending and returning originals with us beforehand.
More questions
Is a phone photograph always unsuitable?
A complete, sharp, well-lit photograph may be suitable for the enquiry. It does not remove any particular source-document requirement.
Does translation certification also certify my photocopy?
No. Certification of a translation and official certification of a copy are separate processes.
Can I redact passport details or other information?
Discuss this first. Missing content can prevent assessment or a complete translation.
Prepare your documents and requirements
Start with a free initial estimate or discuss any special requirements with us.
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