How to Scan Documents Using Your Phone
Tips for sending clear, readable copies of your personal documents
Many of the documents you send us — such as IDs, birth certificates, and marriage records — will need to be scanned or photographed. While you may have access to a scanner at home, if not, we have created this guide to help you produce clear, readable scans using your phone.
General Tips for Clear Scans
1
One document at a time
Each document should be its own separate image or PDF. Do not photograph multiple documents together in one shot.
Each document should be its own separate image or PDF. Do not photograph multiple documents together in one shot.
2
Use good lighting
Natural daylight works best. Avoid shadows across the document. Turn off your camera flash — it creates glare on glossy documents.
Natural daylight works best. Avoid shadows across the document. Turn off your camera flash — it creates glare on glossy documents.
3
Flat, dark surface
Place the document on a flat, dark-colored table or desk. This gives the best contrast and helps your phone detect the edges.
Place the document on a flat, dark-colored table or desk. This gives the best contrast and helps your phone detect the edges.
4
Hold your phone directly above
Position your phone parallel to the document, not at an angle. The entire document should fit within the frame with a small border around the edges.
Position your phone parallel to the document, not at an angle. The entire document should fit within the frame with a small border around the edges.
5
Scan in colour
Always capture in colour (not black and white), so stamps, seals, and ink are clearly visible.
Always capture in colour (not black and white), so stamps, seals, and ink are clearly visible.
6
Check before sending
After taking the photo, zoom in on the image. If you cannot read the small print clearly, retake the photo. It is much easier to retake now than to be asked for it later.
After taking the photo, zoom in on the image. If you cannot read the small print clearly, retake the photo. It is much easier to retake now than to be asked for it later.
If your original document is itself black and white: a clean copy is fine — some records (like older certificates or censuses) simply are not in colour. So we can tell the scan was done in colour, place a small colour item — such as a coloured sticky note — next to the document when you scan or photograph it. That way it is clear the scan was taken in colour and the document itself just happens to be black and white.
Using Your Phone’s Built-In Scanner (Recommended)
Most phones have a built-in document scanning feature that automatically straightens the image, enhances contrast, and saves it as a PDF. This produces much better results than taking a regular photo.
iPhone
1
Open the Notes app
Open the Notes app on your iPhone. Create a new note or open an existing one.
Open the Notes app on your iPhone. Create a new note or open an existing one.
2
Tap the camera icon, then “Scan Documents”
At the bottom of the note, tap the camera icon, then select “Scan Documents” from the menu.
At the bottom of the note, tap the camera icon, then select “Scan Documents” from the menu.
3
Capture the scan
Hold your phone over the document. The phone will automatically detect the edges and capture when aligned. Adjust the corners if needed, then tap Save.
Hold your phone over the document. The phone will automatically detect the edges and capture when aligned. Adjust the corners if needed, then tap Save.
4
Share the scan
Tap the scan in your note, then tap the share icon (box with an arrow). Choose Save to Files to save it as a PDF first.
Tap the scan in your note, then tap the share icon (box with an arrow). Choose Save to Files to save it as a PDF first.
Android
1
Open Google Drive
Open the Google Drive app on your phone.
Open the Google Drive app on your phone.
2
Tap + then “Scan”
Tap the + button at the bottom-right, then select “Scan” from the menu.
Tap the + button at the bottom-right, then select “Scan” from the menu.
3
Capture and save
Hold your phone over the document and tap the capture button. Adjust the crop if needed, then tap the checkmark. The scan is saved as a PDF in your Google Drive.
Hold your phone over the document and tap the capture button. Adjust the crop if needed, then tap the checkmark. The scan is saved as a PDF in your Google Drive.
4
Share the scan
Find the scan in your Google Drive, tap the three-dot menu, and select “Send a copy”.
Find the scan in your Google Drive, tap the three-dot menu, and select “Send a copy”.
Free Scanner Apps
If your phone does not have a built-in scanner, you can download a free scanning app that works similarly:
| App Name | Available On |
|---|---|
| Adobe Scan | iPhone and Android |
| Microsoft Lens | iPhone and Android |
| CamScanner | iPhone and Android |
| Tiny Scanner | iPhone and Android |
Tip: These apps are designed for smartphones and may not be available on all devices. If you are unable to access a scanning app, you can take clear photos using a regular camera, or locate a scanner at a local library, print shop, or workplace.
Document-Specific Tips
| Document Type | What We Need |
|---|---|
| Passport | Photo/information page only |
| Driver’s License | Separate, clear image of the FRONT and BACK (two images total) |
| Health Card / Other ID | Separate, clear image of the FRONT and BACK (two images total) |
| Birth / Marriage / Death Certificate | Full document, all edges visible, all text readable when zoomed in |