Photographing Documents
Need to send a photo of your passport, driving licence, or proof of address for a job application? Learn how to take clear, professional-quality photos with your phone that meet employer and government standards.
Why This Matters
When you apply for jobs, register with agencies, or complete right-to-work checks, you'll often need to upload photos of your documents. If the photos don't meet standards, your application can be delayed or rejected — sometimes without anyone telling you why. Getting it right the first time saves you time and stress.
Common Reasons Photos Get Rejected
Blurry or out of focus
The text is not sharp and readable. Hold steady or tap to focus.
Glare or reflections
Light bounces off shiny document surfaces, hiding important details.
Edges cut off
Parts of the document are outside the photo — all four corners must be visible.
Too dark or too bright
Shadows or overexposure make text impossible to read.
Wrong orientation
Photo is sideways or upside down — text should read left to right.
Wrong file format
Some employers need PDF, others need JPEG. Check the requirements.
Low resolution
Photo is too small or pixelated when zoomed in. Use the rear camera, not selfie.
Fingers or shadows in frame
Your hand or its shadow covers part of the document.
Step-by-Step Guide
Prepare your document
Remove the document from any wallet or sleeve. Flatten any creases. Make sure it is clean and not damaged. If the document is laminated, be extra careful about glare.
Find the right lighting
Use natural daylight near a window if possible. Avoid direct sunlight which causes glare. Never use flash on laminated or shiny documents — it bounces back. Overhead lighting is good if even and not too harsh.
Place on a dark, flat surface
Lay the document flat on a dark, non-reflective surface (a dark table or dark cloth works well). This reduces glare and makes edges easy to see. A white surface can cause exposure problems.
Position your phone correctly
Hold your phone directly above the document, parallel to it — not at an angle. Make sure all four corners of the document are visible in the frame with some margin around the edges.
Tap to focus
Tap the centre of the document on your phone screen to set focus. Wait for the camera to focus — the text should look sharp before you take the photo. If using a scanner app, it focuses automatically.
Hold steady and take the photo
Hold the phone with both hands to keep it steady. Take the photo. Check it immediately — zoom in to see if the smallest text is readable. If not, retake it.
Check before submitting
Zoom into every part of the photo. Can you read all the text? Are all corners visible? Is there any glare? If unsure, take another one. It is better to retake than get rejected.
Pro Tips
- •Always use the rear (main) camera, never the selfie camera — it has much lower resolution.
- •If your phone has a "document" or "scanner" mode in the camera app, use it — it auto-detects edges.
- •Take the photo in landscape (wide) orientation for wide documents like letters.
- •If the document has a hologram (passports, driving licences), tilt very slightly or change angle until glare is minimal.
- •Crop the photo afterwards to remove the background, leaving just the document with a small margin.
- •Save as PDF when possible — it looks more professional and is often required by employers.
- •Take multiple photos and pick the best one. Storage space is free; retakes are free.
Document-Specific Guidance
Passport
- Photo the page with your photo and personal details (page 2)
- All text must be fully readable — no glare on the laminate
- The machine-readable zone (the letters and numbers at the bottom) must be visible
- Make sure your photo on the passport is not washed out by glare
Driving Licence
- Photo the front side (your photo and details)
- Some employers also need the back — check the requirements
- The licence has a hologram — avoid flash as it causes glare on the hologram
- All text including the licence number must be readable
Proof of Address
- Use a recent utility bill, bank statement, or council tax letter (usually within last 3 months)
- Your name and address must be fully visible
- The date on the letter must be readable
- If the document is two pages, photo both pages
ID Card / BRP
- Photo the front and back as required
- Biometric Residence Permits have holograms — use even lighting
- All text and numbers must be sharp and readable
- Avoid shadows across the card surface
Free Scanner Apps (Recommended!)
Scanner apps are better than just taking a photo — they automatically detect document edges, fix perspective, remove shadows, and let you export as PDF. You probably already have one installed!
Google Drive (built-in scanner)
Android & iPhoneOpen Google Drive → tap the + (plus) → Scan → point at document. Free on Android and iPhone.
Apple Notes (built-in scanner)
iPhone & iPadOpen Notes → create a new note → tap the camera icon → Scan Documents. Free on iPhone and iPad.
Microsoft Lens
Android & iPhoneFree app that scans documents and saves as PDF or image. Excellent for cutting out just the document area.
Adobe Scan
Android & iPhoneFree scanner app that auto-detects edges, removes shadows, and exports to PDF.
Pre-Submission Checklist
Before you upload your document photo, check every item below:
📋 Always Check the Requirements
Different employers and government services have different requirements for file format (JPEG, PNG, PDF), file size (often 1MB–5MB), and which documents are accepted. Always read the instructions on the application form before uploading — and if you're unsure, contact the employer or agency to ask.