How to Properly Scan Your Documents

Once you have collected all your documents, the next step is to scan and save them on your computer or phone.

📱 What do you need to scan?

To scan your documents, you need one of these:

  • A computer with a scanner

  • Or a smartphone with a camera and internet

If you don’t have these at home, you can go to:

  • A library

  • A community center

  • An internet café

  • A copy or print shop

Important: If you use a public computer, make sure to delete your documents after you finish uploading them.

✅ Rules to scan your documents

1. 📂 File type

  • Accepted file types: .pdf (preferred), .jpg, or .jpeg

  • If your document has multiple pages (like Form I-864), scan it as one single file

2. 🖼️ Image quality

Your scans must:

  • 📸 Be in color
    (See example below – source: travel.state.gov)

  • 📄 Show both front and back sides of any document with stamps or writing on the back
    (See example below – source: travel.state.gov)

  • 📝 Include the certified translation in the same file as the original document (only if the document is in a different language than the one spoken in the country where your visa interview will happen)

  • 👓 Be clear and easy to read. No parts of the document should be cut off
    (See example below – source: travel.state.gov)

🧠 Helpful tip

Before saving your scan, use the preview feature in your scanning app. If the document is hard to read, scan it again using better quality. Just remember: better quality = bigger file size.

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✉️ If you're sending documents directly to the embassy, remember:

  • Accepted file types: .pdf (preferred), .jpg, or .jpeg

  • Each scanned file must be under 4 MB

  • Scan multi-page documents as a single file in the correct order

  • Do not send:

    • .zip files

    • Editable PDFs

    • Password-protected files

  • 🔄 Make sure your documents are upright and easy to read
    (See example below – source: U.S. Department of State)

📉 How to compress a file

Compressing a file means making it smaller so it's easier to upload or email.

  • On your computer, look for an option like “Save as” or right-click the file to find a way to reduce size

  • You can also find free programs online to compress files

🚫 Do NOT send .zip files to the U.S. Department of State.

🚫 Do not send your documents by mail

Unless the National Visa Center (NVC) specifically tells you to, do NOT send any documents by mail. This can delay your case or cause your papers to get lost.