1 Check what they're asking for
Before you start, read the website or letter carefully and jot down:
- Which documents they want (for example, a council tax bill, a bank statement, or proof of address).
- How recent they need to be (often "dated within the last 3 months").
- What type of file they accept. Usually it's PDF or JPG.
- The size limit, if there is one. It will say something like "maximum 5 MB".
Don't worry if some of these words are new. They're all explained at the bottom of this guide.
2 Take a clear photo of each page
- Put the page flat on a table in a well-lit spot. Daylight near a window is ideal.
- Hold your phone straight above the page, so the whole page fits on the screen with a little space around it.
- Take one photo per page, and check each one is sharp before moving on. If the writing looks blurry, take it again.
- For shiny things like a driving licence, turn the flash off to avoid glare.
3 Put the photos together into one document
Most websites prefer one document per item, rather than lots of separate photos. Put the photos onto your computer (emailing them to yourself is often easiest), then use this free tool to put the pages in order, turn any that are sideways, and save them as one PDF.
→ Turn photos of a letter into one documentFree. Your photos never leave your computer.4 Only send the pages they need
If you already have a long PDF, such as a 10-page bank statement you downloaded, you often only need to send one or two pages. Sending less also keeps private details private.
→ Keep just the pages you need from a documentFree. Your document never leaves your computer.5 Check the size
Find your document (usually in your Downloads folder). On Windows, hover the mouse over it or right-click and choose Properties to see its size. Compare it with the limit from step 1.
If it's too big, go back to step 3 and make sure "Make it small enough to send" is ticked. Ticking "Black and white" makes it smaller still.
6 Upload it
- On the website, find the button that says "Choose file", "Browse" or "Upload", and click it.
- A window opens showing the folders on your computer. Click Downloads on the left, then click your document, then Open.
- Wait until the website shows the file's name, a tick, or "uploaded". This can take a little while.
- Finish the form and look for a confirmation message or email. It's worth writing down any reference number.
7 Stay safe
- Only upload on the official website. Type the address yourself, or start from gov.uk or your council's own website, rather than following a link in an unexpected text or email.
- Genuine organisations will never ask for your bank PIN or full passwords as a document.
- If something feels rushed or odd, stop and phone the organisation on a number you already know.
What the words mean
- Upload
- Sending a file from your computer to a website.
- File
- One saved item on your computer, such as a photo or a document.
- A type of document that looks the same on every computer and printer. The name ends in .pdf.
- JPG (or JPEG)
- The usual type of photo file. The name ends in .jpg.
- MB (megabyte)
- A measure of how big a file is. A phone photo is often 3 to 5 MB. A one-page letter made with our tool is usually well under 1 MB.
- Downloads folder
- The place on your computer where things you save from websites usually go.
- Browse / Choose file
- The button on a website that opens a window so you can pick a file from your computer.
Stuck?
That's completely normal. Websites aren't always clear. A family member or friend can often help in a few minutes, and many local libraries offer free help with computers. You can also phone the organisation and ask whether you can send documents another way.