In the UK, you’re often asked to “provide documents”.
What’s rarely explained is what format those documents should be in. Sometimes a PDF is fine. Sometimes it isn’t. Sometimes no one tells you until the last moment.
This post explains, practically, which documents are usually accepted digitally, which ones usually require originals, and how to avoid unnecessary stress.
Who this is for
This is for people who:
- moved to the UK and are still learning how things work
- aren’t sure when a scan is enough
- keep originals “just in case” but don’t know when they’re actually needed
- get anxious when asked for documents without clear instructions
The basic rule
As a rule of thumb:
- documents that prove information are usually fine digitally
- documents that prove identity or legal status often require originals
There are exceptions, but this rule covers most situations.
Documents usually accepted digitally
These are commonly accepted as PDFs, scans, or clear photos.
Proof of address
Examples:
- utility bills
- council tax letters
- bank statements
- HMRC letters
These are usually accepted digitally by banks, GP surgeries, employers, and local councils.
A downloaded PDF is normally enough.
Employment and income documents
Examples:
- employment contracts
- offer letters
- payslips
- P45 / P60
Digital versions are standard and expected.
Education documents (for applications)
Examples:
- degree certificates
- course completion letters
- training certificates
Scans are usually fine for applications. Originals may be requested later for verification.
Insurance documents
Examples:
- home insurance
- car insurance
- health insurance
These are designed to be used digitally.
Documents that often require originals
These are the ones you should not rely on only digitally.
Passport
Often required in original form for banks, immigration checks, travel, and some employers.
A scan is useful, but not sufficient in many cases.
Immigration documents
Examples:
- visa documents
- BRP
- other status documents
Even when online checks exist, you may still be asked to show the physical document.
Certificates
Examples:
- birth certificates
- marriage certificates
- divorce certificates
Scans are rarely enough for official processes.
Legal documents
Examples:
- court papers
- notarised documents
- deeds
If a document is part of a legal process, assume the original will be required unless stated otherwise.
Grey areas that cause confusion
These depend on the organisation and situation.
Banks
- digital proof of address is usually fine
- identity often requires originals
Landlords and letting agents
- digital documents are usually accepted for checks
- originals may be requested when signing contracts
NHS and GP surgeries
- proof of address is usually accepted digitally
- identity requirements vary by practice
Employers
- digital documents are fine for applications
- originals are required for right-to-work checks
If the format isn’t specified, it’s normal to ask.
What this means in practice
You do not need to:
- carry originals with you
- keep paper copies of everything
- guess what format is required
You do need:
- digital copies of all important documents
- originals of identity and legal documents stored safely in one place
A simple setup that works
- keep originals (passport, visa, certificates) in one physical location
- keep digital copies of all important documents in one folder
- use clear, simple file names
This does not need to be perfect. It just needs to be consistent.
If you’re unsure in the moment
If someone asks for documents and you don’t know what to send:
- ask what format they accept
- send a digital copy if allowed
- only bring originals when explicitly requested
You are not expected to guess.
Final note
If you grew up in a different system, uncertainty around documents is normal.
Understanding when digital documents are enough, and when they are not, removes a lot of unnecessary background stress.
That is the point of life admin.