Original, certified copy or scan: what to submit
Requirements often say only "copy of the document", and that can mean three different things. This guide explains the difference between an original, a certified copy and a scan, and how to confirm the right form before you submit.
Three forms, three meanings
An original is the document as issued, with the issuer signature or seal. A certified copy is a photocopy that a notary has compared with the original and marked accordingly. A scan or photo is only an image, usually for an online upload. They are not interchangeable, and an office may accept one form and refuse another.
How to find out which one is needed
Read the office checklist or the instructions sent with your appointment, and look for words such as original, notarised, certified or uploaded. If the wording is unclear, ask the office in writing and keep the reply. Do not assume that what worked for one office or one case applies to another.
When the original is handed over
Some offices keep the original, others only inspect it and return it. If the original may stay with the office, ask beforehand whether a certified copy is accepted instead, especially for documents that are hard to reissue from abroad.
Foreign documents add steps
A foreign original usually still needs the apostille where it applies and a translation. A copy made abroad is a different document from the original: ask whether the apostille must be on the original or can be on a certified copy, because the answer depends on the issuing country and the receiving office.
Check the scan before upload
For online uploads use a flat, complete, readable image with all edges, stamps and the apostille visible. Check the file format and size limits shown in the system. A cropped or blurred scan is a common reason for a request to resubmit.
Sources
- goc.gov.tr — Presidency of Migration Management: application requirements
- tnb.org.tr — Union of Turkish Notaries: notarial procedures
- mevzuat.gov.tr — Notary Law No. 1512
- hcch.net — Hague Apostille Convention (1961)
Questions
Is a notarised copy always accepted instead of the original?
No. Some offices require the original itself or only accept uploads. Confirm with the office that will receive the file.
Can I upload a phone photo?
Only if the instructions allow it. A flat, complete and readable image works best; blurred or cropped images are often sent back.
Does a certified copy need its own apostille?
It depends on the issuing country and the receiving office. Ask before ordering, so the apostille is not placed on the wrong document.