SCANS, PHOTOS, DOCUMENTS AND GERMAN GOVERNMENT OFFICIALS

A sample of a perfect scan of your documents

I was inspired to write this article by the horrific photos of documents sent by some of our clients. It is obvious that there is not always time and opportunity to find a scanner. Sometimes it's more convenient to just take a quick photo and scan it later. I've already accepted it ))
Nevertheless, I decided to inform the reader about the expectations, or to say more precisely - the requirements of German government officials.

DON'TS - how you shouldn't submit documents

It is hard not to laughing when a client says that he has sent a passport "scan". Documents sent as a photo certainly give the first idea and allow me a quick first check. And that's it. It is impossible to submit document photos to the German officials. Well, you can do that. But then don't be surprised reading an official reply like "please send us the scans, not photos".

And why, actually, did the German bureaucrats not want photos of documents with sufficiently clear, easy-to-read text? Why such scrupulousness?
- I admit, I have no answer to this question. Probably because German officials, especially government officials, just love to act according to instructions. Have you ever heard wordings like " As picky as a German"?

Now, take a look at screenshot #1. This is a special guideline for German employers on how to prepare the documents of a future foreign worker and his family members. Check out the instructions on the top right, under the red word BERLIN:

... standardized format

✓ exclusively in PDF (no ZIP)
✓ Scan quality
✓ No color scans

And Berlin officials are by no means the most " brutal". From my practice, the most terrific representatives of the German bureaucracy are hiding in Frankfurt and, of course, in Bavaria.

The creativity of this client is amazing. He photoshopped a photo and made it look like a "scan" :)

Worst case

Let's say your photo is frontal and pretty much looks like a scan. Should you send it in this "almost perfect" view or not?
- I want to calm you down. There will be no major problems of course. The worst case scenario is the one I mentioned above: "send your documents again, not photos of documents, but scans".

However, there is still one small problem. It's the timing. German officials work "without unnecessary rush". Besides, in many cities the immigration offices are strongly overloaded. So be prepared to wait many weeks for a response.

And now a follow-up question. Are you ready to wait weeks ( even months sometimes) to receive such a polite request to send documents exclusively in PDF, and also in scan quality?
The question is probably rhetorical...

Samples of "ideal" scans

The sample scans below are good enough. Officials will definitely accept and process such scans.

While making scan copies on a stationary scanner, for example in a copy center, it is recommended to make sure that the document to be copied is not pressed into a corner, but is positioned more or less in the middle of a scanner area.

When I keep asking clients to send me a scan instead of a photo, someone probably thinks I am just picky. I see it as my job to prepare the client's documents optimally. To minimize all possible risks of delaying the consideration of the case. I wanna be sure that the government official will smile when he sees the neat scans and optimally folded package of documents. Probably deep down in me inside lives a German bureaucrat. So I am not insulted if you hold me for picky ))

Please note that it is not necessary to scan the the back side of the card. It is also not necessary to submit the card with the letter from the company. In fact, a scan of the front of the card on a white background is sufficient.

And finally, a some good news.

Good news

Any mobile scanner app will do

German officials don't mind if the scanning was done with a smartphone.

Install any App for Android (e.g. Adobe Scan or any other App).
Attention iPhone owners. iOS already has a built-in scanner. All you have to do is to create a new note in "Notes". Click on Camera icon and then on "Scan Documents".

Black and white scans are not required

Despite the warning that scans must be black and white, in my practice I have never had a problem sending color scans. However, black-and-white scans would use less space in your device.

Key ideas

1: Sending photos of documents to your migration consultant "to check" - okay. Sending photos of documents to an official has the risk of wasting precious time.

2: You can scan documents with any mobile scanning application.

3: The scan can be in color or black and white. It is not crucial.

Copy & share: migwork.com/scan

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