We cannot accept a scanned copy of your Dutch document
If a foreign authority refuses a scanned copy of your Dutch document, the problem is often not the information itself. The authority may need an original paper document, a certified copy, an apostille, a sworn translation or a newly issued version. I personally review the request and explain the correct next step for your Dutch document.
A rejected scan usually means the authority needs stronger proof.
A scan can look complete, readable and official, but it is still only a digital copy. Many foreign authorities cannot verify a scan in the same way they can verify a paper document with original signatures, stamps, certification or apostille.
Before you request another copy or send documents by post, it is important to check what the authority actually wants. The correct route may depend on the document type, the country, the age of the document and whether the receiving party accepts certified copies.
Do not assume the scan was rejected for one reason only.
The message may be about the format, but the real requirement can be wider. They may need the original, a recent issue date, an apostille or a translation. I look at the full wording before recommending a route.
If the scan is refused, the next step is not always “send the original”.
Sometimes the original version you already have is enough. In other cases, the document must be newly issued, certified, apostilled, translated or sent through a more secure route. Sending the wrong paper document can create the same problem again, only with more delay and shipping costs.
Apostille Assist helps you slow the process down at the right moment: first understand the requirement, then decide what needs to be obtained, prepared and sent.
External costs such as municipal fees, court apostille fees, notarial certification, sworn translation, courier services or international shipping are discussed before practical handling begins.
What might be required instead of a scan?
The phrase “we cannot accept a scanned copy” points to a problem with evidence. The receiving authority wants a stronger, more verifiable version of the Dutch document.
Original document
An official paper version issued by the Dutch authority may be required.
Certified copy
A certified or notarial copy may be accepted where an ordinary scan is refused.
Apostille
The document may need apostille before the foreign authority accepts it.
Translation
A sworn translation may be needed together with the official document.
Scan refused versus document refused
These two situations are not the same. Understanding the difference can prevent unnecessary work.
The scan is refused
- The authority may still accept the same document in paper form.
- The problem is mainly the digital copy or PDF format.
- Apostille, certification or shipping may still be needed.
The document itself is refused
- The document may be too old, incomplete or issued in the wrong form.
- A new document may need to be requested first.
- Apostille alone may not solve the rejection.
Common situations where scans are refused
This happens often when the receiving party needs a verifiable document for a formal procedure, not just information.
I can help determine what should replace the scanned copy.
Send me the rejection message or the checklist. I will check whether the issue seems to be the format, the document version, the apostille, the translation or the delivery method.
If practical handling is possible, Apostille Assist can help coordinate the next step, such as requesting a new Dutch document, preparing it for apostille, arranging certification, coordinating translation or planning shipment.
You stay in control: I first clarify the route, then you decide whether you want Apostille Assist to handle the practical steps.
What you can send me
You do not need to know the correct Dutch procedure before contacting me. The fastest way to understand the route is to send the exact message you received.
Related routes
These pages may help if the scanned copy issue is connected to a broader Dutch document requirement.
Frequently asked questions
Can I use a scan just for review?
Yes. A scan is often useful for review, but the final document route may still require an original, certified or officially issued Dutch document.
Does a refused scan always mean I need a new document?
No. Sometimes the same document is acceptable if submitted in original paper form. In other cases, a new or certified document may be needed.
Can an apostille be placed on a scan?
Usually the final route involves an official paper document or certified document. A scan can help identify the route, but it is often not enough for apostille handling.
What if the authority asks for an original and apostille?
Then the correct original document should normally be obtained first, before apostille, translation or shipping is arranged.
Can Apostille Assist coordinate the next step?
In many cases, yes. I first review the requirement and then explain whether document coordination, apostille submission or delivery is possible.
Will I receive a price before work starts?
Yes. I first clarify the likely route. If practical handling is possible, you receive a clear proposal before work begins.
Send me the scan rejection message.
I will personally review your request and explain the correct next step for your Dutch document.
