Top Tips for Preparing Your Evidence

Most spouse visa applications are now processed using digital case files. Even if you hand over paper at a visa centre, it is usually scanned into an electronic system.

• Digital documents (preferred where possible)

  • PDFs downloaded directly from your bank, employer, or official portals
  • Clear scans or photos saved as PDF
  • Files named in a simple and obvious way, e.g. 01-passport-sponsor.pdf, 02-passport-applicant.pdf, 03-bank-statements-jan-jun-2026.pdf

• Paper documents

  • Are fine if that is how they are originally issued (e.g. some certificates or letters).
  • Try to keep them flat, clean, and not stapled through important text so scanning is easier.
  • If you receive paper documents, it is usually worth scanning them yourself into one clear PDF per document or per bundle (for example, six months of bank statements in a single file).

If you are scanning or photographing documents yourself:

• Use good lighting and avoid shadows across the page.
• Make sure all four corners of the page are visible.
• Check that small text (account numbers, dates, reference numbers) is readable when you zoom out to a comfortable level.
• Save as PDF where possible (easier to view and upload than large image files).
• Keep each document in order – for example, put all pages of a bank statement or tenancy agreement into one PDF instead of uploading separate images.

You do not need anything fancy or “legal looking”. The goal is simply to make your evidence:

• Complete – nothing important missing.
• Clear – easy to read, labelled, and in a sensible order.
• Consistent – dates, names, addresses, and amounts match across documents.

Practical tips:

• Create a simple folder structure on your computer that mirrors the visa categories, for example:
  • 01-identity-passports
  • 02-relationship-evidence
  • 03-accommodation
  • 04-financial
  • 05-english-and-tb
• Use short file names that make sense without opening the document.
• If a document has multiple pages, make sure none are upside‑down, cropped, or missing.

If any of your documents are not in English or Welsh, the Home Office requires a certified translation. This sounds more complicated than it is.

In plain language, a certified translation is:

A full, accurate translation done by a professional translator, with a short signed statement confirming that the translation is complete and correct, plus their contact details and the date.

For UK spouse visas, a certified translation should normally include:

• A statement that the translation is an “accurate and complete translation of the original document”.
• The date of the translation.
• The full name and signature of the translator (or an authorised person at a translation company).
• The translator’s or company’s contact details (address, email, phone, or professional membership/registration).

Key points:

• The translation must cover the whole document, not just the parts you think are important.
• You and your partner cannot translate your own documents – it must be done by an independent translator or translation company.
• For most spouse visa cases, the Home Office does not require notarisation or a stamp from a notary. A simple professional certification, as described above, is enough.

When choosing a translator or translation service, look for:

• Clear mention of “certified translations for UK visas” or UKVI.
• A template or sample of the certification statement they use.
• Transparent pricing and turnaround times.

You can use:

• Local translation agencies in your country.
• Online translation companies that specialise in UK immigration.
• Individual professional translators who clearly state they provide certified translations suitable for UK visa applications.

We plan to use this page in future to recommend reliable translation providers (including some on platforms like Fiverr) that understand UK spouse visa and UKVI requirements. Any recommendations will:

• Focus on clarity, reliability, and compliance with Home Office rules.
• Be clearly marked if they include affiliate links so you know when we may receive a commission.

Before submitting your application, quickly check:

• Are all non‑English/Welsh documents accompanied by a certified translation?
• Does each translation include a statement of accuracy, the translator’s name, signature, date, and contact details?
• Are all PDFs readable on a laptop screen without zooming in excessively?
• Do your file names make sense to someone who has never met you?

If you can say “yes” to all of the above, your evidence is likely to be much easier for a caseworker to review, which can only help your application.

For a complete, trackable list of all required documents, see the Document Checklist. When you’re ready to submit, head to the application form guide.