Mobile Upload and Document Scanning Best Practices
Overview
When you're using Sunset's mobile app or website on your phone to upload important documents like death certificates, wills, trusts, or financial records, the quality of your scan or photo is critical. Poor quality uploads are one of the most common reasons for delays in verification and account closures - institutions reject blurry, dark, incomplete, or illegible documents, which means you have to re-upload and wait again.
The good news is that with proper technique, your phone's camera can produce excellent document scans that financial institutions will accept. This guide provides detailed best practices for getting clear, readable, complete scans on the first try, so your estate settlement process moves forward without unnecessary delays.
Why Document Quality Matters
When you upload documents to Sunset, they're used for multiple critical purposes:
Verification:
We verify your identity and the deceased's information
Death certificates must show the official seal, full name, dates, and signatures clearly
If any element is illegible, verification fails
Institution submission:
Financial institutions have strict document requirements
They must be able to read every detail to process closures
Banks often reject documents and request re-submission if quality is poor
Legal validity:
Court documents must be complete and legible for probate
Missing pages or unclear text can cause legal issues
Some documents require visible official seals or stamps
What institutions look for:
Official seals clearly visible (embossed or raised seal must show texture/detail)
Full legal names readable
Dates clearly legible
Signatures visible
All four corners of document present (proves nothing is cut off)
No shadows obscuring text
Sufficient contrast to read black text on white/colored paper
All pages present if multi-page document
Poor quality uploads cause delays:
Verification takes 3-5 additional days while you re-upload
Institution processing delayed 2-4 weeks for re-submission
Court documents may be rejected requiring new filing
Each re-upload adds frustration and extends timeline
Getting it right the first time saves weeks of delays.
Best Practices for Mobile Document Scanning
Follow these guidelines for excellent document scans every time:
1. Lighting is Everything
Good lighting is the single most important factor in document quality:
Best lighting:
Natural daylight from windows (indirect sunlight, not direct)
Bright, even room lighting
Overcast day near window (provides soft, even light)
Multiple light sources to eliminate shadows
What to avoid:
Direct sunlight (creates glare and harsh shadows)
Single overhead light (creates shadows on document)
Dim lighting (results in dark, grainy images)
Backlit situations (light behind document)
Technique:
Position yourself so you're not blocking light with your body
Light should come from behind you or from the sides
Document should be evenly lit across entire surface
No part of document should be in shadow
Example: Place document on table near window on overcast day. Stand so window light comes from behind you. Document receives soft, even illumination perfect for scanning.
Counter-example: Holding document up to window with bright sun behind it. Your phone will darken the image to compensate for bright background, making document too dark to read.
2. Background Color Contrast
The surface under your document matters significantly:
Best backgrounds:
Dark surface (black, dark brown, dark gray, navy blue)
Solid color without patterns
Matte finish (not shiny or reflective)
Why dark backgrounds work: Most documents are white or light-colored paper. A dark background creates strong contrast that helps your phone's camera:
Focus correctly on the document
Distinguish document edges from background
Capture crisp text
Avoid confusing patterns or similar colors
What to use:
Dark tablecloth or placemat
Dark folder or piece of cardboard
Dark countertop
Dark desktop
What to avoid:
Light backgrounds (white, beige, light gray) - too similar to paper color
Patterned surfaces (wood grain, decorative tables) - interferes with document
Shiny surfaces (glass, polished wood) - creates reflections
Multi-colored surfaces - confuses camera focus
Example: Death certificate is off-white paper. Place it on a black folder on your kitchen table. The camera clearly sees white document against black background, focuses perfectly, and captures sharp image.
Counter-example: White document on white countertop. Camera struggles to identify document edges, focus may be soft, text may blend with background.
3. Document Positioning and Framing
How you position the document in your camera frame affects quality:
Placement:
Lay document completely flat on surface (not held in air)
Smooth out any wrinkles, folds, or curls
If document has been folded, press flat under books for a few minutes first
Ensure all four corners are flat against surface
Framing:
All four corners of document must be visible in frame
Small margin around document (don't cut edges)
Document should fill most of the frame (not tiny in middle)
Keep document straight, not at angles
Camera position:
Hold phone directly above document, parallel to surface
Phone should be centered over document
Don't tilt phone at angle
Keep phone steady (rest elbows on table if needed)
Distance:
Close enough that document fills frame
Far enough that all four corners are visible with small margin
Typically 12-18 inches above document for standard 8.5x11" paper
Example: 8.5x11" death certificate laid flat on dark surface. Phone held 15 inches directly above, centered. All four corners visible with about half-inch margin around document. Document fills approximately 80% of camera view.
4. Camera Settings and Phone Settings
Adjust your phone settings for best results:
Turn off flash:
Flash creates harsh glare and shadows
Use natural or room lighting instead
Flash reflects off paper, creating white blown-out spots
Even in low light, no flash is usually better
Turn off Live Photo (iPhone):
Live Photo mode captures motion before/after photo
Can cause blur if phone or document moves
Go to camera app, tap circular Live icon to turn off
Icon should have slash through it when off
Use HDR if available:
HDR (High Dynamic Range) can help with contrast
Useful if lighting isn't ideal
Most phones enable this automatically
Focus before shooting:
Tap on the document on your screen to set focus
Camera will focus on that area and adjust exposure
Wait for focus to lock (usually see focus square)
Then take the photo
Grid lines helpful:
Enable camera grid (usually in settings)
Helps align document straight
Ensures phone is parallel to document
Resolution:
Use highest resolution setting available
Don't use "live" filters or effects
Standard photo mode (not portrait, panorama, etc.)
5. Taking the Photo
Technique for capturing the image:
Stability:
Rest elbows on table for stability
Take a breath and hold still
Use volume button to take photo (often less shaky than tapping screen)
Consider using a small tripod or propping phone on books if very shaky
Multiple shots:
Take 3-5 photos of the same document
Slight variations in focus, lighting, angle
Review and choose the best one
Better to have options than to realize later the one photo is unusable
Review immediately:
Zoom in on photo to check quality
Verify all text is readable
Check that seal is visible and detailed
Ensure all four corners are present
Look for shadows, glare, or blur
Retake if needed:
If anything looks unclear, retake immediately
Adjust lighting, position, or camera angle
Don't settle for "maybe good enough" - get a clear image
6. Multi-Page Documents
If document has multiple pages (many death certificates are 2-3 pages):
Scan each page separately:
Follow all best practices for each page
Keep lighting and positioning consistent
Name files clearly (death-cert-page1, death-cert-page2, etc.)
Option 1 - Upload multiple photos:
Upload each page as separate file
Or email all pages to [email protected]
Indicate "Page 1 of 3" etc. in your message
Option 2 - Combine into single PDF:
Many phone apps can combine photos into PDF
Upload single PDF file with all pages
Ensures pages stay together
Both sides if applicable:
Some documents have information on both front and back
Scan both sides
Label clearly (front, back)
Step-by-Step Mobile Scanning Process
Here's the complete process from start to finish:
Before You Start:
Find a clean, flat surface (table, desk, floor)
Place dark colored item on surface (folder, placemat, cloth)
Position near good light source (window or bright room lights)
Ensure document is flat and smooth
Phone Preparation:
Open camera app
Turn off flash
Turn off Live Photo mode (iPhone)
Enable grid lines if helpful
Clean camera lens with soft cloth
Positioning:
Place document on dark background
Ensure all four corners flat
Stand over document with phone
Hold phone 12-18 inches above, parallel to document
Center document in camera frame
All four corners visible with small margin
Lighting Check:
Look at screen - is document evenly lit?
Adjust your position so you're not blocking light
Move closer to light source if needed
Ensure no shadows on document
Focus and Capture:
Tap screen on center of document to focus
Wait for focus to lock
Hold steady
Press volume button or shutter to take photo
Keep phone still for 1 second after capture
Review:
Look at captured photo
Zoom in to check text readability
Verify seal is visible and detailed
Check all four corners present
Look for glare, shadows, or blur
Retake If Needed:
If anything unclear, retake immediately
Take 2-3 additional photos
Choose best one
Upload:
Log in to Sunset on your phone
Navigate to document upload
Select photo from gallery
Review preview before submitting
Submit upload
Common Mobile Upload Problems and Solutions
Problem: Photo is too dark
Causes:
Insufficient lighting
Flash off in dark room
Phone auto-adjusted for bright background
Solutions:
Move to better lit area
Turn on more lights
Position near window
Adjust phone exposure (tap and slide exposure slider)
Retake in daylight
Example: Document photo is dark gray and hard to read. Move to table by window during daytime, retake. Now document is bright white with crisp black text.
Problem: Photo is blurry
Causes:
Camera didn't focus properly
Hand moved while taking photo
Document moved
Too close to document
Solutions:
Tap screen to set focus before shooting
Rest elbows on table for stability
Use volume button instead of tapping screen
Ensure document is completely flat and won't move
Move phone slightly farther from document
Take multiple shots and choose sharpest
Example: Death certificate photo is fuzzy, can't read names clearly. Rest elbows on table, tap screen to focus on document, hold breath, press volume button. New photo is sharp with readable text.
Problem: Glare or reflections on document
Causes:
Flash was on
Direct sunlight hitting document
Light reflecting off glossy seal or lamination
Shiny surface under document
Solutions:
Turn off flash
Move away from direct sunlight
Tilt document slightly if sealed/laminated (capture at slight angle)
Use diffused lighting (overcast day, or indirect room light)
Change background to matte surface
Example: Death certificate has bright white spot covering part of text from flash reflection. Turn off flash, use natural window light, retake. No glare, all text visible.
Problem: Part of document is cut off
Causes:
Phone too close to document
Document not centered in frame
Didn't check all four corners
Solutions:
Move phone farther from document
Center document in frame
Ensure all four corners visible before shooting
Leave small margin around edges
Example: Top corner of death certificate is cut off, missing part of official seal. Move phone back 3 inches, ensure all corners visible with margin, retake. Complete document with full seal now visible.
Problem: Image is rotated wrong direction
Causes:
Phone orientation when photo taken
Automatic rotation didn't work correctly
Solutions:
iPhone:
Open photo in Photos app
Tap "Edit"
Tap rotation icon (square with curved arrow)
Rotate to correct orientation
Tap "Done" to save
Android:
Open photo in Gallery or Photos app
Tap edit icon (pencil)
Tap rotate icon
Rotate to correct orientation
Save
Or upload anyway:
Sunset can often auto-rotate images
If it doesn't rotate correctly, we can rotate it manually
Problem: File size too large (over 10MB)
Causes:
Very high resolution photo
Multiple high-res photos combined
Image not compressed
Solutions:
iPhone - Compress to PDF:
Open photo
Tap share icon
Select "Print"
Pinch to zoom on preview (creates PDF)
Tap share icon on PDF
Save to Files
Upload the PDF file (usually much smaller)
Android - Reduce resolution:
Use photo editing app to resize
Reduce to 2000 x 3000 pixels (still plenty clear)
Save and upload
Or email to support:
Email large files to [email protected]
We can receive larger attachments
Include your name and deceased's name in email
Problem: PDF shows blank or black pages
Causes:
PDF creation failed
Wrong file format
Corrupted file
Solutions:
Try creating PDF again
Use different PDF creation method
Upload original photo instead of PDF
Email original photos to [email protected]
Problem: Document has folds or wrinkles
Causes:
Document was folded for storage
Document is old and deteriorated
Paper is curled from moisture
Solutions:
Place document under heavy books for 30 minutes before scanning
Use a flat, heavy object to press flat while holding phone
Iron document on lowest heat with protective cloth (only if paper is sturdy)
If document cannot be flattened, do your best and explain in email to support
Special Document Types
Different documents have specific requirements:
Death Certificate:
Must clearly show embossed/raised seal (look for texture and shadow)
Full legal name must be readable
Date of birth and date of death must be legible
Registrar signature must be visible
If multi-page (some states issue 2-3 page certificates), scan all pages
Tip for capturing raised seal:
Use angled lighting to create shadows that show seal texture
Hold document at very slight angle if needed
Take multiple photos with slightly different angles
Choose photo where seal detail is most visible
Wills:
All pages must be scanned
Page numbers should be visible if present
Signatures on final pages must be clear
Notary seals must be visible
Staple holes are okay (shows pages were together)
Trust Documents:
Often many pages (20-50+ pages)
Consider scanning at office supply store for long documents
Or scan in batches of 10 pages and email
Cover page and signature pages are most critical
Court Documents (Letters Testamentary, etc.):
Official court seal must be clearly visible
Case number must be legible
Judge signature must be visible
All pages required
Financial Statements:
Account numbers must be readable
Dollar amounts must be clear
Dates must be visible
Bank logos/headers should be present
Alternative Methods If Mobile Scanning Isn't Working
If you cannot get a good quality mobile scan despite following best practices:
Option 1: Office Supply Store Scanning
Visit a FedEx Office, UPS Store, Staples, or similar:
Professional scanners produce excellent quality
Staff can help with scanning
Can scan directly to PDF
Can email files or save to USB drive
Cost: Usually $0.50-$1.00 per page
Then email scanned files to [email protected] with:
Your name
Deceased's name
What documents are attached
Your phone number if we need to contact you
Option 2: Ask Someone Else to Scan
If you're not tech-savvy or struggling:
Ask friend or family member with good phone camera
Ask someone to take you to office supply store
Your executor or attorney may have better scanning equipment
Option 3: Mail Physical Copies
Only if absolutely cannot scan:
Email [email protected] first to request mailing address
Send certified copies (not originals)
Use tracked mailing method
Include note with your name, deceased's name, and phone number
This is slowest option (adds 1-2 weeks) but works when digital options fail.
Option 4: Use Tablet or Better Camera
If available:
iPad or Android tablet cameras often better than older phones
Newer phones have much better cameras than older models
Digital camera or DSLR can be excellent (if you know how to transfer files)
Using Sunset's Mobile Scan Feature
Sunset's mobile interface includes a scanning feature designed to make document capture easier:
How to access:
Log in to Sunset on your mobile phone
Navigate to document upload section
Look for "Scan Document" or camera icon
Follow on-screen instructions
What the scan feature does:
Activates your camera within Sunset app
Provides on-screen guides for positioning
May auto-detect document edges
May auto-crop to document
May adjust contrast/brightness automatically
Immediate preview before upload
Tips for using scan feature:
All best practices still apply (lighting, background, positioning)
Follow on-screen guides for document positioning
Ensure document fills guide frame
Review preview carefully before accepting
Retake if quality doesn't look good
If scan feature isn't working well:
Take photos with regular camera app instead
Follow best practices above
Upload photos through standard file upload
Same end result, just different method
Troubleshooting Specific Phone Issues
iPhone-Specific Tips:
Live Photo causing blur:
Go to camera, tap circular icon at top to disable Live Photo
Icon should show slash through it when off
Photos in wrong format (HEIC instead of JPG):
HEIC is fine, Sunset accepts it
If institution needs JPG, we'll convert
Or change iPhone settings: Settings → Camera → Formats → Most Compatible
Photo appears rotated:
Edit photo in Photos app
Use rotate tool to correct
Save before uploading
File size too large:
Use the "print to PDF" trick mentioned above
Or email large files to [email protected]
Android-Specific Tips:
Photo quality reduced by compression:
Check camera settings for highest quality
Disable any "optimize storage" features that compress photos
Use dedicated scanner app (Google Drive has built-in scanner)
Document scanning apps:
Google Drive app has excellent scanner
Microsoft Office Lens
Adobe Scan
CamScanner
These apps optimize for documents automatically
Photo rotation issues:
Use built-in editor to rotate
Save before uploading
Examples of Good vs. Bad Document Scans
Good Death Certificate Scan:
All four corners visible with small margin
Laid flat on dark surface (black folder)
Even, bright lighting with no shadows
Embossed seal clearly shows texture and detail
All text crisp and readable (can read names, dates, signatures)
No glare or reflections
Straight orientation (not tilted)
High enough resolution to zoom in and still read fine print
Bad Death Certificate Scan:
Top right corner cut off (missing part of seal)
Photographed on white countertop (poor contrast)
Flash on creating glare spot over middle of document
Text slightly blurry (didn't tap to focus)
Shadow on left side of document (photographer blocking light)
Held at angle so document appears trapezoidal
Too low resolution (text pixelated when zoomed)
This bad scan would be rejected by institutions and require re-upload.
Quality Checklist Before Uploading
Before you upload, verify your scan meets all criteria:
Completeness: ☐ All four corners of document visible ☐ All pages present (if multi-page document) ☐ Both sides scanned (if applicable) ☐ No text cut off at edges
Clarity: ☐ All text readable when zoomed in ☐ Signatures visible and legible ☐ Seals and stamps clearly visible with detail ☐ Date and names easily readable ☐ No blur or out-of-focus areas
Lighting: ☐ Document evenly lit (no shadows) ☐ Bright enough to read easily ☐ No glare or reflections ☐ Flash was OFF
Orientation: ☐ Document right-side up ☐ Straight (not tilted or skewed) ☐ Properly framed (not too close or too far)
Technical: ☐ File size under 10MB (or ready to email if larger) ☐ Correct file format (JPG, PNG, or PDF) ☐ Not corrupted or blank
If you can check all these boxes, your scan is ready to upload!
When in Doubt, Email Support
If you've tried multiple times and cannot get a good quality scan:
Email [email protected] with:
Your name
Deceased's full name
Explanation of issue ("I can't get the seal to show clearly" or "My phone takes blurry photos")
Attach your best attempt at scanning
We can:
Let you know if your scan is actually good enough despite concerns
Provide specific guidance for your situation
Arrange alternative upload methods
Accept lower quality if document legitimately cannot be scanned better (very old, deteriorated documents)
Better to ask than to keep trying and getting frustrated. We're here to help!
Summary: The Quick Best Practices Checklist
For fastest, best results scanning documents with your phone:
Dark background (black or dark brown surface)
Bright, even lighting (near window or well-lit room)
Lay document flat (smooth out wrinkles)
Turn off flash and Live Photo mode
Hold phone directly above document, parallel to surface
All four corners visible with small margin
Tap screen to focus before capturing
Take 3-5 photos, review, choose best
Zoom in to verify text is readable
Upload the clearest version
Following these ten steps will get you excellent document scans that pass verification and institution requirements on the first try, avoiding delays and frustration in your estate settlement process.
If you have questions or issues with mobile uploads, contact [email protected] anytime. We're here to help you get the documents we need to keep your estate settlement moving forward smoothly.