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Before you attach the passport scan

How to Send Documents Securely by Email

Check the recipient and required file format, remove information they do not need, then send a protected copy if their workflow accepts it.

Short answer

Confirm who needs the file and whether they provide a submission portal. Share only the required information. If you use a password-protected PDF, send the password separately; it restricts opening, not what a recipient can do after access.

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Check the recipient before attaching a document

Confirm the address and the requested document. For an official request, use the organization’s stated submission channel. An attachment can be retained or forwarded after sending; a password does not revoke copies already opened.

Remove information the recipient does not need

  1. Ask which pages and fields are required. Do not remove a required field without checking the submission instructions.
  2. Use the PDF redaction workflow for sensitive content. A black rectangle in a markup tool can leave underlying text accessible.
  3. Keep a separate complete copy before editing. Reopen the exported file and check the image, text selection, and search results.

Export a protected PDF and send the password separately

  1. Open the document’s export controls, select PDF, and enable opening-password protection.
  2. Choose a long, unique password and keep it securely. Check that the recipient’s app or submission system accepts protected PDFs.
  3. Export and reopen the protected copy. Attach that file, then deliver the password through a separate agreed channel.
  4. Check the attachment and recipient again before sending.

See PDF password protection on iPhone for the export workflow. A recipient who knows the password can retain the document or share its contents.

When a restricted cloud link fits better

A link limited to named recipients can let you change access later. An “anyone with the link” setting allows access after forwarding. Revoking access does not erase downloaded copies. Check permissions and any expiry options before sending.

Use the cloud upload guide to choose a destination. For identity documents, check the ID-card or passport capture requirements; for a contract, reopen the signed export before attaching it.

Frequently asked questions

Does a PDF password prevent forwarding or long-term storage?

No. It restricts opening the file. Someone who has the password can retain it, forward it with the password, or share the contents.

Should I send the PDF and its password in the same email?

Send them through separate agreed channels. If the same message contains both, anyone with that message has both the file and its opening credential.

How should I send a passport or ID copy?

Confirm the official recipient, required pages, and accepted format. Use their stated submission channel. Remove unnecessary information only when their requirements allow it, then verify the exported copy.

What if the recipient cannot open a protected PDF?

Check the password, including case, and confirm that their app accepts that PDF’s protection. A submission portal may require an unprotected file; follow its instructions rather than repeatedly changing the attachment.

Is a restricted share link safer than an attachment?

It can give you control over future access if permissions are limited to named recipients. It does not recall copies already downloaded or stop an authorized reader from sharing content.

Can ScanLens recover a lost PDF password?

ScanLens does not recover an unknown opening password. Keep a separate source copy and store the password securely before sending the protected export.

Related ScanLens guides

Password-Protect a PDF

The export step in detail, including what a lost password means.

Redact a PDF

Remove sensitive content and verify the exported file.

Scan and Email a Document

The straightforward version when the document is not sensitive.

Document Security on iPhone

Locking the app and protecting the library on the device itself.
Check the copy before sending

Cover it, lock it, then send it

ScanLens is a free app for iPhone. Scan the document, cover what should not travel, and export a password-protected copy before it goes anywhere.

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