Uploading Documents Securely

4 minutes Documents and Verification

SAPI requires various documents throughout your application and advance lifecycle. This guide explains how to submit documents securely, what formats are accepted, and how to protect sensitive information.

During application:
- Business registration documents
- Bank statements
- Payment processor statements
- Director/owner ID and proof of address

During your advance:
- Updated bank statements (if requested for forbearance)
- New director ID (if ownership changes)
- Proof of new address (if business relocates)
- Bank account evidence (if changing Direct Debit details)

After repayment:
- Rarely required, but may include final business documents if closing account

Email address: [email protected]

Subject line format:
- Application: "Application Documents - [Business Name] - [Application Ref]"
- Existing advance: "Documents for Account [Account Reference] - [Business Name]"

In the email:
- List the documents attached
- Explain what each document is
- Include your application or account reference
- Add any context ("Updated bank statement as requested for forbearance review")

Attachments:
- Name files clearly: BusinessName_BankStatement_Nov2025.pdf
- Keep total attachment size under 20 MB (send multiple emails if needed)

Example email:

Sometimes SAPI sends a secure upload link via email:

Steps:
1. Check your email for "Upload Documents to SAPI" (subject line)
2. Click the secure link (begins with https://)
3. You'll be directed to a secure upload portal
4. Click "Select Files" and choose documents from your device
5. Upload (may take 1-2 minutes for large files)
6. Receive confirmation email once uploaded

Link validity: 7-14 days (check the email for expiry date)

Expired link?
Contact [email protected] to request a new link.

For original documents or if electronic submission isn't possible:

Send to:
SAPI Group Limited
Senna Building, Gorsuch Place
London E2 8JF
United Kingdom

Attention: Underwriting Team

Include:
- Cover letter explaining what's enclosed
- Your application or account reference
- Return address (if you want documents returned)

Important:
- Send via tracked/recorded delivery
- Keep copies of everything you send
- Allow 5-7 business days extra for postal processing

Documents:
- PDF (preferred for multi-page documents)
- JPG/JPEG (for photos of documents)
- PNG (for scanned images)

Spreadsheets (if requested):
- PDF (preferred)
- CSV
- Excel (.xlsx) - only if specifically requested

How to reduce file size:
- Scan at lower resolution (300 DPI is sufficient, not 600+ DPI)
- Use PDF compression tools (online or Adobe Acrobat)
- Convert photos to PDF (often smaller)

Good file names:
- Acme_Ltd_Certificate_of_Incorporation.pdf
- John_Smith_Passport_Director.pdf
- Bank_Statement_Sept_2025_Acme_Ltd.pdf

Bad file names:
- IMG_12345.jpg
- Document1.pdf
- Scan.pdf

Why it matters:
Clear file names help SAPI's underwriting team process your application faster.

On bank statements, you may redact:
- Other non-business accounts (if visible on the same statement)
- Personal transactions unrelated to your business (if sole trader using personal account)

How to redact:
- Use black boxes over sensitive areas
- Label redacted areas: "REDACTED - Personal Account"
- Don't redact business transactions, account numbers, sort codes, or balances

Must be visible:
- Business name and account details
- All business transactions
- Payments from your payment processor
- Opening and closing balances
- Account number and sort code
- Statement dates

When submitting photo ID:
- Don't email unencrypted ID to non-secure addresses
- Use SAPI's official email ([email protected]) only
- Consider password-protecting PDFs (inform SAPI of password separately)

Problem: Can't read text or see details clearly

Solution:
- Re-scan or re-photograph in good lighting
- Use your phone camera's document scan feature
- Ensure document is flat (not wrinkled or folded)
- Hold phone steady or use a stand

Problem: Bank statement only shows page 1 of 5

Solution:
- Download complete statement from online banking
- Export as PDF (includes all pages automatically)
- If paper statements, scan every page

Problem: Passport or driving licence is out of date

Solution:
- Renew your ID before applying
- Or provide alternative ID (if you have both passport and driving licence, use the current one)

Problem: Proof of address shows a different address than your application

Solution:
- Provide proof of address for the address listed in your application
- Or update your application with the address matching your proof of address
- Include a brief explanation if you've recently moved

Problem: Upload fails or email bounces

Solution:
- Check file size (must be under 10 MB per file, 20 MB per email)
- Try compressing the PDF
- Split into multiple emails if necessary
- Try a different file format (PDF instead of photo)
- Contact +44 20 3868 4990 for alternative submission methods

Secure storage:
All uploaded documents are stored on encrypted, UK-based servers.

Limited access:
Only authorized underwriting and compliance staff can view your documents.

Access logging:
Every document access is logged with timestamp and staff member ID.

Retention:
Documents retained for 6-7 years (regulatory requirement), then securely deleted.

No third-party sharing:
Documents are never shared with third parties except as legally required (e.g., FCA, law enforcement with court order).

Q: Can I submit documents in a language other than English?
A: Documents in Welsh are accepted. For other languages, please provide certified English translations alongside the original documents.

Q: Do I need to get documents certified or notarized?
A: No. Simple scans or photos are sufficient for standard applications. Certified copies may be required for complex cases (SAPI will specify if needed).

Q: I made a mistake in a document I uploaded—can I replace it?
A: Yes. Email [email protected] with the corrected document and explain which previous document to disregard.

Q: Can I upload documents via WhatsApp or text message?
A: No. Use email ([email protected]) or secure upload links only. WhatsApp and SMS are not secure for sensitive business documents.

Q: How do I know SAPI received my documents?
A: You'll receive an email confirmation within 1-2 business days. If you don't, contact [email protected] or +44 20 3868 4990 to verify receipt.

Q: Can I submit the same documents I used for another lender?
A: Yes, as long as they meet SAPI's requirements (correct timeframes, all pages included, etc.). Ensure the documents are recent enough (within 3-6 months).

Q: What happens to my documents if my application is declined?
A: Documents are retained for 6-12 months, then securely deleted. You can request immediate deletion by emailing [email protected] (subject to legal retention requirements).

Upload issues: [email protected] or +44 20 3868 4990
​Document questions: [email protected]
​What to submit: [email protected]
​Privacy/data concerns: [email protected]

Email: [email protected]

Phone: +44 20 3868 4990

Business Hours: Monday-Friday, 9am-5pm GMT