Online portals for visas, university admissions, job applications and public services all have one thing in common: strict file rules. A rejected upload can cost days. This checklist helps you get it right the first time.
1. Read the requirements carefully
Write down, for each document: accepted format (PDF, JPG), maximum size, whether several pages must be in one file, and any photo dimensions. Keep this list next to you.
2. Scan or photograph cleanly
Use a scanner at 200 DPI, or follow our guide to scanning with your phone. Make sure all four corners of each page are visible and nothing is cut off.
3. One document = one PDF
If a document has several pages (passport pages, bank statements over three months), combine them with Image to PDF or Merge PDF. Put pages in their natural order.
4. Respect the size limit
Use Compress PDF; for scans, Medium compression usually brings a file under 1–2 MB while staying readable. Open the result and zoom in to check small print.
5. Prepare the ID photo
Many portals ask for a photo with exact dimensions and a maximum weight (for example 600 × 600 px, under 240 KB). Crop it to the right shape, then use Resize image and Compress image.
6. Check orientation and completeness
- Every page upright? Use Rotate PDF.
- No blank pages? Remove them with Delete pages.
- All pages present and in order? Fix with Reorder pages.
7. Name files clearly
Use names the reviewer understands immediately: Passport_Lastname.pdf, Bank_statements_Jun-Aug_2026.pdf, Diploma_Master.pdf. Avoid spaces and special characters if the portal is old.
8. Protect copies you send by email
If you must email sensitive documents, add a watermark such as “Copy for application no. 12345 only” with Watermark PDF, and consider a password.