The Document Checklist to Finish Before You Start an Online Application

Why prepare before you open the form

Online portals often time out, log you out after a period of inactivity, or slow down badly near the closing date. Fixing a photo that is 12 KB too large while the session clock is running is stressful and easy to get wrong. If every file is ready, correctly named and already tested against the stated limits, filling in the form takes minutes.

Step 1: Read the notice and list what is asked for

Open the official notification and the instructions page of the portal. For each upload, write down: the document, the accepted formats, the minimum and maximum file size, and the required dimensions. A simple table on paper or in a notes app is enough.

Leave the entries in your own table blank until you have read them from the notice. Do not rely on a friend's figures from last year's exam.

Step 2: Prepare each file

• Photograph: recent, plain background, evenly lit. See taking a passport-style photo at home.
• Signature: black or dark blue ink on plain white paper. See making a clean signature image.
• Documents: flat, straight, all four corners visible. See phone scanning tips.
• Multi-page documents: order and merge them. See combining documents into one PDF.

Step 3: Name and organise

• Create one folder for the application and put only the final files in it.
• Use clear names with letters, numbers and underscores only: Firstname_Photo.jpg, Firstname_Signature.jpg, Firstname_Certificates.pdf.
• Keep an "originals" folder with the unedited camera files.
• Do not put the word "final" in more than one file name.

Step 4: Test the files, not just the form

• Check each file's properties against your table: type, size, pixel dimensions.
• Open every file on a phone and a computer. Confirm none is rotated, cut off or blank.
• Check names and dates match across documents. A different spelling of your name on the certificate and the ID is a common cause of later queries; note it so you can explain it if asked.
• Check that identity and certificate documents are valid and unexpired where that matters.

Step 5: On the day

• Use a stable connection and a computer if you can; the final review step is easier on a larger screen.
• Upload one file at a time and confirm the preview shows what you expect.
• Before you press submit, read the preview page slowly, especially name, date of birth and category.
• After submitting, save the acknowledgement or confirmation page as a PDF and note the application number somewhere safe.

Keep a reusable pack

Once your photo, signature and document PDFs pass one portal, keep them. Most recruiters ask for similar items, and a ready pack saves hours on the next application. Update the photo when the rules say it must be recent, and keep a note of which version you used on which form.

Prepare your photo and signature

Frequently asked questions

How early should I prepare my files?

As soon as the notice is out. Preparing takes an hour or two the first time, and much less once you have a reusable pack. Doing it a few days early gives you time to fix surprises.

What should I do if my name differs across documents?

Fill the form as your primary identity document shows it, and keep a note or supporting document ready to explain differences, such as a gazette notification or affidavit where relevant. Check the notice for the rules on name changes.

Do I need originals or photocopies?

Online forms take scans or photographs. Keep originals safe and bring them to document verification when called, as the notice instructs.

What if the portal rejects a file at the last minute?

Use the fix guide for the exact message, and keep the original unedited files so you can regenerate a new copy quickly. A short checklist reduces panic.

Should I save a copy of the submitted form?

Yes. Save the confirmation page as a PDF and note the application number. You will need it to download an admit card or contact the recruiter.