Twelve Common Photo and Document Upload Errors and How to Fix Each
Match the message on your screen to its usual cause and the fastest fix.
How to use this page
Portals word their errors differently, but they come from a small set of checks. Find the closest message below, read the usual cause, and apply the fix. Wording varies by portal, so treat the headings as categories.
Size and format errors
1. "File size exceeds the maximum limit"
Cause: the file has more bytes than allowed. Fix: reduce the pixel dimensions first, then compress to the limit. See reducing a photo to 50 KB. Leave a small margin, because some systems count 1 KB as 1000 bytes.
2. "File size is below the minimum"
Cause: some portals require at least, for example, 20 KB so the image is not a thumbnail. Fix: increase the pixel size or quality slightly. The ApplyReady resizer has a minimum KB field that handles this for you.
3. "Invalid file format" or "Only JPG/JPEG allowed"
Cause: the file is PNG, WebP, HEIC or another type, or the extension does not match the contents. Phones sometimes save HEIC photos with a .jpg name. Fix: export as a real JPEG. Set the output format explicitly in the tool.
4. "Uploaded file is corrupt" or "Unable to read file"
Cause: an interrupted download, an unusual colour profile, or a file renamed from another format. Fix: re-save through a resizer to create a fresh JPEG, then upload that.
Dimension and shape errors
5. "Image dimensions are not as per specification"
Cause: the width or height is outside the allowed range. Fix: set the exact pixel size from the form. If the form only gives centimetres, convert using the pixels and DPI guide.
6. "Photo is stretched" or "Aspect ratio incorrect"
Cause: width and height were set independently, so the face is squashed or widened. Fix: crop to the target ratio first, then resize with the aspect lock on.
7. "Signature not within the box" or "Signature too small"
Cause: too much white margin around the signature, or the signature is tiny inside a large image. Fix: crop close to the signature. See making a clean signature image.
Quality and content errors
8. "Image is blurred" or "Photo not clear"
Cause: camera shake, digital zoom, or compression that was too aggressive for the pixel size. Fix: retake the photo with the back camera and good light, and reduce pixel size rather than quality to meet a tight limit.
9. "Face not visible" or "Photo does not meet guidelines"
Cause: shadow across the face, heavy filters, glasses glare, or a cap. Fix: retake near a window. See taking a passport-style photo at home.
10. "Background should be white or light"
Cause: a coloured wall, curtain or clutter behind you. Fix: retake against a plain light wall one step behind you. Do not paint the background in an editor unless the form allows it, because soft edges around hair are easy for a checker to spot.
11. "Document is not legible"
Cause: low resolution, a crooked or shadowed scan, or text compressed too much. Fix: rescan flat in even light and compress less. See reducing a scanned PDF.
12. Upload spins forever, or the page reloads
Cause: often not the file at all: a weak connection, an expired session, or a file name with unusual characters. Fix: rename the file to letters, numbers and underscores only, reconnect, and try again. If you must retry, use a smaller file so the upload finishes sooner.
If none of these match
Read the portal's own instructions page for the field. Look for lines such as "format", "size", "dimensions" and "background", and compare each one against your file's properties. If you believe the portal's requirement has changed, tell us through the contact page so we can check the specification pages.
Frequently asked questions
Why does the portal say my file is too large when my computer shows a smaller size?
Some computers display sizes in units of 1000 bytes, and some portals count 1024 bytes per KB (or the reverse). Leave a margin of a few KB below the limit.
Why does my photo look fine on my phone but get rejected?
The phone screen is small and forgiving. Zoom in to 100 percent on a computer to see blur, noise and shadows that the portal's check can pick up.
Can I upload a screenshot of my photo?
It is better not to. A screenshot carries screen resolution and interface edges, and portals often reject it. Upload the original camera file, resized.
The upload button does nothing. Is the file the problem?
Often it is the browser, not the file. Try a different browser, turn off pop-up or script blockers for the portal, and check that the file name has no unusual characters.
Should I keep trying the same file?
If the same message appears twice, change the file, not the number of attempts. Read the message, apply the fix for it, and test again.