Prepare files for a job application
Note: General file-preparation guidance. The employer, public notice or application portal sets the requirements; check the current instructions.
A strong application can be delayed or rejected because a file is unreadable, incomplete or uploaded in the wrong format. A short checklist helps you catch avoidable problems while leaving eligibility decisions to the organization running the selection process.
Start with the current instructions
Read the full document-submission section before scanning or exporting anything. Note the accepted file formats, size limits, whether each item needs a separate upload and any required order. Check expiry dates for certificates and records: a document issued earlier may no longer meet the stated validity period.
Prepare a clear, complete set of files
- List every requested document and mark it only after checking the final file.
- Scan or photograph the entire page in even light. Use the resolution and colour settings requested by the portal; when none are specified, choose settings that keep small text readable.
- If photos are accepted, assemble them into a PDF only when the instructions allow it. Open the exported file and check page order, orientation, edges and legibility.
- Use short, descriptive file names that follow the portal’s naming rules. Avoid adding personal details that the application did not request.
- Combine documents only if a single file is requested. Keep separate uploads separate when that is what the instructions require.
- If a file exceeds the size limit, make a copy and reduce it carefully. Review the copy before uploading to confirm that text, stamps and signatures remain readable.
Treat the résumé as its own document
Follow the requested format. A PDF can preserve page layout, while an editable document may be required by some portals. Keep the résumé’s headings and dates clear, and avoid relying on decorative elements to convey essential information. Automated screening systems differ, so no particular layout guarantees a result.
Review before sending and keep a record
Open each final file once more, then compare the set with the instructions. Submit before the deadline and wait for the portal’s confirmation. Save the receipt or application number if provided, along with a local copy of the submitted files. If a correction is needed, check whether the portal allows replacement while the application window remains open.
Related guide
For a step-by-step document checklist, see the university application guide.
Frequently asked questions
Should I put every document in one file?
Only when the current instructions request a single file. Otherwise, upload each document in the required field and format.
Can I submit a certificate without a handwritten signature?
Check the selection notice and the issuing organization’s verification method. A digital code or validation page is not automatically accepted by every process.
Can I replace a file after submitting it?
Some portals allow replacement before the deadline and others do not. Check the portal’s current status and contact channel promptly; do not assume a later correction will be accepted.