Most rejected uploads fail for simple reasons: the wrong format, a file that is a few KB too large, or a photo that does not match the shape the portal expects. This checklist helps you prepare a photo, a signature and your documents once, correctly, before you open the application form.
1. Read the notification first
Every exam, job or admission notice lists its own rules. Write down these points before you touch any file:
- The file type allowed (JPG, JPEG, PNG or PDF).
- The size range in KB, including a minimum if one is given.
- The pixel dimensions, or the physical size if only that is given.
- The background colour and whether a date, name or cap is required on the photo.
- The number of documents and whether they must be in one PDF or separate files.
These rules change between years and between organisations, so never reuse numbers from an older form without checking.
2. Photo checklist
- Taken recently, facing the camera, with a neutral expression.
- Plain, evenly lit background of the colour the form wants.
- No heavy shadows, no flash glare on glasses, and no filters.
- Sharp and in focus, taken with the back camera if possible.
- Resized to the exact pixels, then compressed to the size limit. Use the image resizer and then the image compressor.
3. Signature checklist
- Dark ink on plain white paper, signed in your usual way and in the space you will use.
- Photographed straight from above in even light, with no shadow across the paper.
- Cropped close so the signature fills the frame, then resized and compressed to the limits on your form.
- Matches the signature you use on your other documents, because some processes compare them.
4. Document checklist
- Scan or photograph every page flat and complete, with all four corners visible.
- Combine photos into a PDF with the images to PDF tool.
- Join several PDFs in the order the form asks with the PDF merge tool.
- Reduce the size if needed with the PDF compressor, and then open every page to make sure the text is readable.
5. Name your files clearly
Use short names without unusual characters, such as photo.jpg, signature.jpg and marksheet.pdf. Some portals reject very long names, spaces or symbols. Keep a folder with the final versions so you can reuse them.
6. Final check before upload
- Open each file and look at it on screen. Is it clear and the right way up?
- Check the size in KB against the limit, and the extension against the allowed types.
- Upload on a stable connection and wait for the preview to appear before you submit.
- Take a screenshot or save the confirmation after submitting.
Common reasons for rejection
- File too large or too small. Both can fail. Aim inside the range, not at the edge.
- Wrong format. A PNG uploaded where JPG is required, or a photo renamed to .jpg without converting it. Use the image converter if needed.
- Wrong dimensions. Many portals check pixels, not just KB.
- Unreadable scan. Blurry or dark documents are often returned for correction.
If a portal still rejects a file that follows the stated rules, try another browser, clear the page and upload again, or contact the portal helpline. We cannot guarantee that any portal will accept a file, but following the notification closely removes most problems.