Key takeaways
- Read the portal's rules first: format, maximum file size and whether files must be combined.
- Scan every page clearly in color unless black & white is requested.
- Merge related pages into one PDF in the order the checklist asks.
- Compress to stay under the size limit without making text unreadable.
Online application portals are strict. A blurry scan, a file that's too big or pages in the wrong order can delay a visa or get a job application skipped. Here's how to prepare documents that pass the first time.
1. Read the requirements
Before scanning, check:
- File format — almost always PDF, sometimes JPG for photos.
- Maximum file size — often 1–5 MB per file.
- One file or several — some portals want each document separately, others one combined PDF.
- Color — color is usually required for IDs, diplomas and anything with stamps.
2. Scan each document clearly
Use Scan to PDF with Auto color. Check that:
- All four edges of the page are visible.
- Stamps, signatures and seals are readable.
- Both sides are included if the back has information.
For IDs and residence permits, use ID card mode to put both sides on one page — see scan an ID card front and back.
3. Put pages in the right order
If the checklist says "passport, birth certificate, bank statements", follow that order exactly. Combine files with Merge PDF and fix any page order with Organize PDF.
4. Meet the size limit
| Limit | What usually works |
|---|---|
| 5 MB | Standard quality scans, no compression needed for a few pages |
| 2 MB | Compress PDF › Recommended |
| 1 MB | Compress PDF › Extreme, or Grayscale if allowed |
| 500 KB | Extreme compression and fewer pages per file |
Use Compress PDF and always open the result to make sure the small print is still readable.
5. Name files clearly
Unless told otherwise, use your surname, first name and the document type: Levi_Noa_Diploma_BSc.pdf. Avoid spaces and special characters if the portal is old-fashioned.
6. Translations and certified copies
If a translation is required, scan the translation directly after the original page, in the same PDF. Remember that some processes require certified copies or originals — a scan doesn't replace those.
7. Keep your data private
Application packs contain everything an identity thief wants. Don't use random free converters that upload files. Osd-Scan processes everything on your device. When emailing documents, consider adding a password with Protect PDF.
Clear scans, correct order, the right size — that's all a reviewer needs to move your application forward.
Frequently asked questions
What file size limit do portals usually have?
Common limits are 1, 2 or 5 MB per file. Compress PDF with the Recommended level usually brings multi-page scans under these limits.
Should I scan in color or black and white?
Use color for documents with stamps, seals, photos or signatures. Use black & white only when the instructions allow it.
Do I need to scan both sides of a certificate?
Yes, if the back has any stamps, notes or translations. Include it as the next page.
How should I name the files?
Follow the portal's instructions. If none are given, use your name and the document type, e.g. "Cohen_Dana_Passport.pdf".