Certificates are the documents most likely to be rejected for reasons that have nothing to do with their content. They are often dark, tilted, cropped or too large. Here is how to scan them well.
Know what the portal wants
Check whether the form wants a PDF or an image, one page or many, and what the size limit is. Some portals want each certificate as a separate file. Others allow one combined file. Follow the notice.
Prepare the document
- Use the original if the notice asks for it. Do not scan a photocopy of a photocopy.
- Remove staples and flatten any folds.
- Wipe the table and use a dark background so the edges stand out.
Take a clean scan
- Use daylight from a window. Avoid direct flash, which causes glare on glossy paper.
- Hold the phone directly above the document, not at an angle.
- Keep all four corners and the borders in the frame.
- Keep the text sharp. Tap to focus before you capture.
- Scan every page, including the back if it has printed content or a stamp.
Turn the pictures into a PDF
The scan to PDF tool works in your browser with pictures from your camera or gallery. If you already have photos, you can also use image to PDF. Arrange the pages in order before you download.
If a page is sideways, rotate it with the rotate image tool first.
Reduce the file size
A multi-page scan can be several MB. Use the compress PDF tool and choose a level that keeps the text readable. Always open the result and zoom in on small print, such as roll numbers and dates, before you upload.
Common problems
- Shadow across the page: change the angle of light or move the phone slightly.
- Cut-off edges: step back and crop later.
- Faded text after compression: use a lighter compression level.
- Wrong page order: reorder pages before you save.
Privacy note
Certificates carry personal details. Tools that run on your device keep files from being sent to a server. Delete scans from shared phones and computers after use.
Final check
- Open the file as the reviewer will and read every line.
- Confirm the name and numbers are clear.
- Check the size and format.
For wider preparation, read documents to prepare before filling an application.