Keeping documents ready is not just about collecting papers — it’s also about meeting the exact format, clarity, and verification standards required by Indian government offices and online portals. This advanced checklist ensures your application moves smoothly without back-and-forth.
General Scan & Upload Standards (Online Applications)
- File formats commonly accepted: PDF, JPG, PNG
- Recommended scan resolution: 300 DPI for documents
- Scan mode: Color for ID cards, Grayscale for certificates
- File size preparation:
- Photo: 20 KB – 200 KB
- ID Proof PDF: 100 KB – 500 KB
- Certificates PDF: 200 KB – 1 MB
(varies by portal — always keep multiple compressed versions ready)
- Ensure all 4 corners are visible, no shadows, no blur
- Name and numbers must be clearly readable when zoomed to 200%
Affidavit & Declaration Requirements
- Use Notary Stamp + Advocate/Notary Signature where asked
- Affidavits generally required for:
- Address mismatch cases
- Domicile proof
- Name change
- Income self-declaration (in some states)
- Must include:
- Applicant name
- Parent/Spouse name
- Full address
- Purpose clearly stated
- Date in correct format
- Notary seal
Photograph Specifications (Offline + Online)
- Background: White or light
- Face: 80% coverage, eyes open, no filters
- Offline print size: 3.5 cm x 4.5 cm
- Online upload ratio: Square or 3:4
- No caps, sunglasses, or heavy shadows
- Keep 3–5 copies ready for offline submission
Signature Requirements (Online Upload)
- Sign on white paper with black or blue ink
- Upload only the signature, not the full paper
- Keep signature file size under 100 KB
- Do not use stylized digital fonts — must be handwritten
Certificate-Specific Advanced Checklist
Caste Certificate
- Parent caste certificate OR
- School LC/TC with caste entry OR
- Community verification from local body OR
- Revenue record proof
Portal reference: https://www.india.gov.in/service/apply-caste-certificate
Income Certificate
- Salary slip OR
- Form 16 OR
- Employer letter OR
- Bank statement (optional) OR
- ITR (if applicable)
Portal reference: https://www.india.gov.in/service/apply-income-certificate
Domicile / Residence
- School records OR
- Voter list entry OR
- Property papers OR
- Electricity/Utility bill OR
- Rent agreement + affidavit (if needed)
State reference example: https://edistrict.up.gov.in (UP), https://edistrict.wb.gov.in (WB)
Birth/Death/Marriage
- Application via CRS: https://crsorgi.gov.in
- Supporting docs: Hospital slip, ID proofs, affidavit if delayed
Center locator for submission help: https://locator.csccloud.in
Aadhaar Correction
- Download update form + list: https://uidai.gov.in/my-aadhaar/downloads/enrolment-and-update-forms.html
- Update portal: https://ssup.uidai.gov.in/ssup
PAN Card
- NSDL PAN Services: https://www.onlineservices.nsdl.com/paam/endUserRegisterContact.html
- UTIITSL PAN Services: https://www.pan.utiitsl.com
Department KYC Document Tips
- Always keep original + 2 photocopy sets
- Carry mobile linked to Aadhaar for OTP verification
- Keep PIN code, district, and village/ward name verified before entry
- Maintain a folder structure:
- ID Proof
- Address Proof
- Certificate Proof
- Photo & Signature
- Acknowledgements