How to upload certificates as small PDFs for exam and job forms
By the Fusion Office team · Updated
Quick answer
Scan the certificate with Scan to PDF in good light, then shrink it with Compress PDF until it fits the form's range: NTA exams, for example, ask for certificates as PDFs of 50–300 KB. If it's still too big, compress with Grayscale on; if it's under the minimum, scan again at a higher quality.
Scan the certificate
- 1Lay the certificate flat on a dark table in daylight, without shadows.
- 2Open Scan to PDF on your phone, hold it directly above, and capture the page. Add more pages if the certificate has a back side.
- 3Check the thumbnails, retake any blurry shots, and build the PDF.
If you already have photos of the certificate, JPG to PDF turns them into a PDF instead.
Bring it into the size range
- 1Open Compress PDF and choose the scan.
- 2Start with Recommended. If the file is still above the maximum, try Extreme, and turn on Grayscale images for black-and-white certificates.
- 3Check the new size shown under the result.
- 4Open the file and zoom in on the seal and signature: they must stay readable.
If the PDF is under the minimum (some forms reject files below 50 KB), scan again with more light and less compression rather than padding the file.
Several certificates in one upload
Some forms have a single slot for all supporting documents. Scan each one, combine them with Merge PDF in the order the form lists them, then compress the merged file.
The size limit and format are always in the form's hint or the notification. When in doubt, aim for the middle of the range rather than just under the maximum.
Frequently asked questions
Can I upload a photo of the certificate instead of a PDF?
Only if the form accepts JPG for that field. Most certificate fields ask for PDF; convert photos with JPG to PDF.
Why is my one-page scan 4 MB?
Phone cameras save large, detailed photos. Compressing to Recommended or Extreme usually brings a single page well under 300 KB.