Choose the right format
Use the format requested by the receiving institution or service. PDF is often useful for multi-page documents, while image formats may be required for photographs or specific online forms.
Document assistance
Prepare your documents. Submit with confidence.
Find practical guidance for preparing PDFs, scans, photographs and supporting documents for education, admissions, career applications and other enquiries. Learn how to check file quality, organise your documents and protect personal information before using an appropriate submission channel.
Document preparation
Get your files ready to submit.
Before sending a document to an institution, employer or support contact, check that the file is readable, relevant and suitable for the receiving service's instructions. Requirements vary by destination, application and purpose.
Check readability
Make sure text is sharp, pages are upright, the full document is visible and no important details are cut off, blurred or obscured by shadows.
Protect your privacy
Share only the information requested. Never send passwords, OTPs, payment credentials or unrelated personal records through an unverified contact channel.
Before you submit
Your document readiness checklist.
Use this checklist before uploading or sending a file. The receiving organisation's official instructions take precedence over these general recommendations.
Review every file
Confirm the following points before you share your documents.
- Correct document: Confirm that the file is the document requested for the relevant course, application, job or enquiry.
- Complete pages: Check that all required pages, both sides where applicable, signatures and supporting pages are included.
- Readable scan: Make sure text, dates, seals and other required details can be read without excessive zooming.
- Correct orientation: Rotate pages upright and keep page order consistent.
- File size: Check the maximum file size specified by the receiving website or application.
- Accurate filename: Use a clear, neutral filename that identifies the document without exposing unnecessary sensitive information.
- Privacy review: Check for unrelated personal details or extra pages that the recipient does not need.
- Final copy: Open the final saved file and verify it before sending.
File format guidance
Understand common document formats.
These are general descriptions, not a guarantee that a particular MedOrbits form or third-party portal accepts every format listed. Always check the destination's published requirements.
| Format | Common use | What to check |
|---|---|---|
.pdf |
Multi-page documents, certificates, statements and application records. | Open the file, verify page order and readability, and check any size restrictions. |
.jpg / .jpeg |
Photographs, scanned pages and image-based documents where permitted. | Check image clarity, cropping, orientation and image quality. |
.png |
Images, screenshots and graphics where accepted by the destination. | Check image dimensions and file size; screenshots may contain extra personal information. |
.docx |
Editable text documents such as resumes or drafts where explicitly requested. | Check formatting, page layout and whether the recipient accepts editable documents. |
.xlsx |
Spreadsheets and structured data where specifically requested. | Check that the destination permits spreadsheets and that the file contains only relevant data. |
File limits are set by the receiving service
This guide does not establish a universal file-size limit, accepted format list, image dimension or upload count. Use the instructions displayed by the relevant institution, employer or website. Do not rename a file extension to make an unsupported file appear to be another format.
Scanning and image quality
Make each page clear and complete.
A well-prepared scan makes it easier for an authorised recipient to review the information you intend to provide.
How to prepare a scan
Follow these steps when scanning a paper document using a scanner or a trusted scanning application.
- Prepare the surface. Place the document on a clean, flat surface with sufficient light and minimal glare.
- Capture the full page. Include all corners, edges, text and required stamps or signatures.
- Check focus and contrast. Avoid blurry images, harsh shadows, reflections and excessive compression.
- Review every page. Make sure the pages are in the correct order and none are missing or duplicated.
- Save in the required format. Follow the destination's format and file-size rules before submitting.
Privacy and security
Share documents with care.
Documents can contain identity, education, employment, financial or other sensitive information. Confirm the recipient and purpose before sharing them.
Protect your personal information
Use these precautions when preparing and sending files.
- Verify the destination: Confirm the website domain, institution, employer or contact address before sharing a document.
- Use the official channel: Prefer the recipient's verified application portal or documented secure submission method.
- Limit disclosure: Provide only the documents and information needed for the stated purpose.
- Protect credentials: Never disclose passwords, OTPs, PINs, recovery codes or banking credentials to upload a document.
- Review shared devices: If using a shared computer, sign out and remove local copies when appropriate and safe to do so.
- Be careful with public links: Do not upload confidential files to a public or broadly accessible file-sharing link.
Submission workflow
From preparation to submission.
Follow the receiving service's instructions from beginning to end. The steps below describe a general process and do not represent a live upload workflow on this page.
Read the requirements
Confirm the required documents, file formats, size limits, naming rules and deadline on the official destination.
Prepare your files
Scan or export the documents, arrange pages correctly and check readability before selecting the files.
Submit through the correct channel
Use the receiving service's verified upload portal or documented submission method, if available.
Check for confirmation
Look for a confirmation message or reference number from the receiving service and retain it securely.
Keep your own copy
Retain the final files and any confirmation details in a secure location you control.
Follow up appropriately
If the receiving service reports an error or requests a correction, follow its instructions and use its official support channel.
This page is a help guide, not a document upload portal
This page does not contain a file picker, upload endpoint, document storage service or online submission system. Selecting links on this page will not upload files to MedOrbits. Actual upload functionality requires an implemented and verified service, appropriate server-side file validation, access controls, secure storage, malware scanning where appropriate, retention rules and clear submission acknowledgements. Do not treat this page as confirmation that a document has been received or reviewed.
Frequently asked questions
Document upload help and answers.
Find general answers to common document preparation and submission questions.
Can I upload a document directly on this page?
No. This page provides document preparation and security
guidance. It does not upload, store or transmit files.
Use the verified submission channel provided by the
institution, employer or service that requested your
documents.
Which file format should I use?
Use the format required by the receiving service.
PDF is commonly used for multi-page documents, while
JPG, JPEG or PNG may be required for images. Acceptance
depends on the destination's actual requirements.
What should I do if my file is too large?
Check the maximum file size stated by the destination.
If permitted, use a trusted tool to optimise or compress
the file while keeping all required details readable.
Avoid uploading confidential documents to unfamiliar
online conversion websites.
Why is my PDF blank or difficult to read?
The scan may have failed, the document may have been
exported incorrectly, or the file may be damaged.
Open the file in a trusted PDF reader, inspect every
page and create a fresh scan or export if necessary.
Can I send my documents by email?
Only if the intended recipient confirms that email is
an appropriate channel. Verify the address and avoid
attaching sensitive documents to an unverified message.
Use a secure portal where the receiving service requires
one.
What if I uploaded the wrong document?
Contact the receiving service through its official
support channel as soon as practical. Explain the issue
and provide a reference number if one exists. Do not
send additional sensitive information unless it is
needed and the recipient is verified.
Does this page guarantee that my document will be accepted?
No. Acceptance depends on the receiving organisation's
requirements, document validity, file quality and
applicable procedures. Verify the official instructions
and check for any confirmation issued by the recipient.
Can I ask MedOrbits for help with an existing enquiry?
You can visit the
contact support page
to review contact options. This document guide does not
itself create a support ticket or confirm that an enquiry
has been received.
Should I share passwords or OTPs to verify a document?
No. Do not share passwords, OTPs, PINs or banking
credentials with a person claiming to help you upload
or verify a document. Use the official service's
documented security process.
Need further assistance?
Visit contact support ↗
Prepare carefully. Share securely.
If your question concerns an existing MedOrbits enquiry, website information or a support issue, review the available support resources before sharing documents. Always verify the recipient and submission channel first.