Most exam portals do not reject forms because you filled something wrong—they reject because your upload fails validation. That validation is automatic and strict: wrong aspect ratio, wrong KB range, wrong background, or a blurry signature can trigger rejection.
1) What portals check (and why)
Most government portals run a quick validation script before accepting uploads. The common checks are:
- File format: JPG/JPEG (sometimes PNG). Always prefer JPG unless the notification says otherwise.
- Dimensions: either pixels (e.g., 200x230 px) or cm/mm (e.g., 3.5x4.5 cm).
- File size range: strict KB ranges like 10–20 KB, 20–50 KB, 50–100 KB, etc.
- Aspect ratio: even if pixels vary, the ratio must match (portrait vs square).
- Background & clarity: plain background, face centered, no heavy shadows.
Important: pixels and KB are different problems
Pixels decide how large the image is. KB decides how heavy the file is. You usually need both: resize first, then compress.
2) Typical requirements across popular exam boards (2026)
Exact numbers change per notification, but the patterns stay similar. Use this as a reference, then verify against your official PDF.
| Exam board (examples) | Photo aspect | Common photo KB ranges | Common signature KB ranges | Extra uploads |
|---|---|---|---|---|
| SSC (CGL/CHSL/MTS/GD) | Portrait (passport-style) | 20–50 KB / 20–100 KB | 10–20 KB / 20–50 KB | Thumb impression, handwritten declaration (sometimes) |
| IBPS / Banking | Portrait | 20–50 KB | 10–20 KB | Left thumb, handwritten declaration |
| UPSC (OTR / forms) | Often square | 20–300 KB | 20–300 KB | ID proofs, certificates in PDF |
| RRB / Railway | Portrait | 30–70 KB / 50–100 KB | 20–50 KB | Category certificate PDFs |
3) A clean, repeatable workflow (resize → compress → verify)
- Start with the best input: a clear photo under good light. The cleaner the input, the smaller the KB you can hit without blur.
- Resize to exact pixels: match the portal pixels and aspect ratio. If your photo is a different shape, pad with a white background (safe, portal-friendly).
- Compress to target KB: after resizing, reduce KB in a controlled way so the face and text stay sharp.
- Re-check file properties: confirm width, height, and KB before you upload.
4) How to make a signature that never fails
Signatures fail for three reasons: low contrast, uneven lighting, or over-compression (turns into a gray blur). Use this simple method:
- Pen: black pen (not pencil), medium thickness.
- Paper: plain white A4 (no ruled lines).
- Capture: scan using a scanner app or click from above with no shadow.
- Background: keep pure white; avoid off-white/yellow tint.
When the portal demands 10–20 KB
Aim for ~15 KB with high contrast. It usually looks clean and stays safely inside the range.
5) Thumb impression & handwritten declaration (common pitfalls)
These uploads are easy to ruin with smudges or harsh compression. Two rules help most aspirants:
- Thumb: press once, do not drag. If it smudges, redo.
- Declaration: write in the required ink color, on white paper, and keep the text readable even after compression.
Build a "Form Folder" (10-minute setup)
Create a folder named Official Documents and keep everything upload-ready:
- Photo (portal-ready)
- Signature (portal-ready)
- Thumb impression
- Handwritten declaration
- Certificates merged into a single PDF
6) The 7 most common rejection reasons (and quick fixes)
- Wrong aspect ratio: your photo is landscape but the box expects portrait → resize + pad.
- KB too close to the limit: 50.01 KB fails → aim mid-range.
- Blurry face: low-light + too much compression → start with a sharper photo, compress less aggressively.
- Background not plain: patterned wall or curtain → retake or crop to plain background.
- Signature too light: faint ink or shadow → enhance contrast, re-capture cleanly.
- Wrong file type: PNG when only JPG accepted → convert to JPG and re-check KB.
- Wrong orientation: horizontal signature in vertical slot → crop/rotate properly.
Why SarkariPixel is designed for aspirants
Many online resizers upload documents to servers. SarkariPixel focuses on client-side workflows for the in-browser tools: your files stay on your device during processing.
FAQ
Should I resize first or compress first?
Resize first (fix pixels/aspect ratio), then compress (hit KB range). Compressing first often makes quality worse after resizing.
My portal asks for cm (3.5x4.5). How do I handle that?
Most portals ultimately validate pixels. Use the pixel value given in the notification if available. If only cm is given, use a passport-style portrait ratio and verify the portal preview/requirements carefully.
What KB should I target inside a range?
Target the middle (e.g., 35 KB for 20–50 KB). Avoid sitting on the edge because portals sometimes calculate size slightly differently after upload.
How do I merge marksheets/certificates into one PDF?
Use Images → PDF for scanned images, or Merge PDFs if you already have multiple PDFs. Keep text readable before uploading.