Submitting an application online can feel like a labyrinth of details and documents, whether it’s for a visa, job, university, or anything else. But with a little preparation, you can make the process much easier and enjoyable. Here’s how to get everything in order and submit your application like you’ve done it a hundred times.
Check the Instructions Carefully
It may sound obvious, but this step is where people often fail. Ignoring the instructions which usually include the list of documents, deadlines, and other important information, could lead to reconsidering your application or even rejection. According to SchengenVisaInfo, a resource that helps with Schengen policies and visa application procedures, providing false documents or incorrect information is one of the top 11 reasons for Schengen visa denial.
Check the website of the embassy or consulate, search for the organization in charge of collecting taxes, or review the media of the university you want to apply to. If any information is missing or unclear, try reaching out to a representative. Contact details are typically posted on the organization’s website. You can find the desired organization on social networks and send them a private message.
Prepare Everything in Advance
Reference letters, work history, income certificates, medical certificates, ID cards, CVs, portfolios, personal statements, and finally, filled-in application forms take much longer to prepare than you might expect. Even if you already have them on hand, it’s best to check whether everything is updated and accurate. An income certificate without a bank’s stamp or an incorrect ID card copy extension can add extra challenges to an already difficult task.
If you’re applying for the first time, you likely have all your documents in physical format. Make sure to scan them accurately with a traditional scanner, if you have one at home or in the office, or download a scanning app. There are many good options on the market, such as Adobe, iScanner, Microsoft Office Lens, and others.
Organize Your Documents
Make sure all your files are properly named and arranged. Instead of using generic names like “document1.pdf” or “1111.jpg,” rename them to clearly reflect their contents, for instance, “Name_Surname_CV.pdf”. This will save you time when trying to find the needed document and help those reviewing your application.
Many applications require you to submit several documents in one file. Instead of uploading multiple files, you can merge PDFs into a single document to ensure that all necessary documents are submitted together. This not only makes your submission more professional but also saves the reviewer time.
At the same time, if you’re working with a multi-page PDF and need to submit certain documents separately, you can split the PDF into smaller parts. This feature allows you to extract only the necessary pages and send them individually, submitting only the required documents.
The easiest way to merge or split a PDF is to use an online tool. There are a bunch of them on the Internet.
Don’t Forget to Adjust the File Extension and Size
Make sure all your documents meet the format requirements and are within the size limits. Some platforms or software used by reviewers might not open your file if it’s sent in the wrong extension. For instance, to convert a Word file into a PDF, you can simply use an online converter. Modern converters work with any popular format.
To reduce the size of a file, use compressors. They make files lighter practically without losing quality. Once again, there are hundreds of them available on the web.
Save Your Progress Regularly
When filling out an online application, it’s important to occasionally save your progress. Some platforms have auto-save functions, but it’s always a good idea to do it manually just to be 100% sure you won’t lose any information. Accidents, such as internet disruptions or technical glitches, can happen when you least expect them.
Don’t Trust Autofill Too Much
Autofill is a great function that remembers your previous answers and can save you a lot of time. However, forms differ, and so do their requirements for date formats, telephone numbers, addresses, and more. So, if you use the autofill tool, don’t forget to double-check that everything matches the required format.
Review Your Application Before Submitting
It might also sound obvious, but checking your application once again before submitting it is vital. Usually, platforms don’t allow you to change anything in the documentation package after you send it. Look through the required documents, check the information on them, confirm they’re signed, ensure you’ve uploaded them to the correct places, and so on.
If you’re worried you might forget something, make a checklist beforehand on a sheet of paper or in Notes on your laptop or smartphone. You can include columns for the file name, whether it’s signed or not, uploaded or not, and anything else you need. After you review one item, cross it off and move to the next.
Don’t Forget to Submit Your Application
Sure, we’re kidding. But still, it’s wise to confirm your submission. Check your email to find
a confirmation letter or notification. If you don’t, it might mean your application wasn’t submitted correctly. Keep a copy of the confirmation for your records in case you need it.
