Hiring teams often sort through many applications quickly, and the first impression is practical rather than personal: can they open your files, find what they need, and move on? A tidy set of documents does not replace a strong profile, but it removes avoidable reasons for being set aside. This checklist covers what to prepare, how to format it, and how to send it.
The core documents
- Resume: one page if possible, tailored to the role. The Resume Builder exports a clean PDF. See how to build a one-page resume.
- Cover letter: addressed to the right person and specific to the company. The Cover Letter Builder handles the layout, and this guide covers the writing.
- Diplomas and certificates: only those relevant to the position, unless the advertisement asks for all of them.
- References or a portfolio: if requested, or if they strengthen your case.
- Identity or work authorization documents: only when the employer asks for them, and ideally at a later stage.
Choose the right file format
Send PDFs unless told otherwise. They keep your layout and fonts exactly as you intended, whatever device the recruiter uses. If your resume is a Word document, convert it with Word to PDF and check every page. For photos of diplomas, turn them into a PDF with JPG/PNG to PDF.
One file or several?
Read the instructions on the job portal first. If it accepts only one attachment, combine your resume, letter, and certificates with Merge PDF. A common order is the resume first, the cover letter second, then diplomas and supporting documents. If the portal has separate fields, upload each document to its field, and do not merge them.
Name your files clearly
A recruiter downloading thirty resumes does not want thirty files called resume.pdf. Use a consistent pattern such as firstname-lastname-resume.pdf and firstname-lastname-cover-letter.pdf. Avoid spaces and special characters, which some portals handle badly, and do not include version words like final2.
Keep files at a reasonable size
Many portals impose limits of a few megabytes. Photos and scans are the usual cause when a file is too heavy. Remove unnecessary pages, compress the PDF with Compress PDF, and shrink pictures with Compress Image. For a complete method, read how to get a file under the size limit of an online form.
The final check, document by document
- Open each PDF and scroll through every page.
- Read the resume and the letter aloud once, to catch spelling mistakes.
- Check that the name of the company and the job title are correct everywhere.
- Verify that your phone number and email address are right and professional.
- Confirm that nothing from a previous application remains, such as another company's name.
Protect your personal information
Share only what is needed at each stage. Identity documents, bank details, and home addresses rarely belong in a first application. If a document contains sensitive details that are not relevant, remove those pages first. For more on this, see our guide to protecting your privacy with online PDF tools.
After you apply
Keep a copy of exactly what you sent, together with the date and the job advertisement, in a dedicated folder. If you are invited to an interview, you will want to reread your own letter before the conversation. A short, polite follow-up message after a week or two is acceptable if you have not heard back, and it is a good moment to reread your documents and improve them for the next application.
Frequently asked questions
Should I send my application documents as one file or several?+
Follow the portal. If it accepts one attachment, merge them in a logical order. If it has separate fields, upload each document where requested.
Which order should documents follow in a single PDF?+
A common order is the resume, the cover letter, then diplomas and supporting documents.
How can I keep the file small enough for a job portal?+
Remove unnecessary pages, compress the PDF, and shrink any photos before converting them into a PDF.
Should I include my identity documents in my first application?+
Only if the employer asks for them. They usually belong to a later stage of the process.