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How to put documents for an application into one PDF

By DeckleUpdated

To put documents for an application into one PDF, turn any photos or scans into PDFs first, then open Merge PDFs, add every file, arrange them in the order the application asks for and choose Merge PDFs. You get one PDF in that order, ready to upload or email. Your separate files stay unchanged, so you can rebuild the pack if the checklist changes.

Merge PDF
Illustrated document pages containing a chart, photograph and text.
Illustration · a document can contain more than its visible pages.

How to build an application pack with Deckle

  1. Write down the checklist from the application, in the order it lists the documents.
  2. Convert photos to PDF. Use JPG to PDF for phone photos, HEIC to PDF for iPhone photos saved as HEIC, and PNG to PDF for screenshots. Each tool takes only its own format, so a mix of JPG and HEIC photos needs two runs.
  3. Unlock any document that asks for a password, such as a payslip or bank statement, with Unlock PDF and the password you were given.
  4. Open Merge PDFs and choose Select files, or drop all the PDFs onto the page. Choose Add PDFs later for anything you forgot.
  5. Arrange the list to match your checklist. Drag rows by their handles, or type a number and choose Move to.
  6. Set Output PDF name, for example okafor-visa-application.pdf, and choose Merge PDFs.
  7. Download the PDF and check it page by page against the checklist.

The result screen tells you how many pages were combined from how many files, so you can compare it with the total you expect.

Typical packs and their order

Follow the order the organisation gives. Where it gives none, this order works for most reviewers: who you are, why you qualify, then the evidence.

Application Common order
Visa Application form, passport photo page, photo, proof of funds, employment or study letter, travel plans
Rental Application form, ID, proof of income (payslips or contract), bank statements, references
University admissions Application form or cover sheet, transcripts, certificates, personal statement, references
Job with evidence Cover letter, CV, certificates, portfolio samples

Example: a rental pack has a 2-page form, a 1-page ID scan, three 1-page payslips and a 6-page bank statement. The merged PDF should have 11 pages. If it has 10, one payslip did not make it into the list.

Scans and photos

A phone photo of a document makes a perfectly usable PDF page if the photo is sharp and flat. In JPG to PDF, choose Fit inside A4 under Page size so every page comes out at a normal document size, and press the rotate button on any row that is on its side; each press turns the photo 90° clockwise. Without Fit inside A4, Match each image gives each page the photo's own pixel size, which can produce very large pages.

Each photo becomes one page. A two-sided ID card needs two photos, and you can put them one after the other in the same conversion. For more on this, see how to turn a photo of your ID into a PDF.

Upload limits

Application portals often limit the file size, the number of pages or the file name. Read the limits before you merge, because a single large file is harder to fix than several small ones. See how to prepare a PDF for an online form upload for what to check.

Deckle does not compress PDFs to a target size. If the merged file is too big, look for oversized photo pages first: one 12-megapixel photo can be larger than a 20-page text document.

Tips

  • Tick off the checklist as you go. Keep the list beside you and mark each document as you add it to Files to merge.
  • Remove pages the reviewer does not need. Blank backs of scanned pages and terms-and-conditions pages from statements can go. Use Organize PDF pages on the source file before merging.
  • Keep sensitive files for the pack only. The merged file holds everything in one place. Delete extra copies from shared folders once the application is sent.
  • Protect the file if you email it. Add a password with Password protect PDF after merging, and send the password separately. A portal has to open the file itself, so don't add a password for an upload.

Other ways to build the pack

  • On a Mac. Preview can combine PDFs by dragging them into the sidebar. See how to merge PDF files on a Mac.
  • On a phone. Deckle works in the mobile browser. See how to merge PDF files on iPhone and iPad.
  • One upload per document. If the portal has a separate upload field for each document, use those fields instead of a single pack. The reviewer sees each document under its own heading.

Frequently asked questions

Can I merge photos and PDFs together?

Yes, in two steps. Convert the photos to PDF with JPG to PDF or HEIC to PDF, then merge those PDFs with the rest.

Why is one of my documents missing from the merged PDF?

It was unticked in Files to merge, or it was never added because it is password protected. A locked file is listed under Some files were not added with "Unlock this PDF before adding it to Merge." Unlock it, add it again and merge.

Can I change the order after merging?

Yes. Open the merged PDF in Organize PDF pages and move pages, or rearrange the list in Merge PDFs and create a new copy.

Will the pages all be the same size?

Not automatically. Each PDF keeps its own page size. Converting photos with Fit inside A4 makes them match A4 documents.

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