Guidelines for scanning

Guidelines for scanning

 Guidelines for scanning and Upload of Photograph (4.5cm × 3.5cm), Signature, Left 

Thumb Impression & Hand-written declaration

Before applying online, a candidate will be required to have a scanned (digital) image of 

his/her photograph, signature, left thumb impression and the hand-written declaration as 

per the specifications given below. 

Photograph Image: 

- Photograph must be a recent passport style colour picture. 

- Make sure that the picture is in colour, taken against a light-coloured, preferably 

white, background. 

- Look straight at the camera with a relaxed face 

- If the picture is taken on a sunny day, have the sun behind you, or place yourself in 

the shade, so that you are not squinting and there are no harsh shadows 

- If you have to use flash, ensure there's no "red-eye" 

- If you wear glasses make sure that there are no reflections and your eyes can be 

clearly seen. 

- Caps, hats and dark glasses are not acceptable. Religious headwear is allowed but 

it must not cover your face. 

- Dimensions 200 x 230 pixels (preferred) 

- Size of file should be between 20kb–50 kb 

- Ensure that the size of the scanned image is not more than 50kb. If the size of the 

file is more than 50 kb, then adjust the settings of the scanner such as the DPI 

resolution, no of colours etc., during the process of scanning. 

Signature Image: 

- The applicant has to sign on white paper with Black Ink pen. 

- The signature must be signed only by the applicant and not by any other person. 

- The signature will be used to put on the Attendance sheet and wherever necessary. 

- The applicant's signature obtained on the call letter and attendance sheet at the 

time of the examination should match the uploaded signature. In case of mismatch, 

the applicant may be disqualified. 

- Dimensions 140 x 60 pixels (preferred) 

- Size of file should be between 10kb – 20kb 

- Ensure that the size of the scanned image is not more than 20kb 

- Signature in CAPITAL LETTERS shall NOT be accepted. 

Left Thumb Impression Image: 

- The applicant has to put his/her left thumb impression on a white paper with black 

or blue ink. 

- The type of file should be jpg/jpeg 

- Dimension: 240x240 pixels in 200 DPI (Preferred for required quality) i.e. 3 cm 

*3cm (Width *Height) 

- File Size: 20 KB – 50 KB 

Hand-written declaration Image: 

- The hand-written declaration has to be in the candidate’s hand writing and in 

English only. If it is written by anybody else and uploaded or in any other

language, the application will be considered as invalid. (In the case of candidates 

who cannot write, may get the text of declaration typed and put their left-hand 

thumb impression (if not able to sign also) below the typed declaration and 

upload the document as per specifications.) 

- File type: jpg / jpeg 

- Dimensions: 800 x 400 pixels in 200 DPI (Preferred for required quality) i.e. 

10 cm * 5 cm (Width * Height) 

- File Size: 50 KB – 100 KB 

The text for the hand-written declaration is as follows: 

“I, _______ (Name of the candidate), hereby declare that all the information submitted by 

me in the application form is correct, true and valid. I will present the supporting 

documents as and when required.”

Scanning the Photograph, Signature, Left Thumb Impression & Hand-written 

Declaration: 

- Set the scanner resolution to a minimum of 200 dpi (dots per inch) 

- Set Colour to True Colour 

- File Size as specified above 

- Crop the image in the scanner to the edge of the photograph/signature, then use 

the upload editor to crop the image to the final size (as specified above). 

- The image file should be JPG or JPEG format. An example file name is: image01.jpg 

or image01.jpeg Image dimensions can be checked by listing the folder files or 

moving the mouse over the file image icon. 

- Candidates using MS Windows/MSOffice can easily obtain photo and signature in 

.jpeg format not exceeding 50kb & 20kb respectively by using MS Paint or MSOffice 

Picture Manager. Scanned photograph and signature in any format can be saved in 

.jpg format by using ‘Save As’ option in the File menu and size can be reduced below 

50 kb (photograph) & 20 kb(signature) by using crop and then resize option (Please 

see point (i) & (ii) above for the pixel size) in the ‘Image’ menu. Similar options are 

available in another photo editor also. 

- If the file size and format are not as prescribed, an error message will be displayed. 

- While filling in the Online Application Form the candidate will be provided with a 

link to upload his/her photograph, signature and Thumb Impression. 

Procedure for Uploading the Photograph, Signature, Thumb Impression and Hand-

written declaration 

- There will be separate links for uploading Photograph, Signature, Thumb Impression 

& Hand-written declaration 

- Click on the respective link 

- Browse and Select the location where the Scanned Photograph / Signature/Thumb 

Impression/Hand-written declaration file has been saved. 

- Select the file by clicking on it 

- Click the ‘Open/Upload’ button 

- If the file size and format are not as prescribed, an error message will be displayed. 

- Preview of the uploaded image will help to see the quality of the image. In case of 

unclear/smudged, the same may be re-uploaded to the expected clarity/quality. 

Your Online Application will not be registered unless you upload your Photograph, Thumb 

Impression, Signature, Hand-written declaration as specified.

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