Why one file is better
Many job portals and email addresses accept only one attachment, or limit the total size. Even when several files are allowed, a recruiter who opens a single, well-ordered PDF sees your cover letter first, then your CV, then your proof, without hunting through ten attachments. A single file is also harder to get wrong: nothing is left out by accident and the order cannot be scrambled.
This guide walks through the whole job in one pass. Every step uses a free Velfile tool that runs in your browser, so your documents stay on your own device.
Decide what goes in, and in what order
Read the job posting first. Include only what it asks for, and in the order it lists the items. If it does not say, a sensible order is:
- Cover letter
- CV
- Certificates, transcripts or other proof, the most relevant first
- Portfolio pages or references, if requested
Leave out anything the employer did not ask for. Documents with numbers that identify you, such as an ID card, are a good example. Send them only when they are required, and only to someone you trust.
Step 1: Turn written documents into PDFs
Your cover letter and CV are probably Word files. If you have Word, use Save as PDF. If not, Word to PDF converts a .docx file in your browser. Keep your CV simple, because the converter works best with headings, lists, tables and pictures, and does not include text boxes or columns. Our guide on converting a Word document to PDF explains the details.
Step 2: Turn photos and scans into PDFs
Certificates and other paper documents are often photos or scans. Use JPG to PDF to turn them into PDF pages. Photograph each page flat, in good light, with the whole sheet in view, and put the images in the right order. The guide on turning photos and scans into a PDF has tips for clean results.
Step 3: Merge everything in order
Open Merge PDF, add your PDFs and move them into the order you decided. The first file in the list becomes the first pages. Press Merge PDFs and download the result. See how to merge several PDF files into one for what to check.
Step 4: Add page numbers
For a document with more than a few pages, page numbers help the reader find things and make it easy to refer to a page. Use Page Numbers on the merged file. The guide on adding page numbers to a PDF shows the options.
Step 5: Sign where it is needed
If your cover letter or a form needs a signature, Sign PDF lets you draw it and place it on the page. Do this on the document that needs it, before you merge, or on the merged file if you prefer. Sign only where a signature is requested. Our guide to signing a PDF online covers it.
Step 6: Make it fit the size limit
Photos and scans make PDFs large. If the portal or your email has a size limit, run the file through Compress PDF. Use Keep text mode first, so the text stays selectable and only the pictures shrink. If the file is still too big, try a stronger setting and check that the scans are still readable. More in the guide on compressing a PDF without losing the text. Always check the limit the employer states, because it differs from one portal to another.
Step 7: Name the file clearly
A recruiter may receive hundreds of files called "document.pdf". Give yours a name that identifies you and the job, for example Firstname-Lastname-Application.pdf. Avoid words like "final" or "new" and avoid special characters, which some portals reject.
A final check
- Open the finished PDF and scroll through every page.
- Is the order right, with nothing sideways, upside down or cut off?
- Can you read the text of the scanned pages, even at a small size?
- Are the page numbers continuous?
- Is the file under the size limit, and does the name look professional?
Think about privacy before you send
Applications often contain personal details. Share only what is needed. If you attach photos taken with your phone, they may carry hidden information such as the place and time they were taken. Our guide on removing metadata from a photo shows how to clear it. Because Velfile processes everything in your browser, your files are not uploaded while you prepare them.
Last updated: 19 October 2026
A real example
Your application has a cover letter in Word, a CV, a photo of your diploma and a scan of your ID. Convert the Word files to PDF, turn the photos into PDF pages, and merge everything in the order the vacancy asks for. Add page numbers, then check the size. If the portal accepts 5 MB and the file is 11 MB, use Compress PDF with Keep text and Balanced first. Name the final file with your name and the role, such as "Rina-Putri-Marketing-Application.pdf", and open it on your phone before you upload it.
Common mistakes
- Sending many separate files. One tidy PDF is easier for the recruiter to open and to keep.
- Wrong order. Put the cover letter first, then the CV, then the supporting papers.
- Blurry scans of certificates. Retake the photo in good light before you compress anything.
- A vague file name. Names like "scan001" or "final2" get lost in a busy inbox.
Questions people ask
In what order should the documents go?
Follow the vacancy first. If it gives no order, use the cover letter, the CV, and then the certificates and other supporting papers.
How do I keep the file under the size limit?
Compress the PDF with Keep text and Balanced first. If it is still too big, remove pages you do not need or split the file if the portal allows several uploads.
Can I add page numbers?
Yes. Page Numbers adds them to a finished PDF.
Is my application sent to a server?
No. The tools process your files in your browser on your device.