The most efficient way to submit supporting documents is by uploading them directly to USAJOBS. Once uploaded, these electronic versions can be reused for future applications — a “create once, use many” approach. This ensures your documents are ready and easily verified as part of your application package.
Step 1: Create an Electronic Version of Your Document
You will need a digital file (image or PDF) of your supporting document before uploading.
Options for Scanning:
- Smartphone or Tablet – Use the camera to take a clear photo of your document. Save the image file and email it to yourself for easy access. Scanning apps (e.g., Scanbot) can convert images to PDF, combine multiple pages, and optimize file size.
- Public Libraries – Many libraries offer scanning services, allowing you to save documents to a file. A small fee may apply.
- Office Supply or Shipping Stores – Stores such as Office Depot, Staples, or FedEx offer scanning services for a nominal fee. Files can be emailed to you or saved to a USB drive.
File Size and Format Tips:
- Save files in JPG/JPEG format for compact size.
- Adjust quality settings (e.g., 50%) to reduce file size without losing clarity.
- If your scanner does not offer compact formats, free tools such as IrfanView (Windows) or Preview (Mac) can convert files.
- Maximum file size: 5 MB per file.
- Accepted formats: .gif, .jpg, .jpeg, .png, .rtf, .txt, .doc, .docx, .pdf (PDFs must be free of password protection or encryption).
Naming Files:
Use descriptive names that include your name and document type, e.g., Smith_Transcripts.jpg or Smith_DD214.pdf.
Step 2: Store Your Files
Save your documents in a location that is easy to access when applying online:
- A dedicated folder on your computer
- A USB drive
- Cloud storage or email attachments
Step 3: Upload to USAJOBS
Once your documents are ready, add them to your USAJOBS profile so they can be attached to applications.