How to Compress a PDF for Forms, Applications & Submissions
HR onboarding paperwork, scholarship applications, and rental agreements all share the same problem: a scanned or signed PDF that's too large for the portal, email, or HR system you need to send it to. The compression steps are the same in each case, but what you should check afterward differs depending on whether the document has a signature, a stamp, or figures that need to stay sharp. This guide covers all three, plus what to know before compressing anything signed.
Before You Compress Anything Signed
ShrinkPDF compresses a PDF by re-rendering each page as an image. Visually, this keeps clauses, dates, and figures readable at Balanced compression. But it does not preserve a cryptographic digital signature, and the output is no longer searchable or editable text. For an onboarding form, transcript, or agreement you've signed digitally through a proper e-signature platform, keep that originally-signed file as your record of truth, and only send the compressed copy where a visual copy satisfies the recipient's requirement (most portals and HR systems just need to read it, not cryptographically verify it). If you're not sure which applies to your situation, ask the recipient before relying on the compressed version alone.
With that in mind, here's the right level for each document type below.
HR Onboarding Documents
Starting a new job means submitting a stack of documents at once — offer letter, IC copy, certificates, and bank details. HR systems (Workday, SAP SuccessFactors, Oracle HCM) typically limit uploads to 2–10MB per file.
- Signed offer letter / employment contract: Balanced — terms and signature should stay legible
- IC / MyKad: Maximum — name and IC number just need to be readable
- Academic transcripts and certificates: Balanced — grades and institution details are reviewed
- Previous employment certificate: Balanced — job title, dates, and letterhead should be clear
- EPF (KWSP) statement: Balanced — account number and figures are checked
- Bank details / void cheque: Balanced — the account number must be exactly right
- Medical examination report: Balanced — doctor's signature and findings should be clear
- Emergency contact / personal data form: Maximum — text-only, no critical images
This is where your salary gets paid. After compressing with Balanced, re-open the file and confirm every digit of the account number is still clearly readable before submitting.
Scholarship & Academic Applications
Scholarship portals commonly limit uploads to 1–5MB per document. Transcripts and certificates scanned at high resolution can easily exceed that.
- Academic transcript: Balanced — grades, GPA, and subject names are the most important details in the whole application
- SPM / A-Level / STPM certificate: Balanced — subject grades and the examining board's stamp need to stay legible
- Co-curricular / achievement certificates: Balanced — organisation name and award details should be clear
- Recommendation letter: Balanced — the referee's signature and letterhead matter
- Personal statement / essay: Maximum is fine — plain text, no fine detail to preserve
- IC / identity document: Maximum — name and IC number just need to be readable
- Parents' payslip / income statement: Balanced — income figures are reviewed
A transcript with a blurry grade is worse than a slightly larger file. Check every grade after compressing. If anything looks unclear at Balanced, most portals will still accept the original file up to around 5MB — use that instead of pushing to Maximum.
Scholarship portals often slow down or time out near the deadline. Prepare and compress all documents a few days early rather than in the final hour.
Rental & Tenancy Agreements
A 10-page tenancy agreement scanned at full resolution can easily be 15–30MB, while agents and property portals typically want documents under 5MB.
- The signed agreement itself: Balanced — keep signatures, initials, and clause text clearly legible
- IC / identity document: Maximum — name and IC number just need to be readable
- Payslips (3 months): Balanced — salary figures and employer name must be clear
- Bank statements: Balanced — transaction history and balance figures are reviewed
- Employment letter: Balanced — letterhead and stated salary matter
- Utility bill (address proof): Maximum — name and address are the key details
Once compressed: attach directly to email (a Balanced 10-page agreement is usually 2–5MB, well within Gmail's 25MB limit), send as a Document (not as media) on WhatsApp, or upload to the portal's document field.
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🗜️ Compress My PDF NowStep-by-Step: Compress and Submit
Get the Final Version as a PDF
For physical documents: scan using your phone's scanner app. For anything signed: make sure you're working with the final, fully-signed version — compress after signing, not before.
Open ShrinkPDF and Compress
Go to shrinkpdf.fyi and upload each document. Use the level recommended above for that document type. Everything processes locally in your browser — nothing is uploaded to a server, which matters for salary details, IC numbers, and signed agreements.
Verify Before Submitting
Open each compressed file and check: signatures and stamps are clearly visible, all numbers (bank account, IC, grades) are readable, and clause or contract text is legible at 100% zoom.
Submit Everything Together
Upload to the relevant portal, or send in one email with a clear subject line rather than several separate messages — this is easier for HR teams, scholarship reviewers, and agents to process.