Page numbers, page sizes and order: preparing PDFs for formal submissions

Formal submission portals rarely explain why they rejected a file. Most rejections come down to the same handful of issues: missing page numbers, mixed page sizes, files over the size limit, or sections in the wrong order. Working through them in a fixed sequence avoids rework.

1. Read the rules and write them down

Look for the maximum file size, whether one combined file or separate files are required, the required paper size, how pages must be numbered, and any naming convention. Court practice directions and university handbooks usually specify all of these.

2. Standardise page size

Documents from different sources often mix A4 and US Letter. Printed bundles look uneven and some portals reject mixed sizes. Use Resize PDF to scale every page to the required size; content is centred rather than cropped.

3. Assemble in the right order

1. Merge the components (index, statements, exhibits, appendices) with Merge PDF.
2. Fix sideways scans with Rotate PDF.
3. Delete blank scanner pages with Remove Pages.
4. Check the sequence page by page in Organize PDF.

4. Add page numbers last

Numbering must happen after the final order is fixed, otherwise every later change breaks the references in your index. Many courts require continuous numbering through the whole bundle; theses often number from the first chapter, skipping the title page. Add Page Numbers lets you skip cover pages and choose the starting number and position.

5. Check the size and split if needed

If the bundle exceeds the limit, try Compress PDF on scanned sections first. If it still doesn't fit, use Split PDF to create parts by page range and name them clearly (Bundle part 1 of 3, pages 1–150).

Compression turns pages into images, which removes selectable text. Some courts require searchable PDFs — check before compressing, and compress only the scanned exhibits if so.

6. Final checks

• Index page references match the stamped page numbers.
• Every page is upright and legible at 100% zoom.
• Document properties contain no leftover names (use Clean PDF).
• File name follows the required convention.