Complete Document Checklist for Gujarat Government Jobs 2025
Comprehensive guide covering all documents required for government job applications in Gujarat. Learn what documents you need, their formats, sizes, and how to prepare them properly.
Total Documents: 15-20 types
Preparation Time: 2-3 days
Updated: Jan 2026
Critical Notice
Having the right documents ready BEFORE the application deadline is crucial. Missing or incorrect documents can lead to application rejection. Follow this checklist carefully!
1. Essential Documents (Required for ALL Applications)
| # | Document Name | Purpose | Format/Size | Priority |
|---|---|---|---|---|
| 1 | SSC (10th) Certificate એસએસસી પ્રમાણપત્ર |
• Age proof • Name verification • Date of birth proof • Basic qualification |
PDF: 50-200KB Original + 3 copies |
Critical |
| 2 | SSC (10th) Marksheet એસએસસી માર્કશીટ |
• Marks proof • Percentage calculation • Subject-wise marks |
PDF: 50-200KB Original + 3 copies |
Critical |
| 3 | HSC (12th) Certificate એચએસસી પ્રમાણપત્ર |
• Higher secondary qualification • Stream verification (Science/Commerce/Arts) |
PDF: 50-200KB Original + 2 copies |
High |
| 4 | HSC (12th) Marksheet એચએસસી માર્કશીટ |
• 12th marks proof • Percentage for eligibility |
PDF: 50-200KB Original + 2 copies |
High |
| 5 | Graduation Degree ગ્રેજ્યુએશન ડિગ્રી |
• Bachelor's degree proof • Specialization verification • University authentication |
PDF: 100-300KB Original + 2 copies |
High |
| 6 | All Semester Marksheets તમામ સેમેસ્ટર માર્કશીટ |
• CGPA/Percentage proof • Subject-wise performance • Semester-wise marks |
PDF: 50-200KB each Original + 1 copy each |
High |
| 7 | Aadhaar Card આધાર કાર્ડ |
• Identity proof • Address proof • Biometric verification • Unique ID |
PDF: 50-100KB Both sides Colored scan |
Critical |
| 8 | Passport Size Photos પાસપોર્ટ સાઈઝ ફોટો |
• Online application upload • Admit card • Interview/verification |
JPG: 10-50KB White background Recent (3 months) |
Critical |
| 9 | Signature Specimen સહીનો નમૂનો |
• Signature verification • Document authentication • Official correspondence |
JPG: 5-20KB Black ink White paper |
Critical |
| 10 | Birth Certificate / LC જન્મ પ્રમાણપત્ર |
• Date of birth proof • Age verification • School leaving certificate acceptable |
PDF: 50-150KB Original + 1 copy |
Medium |
2. Category-Specific Documents (If Applicable)
| Document | Details | Where to Get |
|---|---|---|
| Caste Certificate જાતિ પ્રમાણપત્ર |
• Must be from competent authority • Should mention specific caste • Valid for entire state • Recent (issued within 3 years preferred) |
• Mamlatdar Office • Taluka Panchayat • Online: digitalgujarat.gov.in |
| Caste Validity Certificate |
• Required for some exams • Issued by District Social Welfare Officer • Verifies authenticity of caste |
• District Social Welfare Office • Collectorate |
| Document | Details | Validity |
|---|---|---|
| SEBC Certificate સેબીસી પ્રમાણપત્ર |
• From Competent Authority • Must mention community/caste • Should be valid for Gujarat |
Usually 1 year from issue date |
| Non-Creamy Layer Certificate નોન-ક્રીમી લેયર પ્રમાણપત્ર |
• MANDATORY for SEBC candidates • Income-based certificate • Shows family doesn't fall in creamy layer • Must be renewed annually |
Valid for 1 financial year only |
| Parents' Income Certificate |
• Required for NCL certificate • Shows annual family income • Both parents' income combined |
1 year |
CRITICAL for SEBC Candidates
Non-Creamy Layer Certificate MUST be for the current financial year. An expired certificate will lead to application rejection!
| EWS Certificate ઈડબ્લ્યુએસ પ્રમાણપત્ર |
Eligibility Criteria: • Annual family income below ₹8 lakh • Family doesn't own:
|
| Income Certificate |
• Shows annual family income • Issued by Revenue authorities • Must be recent (within 1 year) |
- Disability Certificate from authorized Medical Board
- Minimum 40% disability required for reservation
- Certificate should clearly mention percentage of disability
- Type of disability should be specified
- Get from: District Civil Hospital or Medical Board
- Discharge Certificate from Armed Forces
- Service Certificate showing service period
- Character Certificate from last commanding officer
- Pension Payment Order (PPO) if applicable
3. Domicile/Residence Documents
Gujarat Domicile Certificate (ગુજરાત મૂળ નિવાસી પ્રમાણપત્ર)
Required For:
- Jobs with domicile requirement
- State quota positions
- Some reserved category benefits
How to Get:
- Apply at Mamlatdar Office
- Online: digitalgujarat.gov.in
- Processing time: 7-15 days
Documents Required for Domicile:
- School Leaving Certificate (LC) showing Gujarat school
- Aadhaar Card with Gujarat address
- Ration Card
- Voter ID Card
- Electricity Bill / Property Tax Receipt
- Parent's Domicile Certificate (if available)
Alternative Residence Proofs (if domicile not mandatory)
- Ration Card
- Voter ID Card
- Electricity Bill (recent)
- House Tax Receipt
- Rent Agreement (notarized)
4. Additional Educational Documents
| Document | When Required | Notes |
|---|---|---|
| Post-Graduation Degree/Marksheets | For jobs requiring PG qualification | All semester marksheets + degree |
| Diploma/ITI Certificate | Technical positions | Trade-specific certificates |
| Professional Degree (B.E./B.Tech/MBBS/LLB) | Specialized jobs | Provisional certificate acceptable initially |
| Migration Certificate | If studied outside Gujarat | From previous university |
| Equivalence Certificate | Foreign degrees or NIOS/Open University | From appropriate authority |
| Computer Course Certificate | Some clerical/office jobs | CCC/O-Level or equivalent |
| Gujarati Language Certificate | If Gujarati not studied till HSC | From recognized institution |
5. Experience & Employment Documents
For Private Sector Experience
- Experience Certificate on company letterhead
- Appointment Letter
- Relieving Letter
- Last 3 months Salary Slips
- Form-16 (if applicable)
- Bank statement showing salary credit
For Government Employees
- Service Certificate from Head of Department
- NOC (No Objection Certificate) - MANDATORY
- Last Pay Certificate
- Joining Report copies
- Promotion orders (if any)
- Service Book entry copies
For Current Government Employees
NOC (No Objection Certificate) is MANDATORY from your current department. Application without NOC will be rejected, even if selected!
6. Digital Document Specifications
For online applications, all documents must be in digital format with specific requirements:
| Document Type | Format | Size Limit | Dimensions/DPI | Color |
|---|---|---|---|---|
| Photograph | JPG/JPEG only | 10 KB - 50 KB | 3.5 cm × 4.5 cm 200 DPI minimum |
White background Colored photo |
| Signature | JPG/JPEG only | 5 KB - 20 KB | 3 cm × 1 cm 200 DPI minimum |
Black ink on white paper |
| Educational Certificates | PDF only | 50 KB - 200 KB each | Scan at 200 DPI | Colored preferred |
| Caste Certificate | PDF only | 50 KB - 200 KB | 200-300 DPI | Colored scan |
| ID Proof (Aadhaar) | PDF/JPG | 50 KB - 100 KB | 200 DPI | Both sides, colored |
| Other Certificates | 100 KB - 300 KB | 200 DPI minimum | Clear, readable scan |
Photo Specifications (વિગતવાર ફોટો નિયમો)
✅ DO's:
- Recent photo (within last 3 months)
- White or light colored background
- Face should cover 70-80% of photo
- Both ears visible
- Front facing, looking at camera
- Formal dress preferred
- Neutral expression
- Clear, sharp image
❌ DON'Ts:
- No sunglasses (unless medical)
- No cap/hat (unless religious)
- No tilted head
- No group photos
- No selfies
- No old/used photos
- No blurry/pixelated images
- No dark or uneven background
How to Create Proper Digital Documents
Method 1: Professional Photo Studio (Recommended)
- Visit a professional photo studio
- Request "passport size photo for government job"
- Ask for digital copy in JPG format
- Specify size requirement (50KB max)
- Cost: ₹50-100
Method 2: DIY (Smartphone)
- Use good quality smartphone camera
- Take photo against white wall in good light
-
Use apps to resize & compress:
- Android: Photo & Picture Resizer, Image Size
- iOS: Image Size, Photo Compress
- Online: iloveimg.com, pixlr.com/x
- Compress to required size using compressjpeg.com
For Signature:
- Sign on white paper with black pen
- Scan or click clear photo
- Crop to remove extra space
- Resize to 3cm × 1cm approximately
- Compress to 5-20 KB
Best Methods for PDF Creation:
| Method | Tool | Best For |
|---|---|---|
| Scanner | Physical scanner machine | Best quality, multiple documents |
| Mobile App | CamScanner, Adobe Scan, Google Drive | Quick, convenient, auto-crop |
| Photo to PDF | Online converters (jpg2pdf.com) | When you have JPG images |
| Cyber Cafe | Professional scanning service | If don't have equipment |
Using Mobile Scanner Apps:
- Download CamScanner or Adobe Scan (free)
- Place document on flat surface
- Ensure good lighting (natural light best)
- Click photo - app will auto-detect edges
- Adjust corners if needed
- Choose "Color" mode for colored documents
- Save as PDF
- Check file size - compress if needed
Compressing Large PDFs:
- ilovepdf.com/compress_pdf (Free, online)
- smallpdf.com (Free, 2 files/day)
- Adobe Acrobat (Paid software)
- PDF Compressor apps (Mobile)
7. Complete Printable Checklist
📋 Before Applying - Final Verification Checklist
Educational Documents:
Identity Documents:
Category Certificates:
Digital Files:
Pro Tip: Create a folder named "Job Documents" and organize all files with clear names (e.g., "SSC_Certificate.pdf", "Photo.jpg", "Signature.jpg") for quick access during application!
8. Common Document Mistakes to Avoid
❌ Top 10 Mistakes
- Name mismatch across documents
- Old/expired caste certificate
- NCL certificate not for current year
- Poor quality/blurry scans
- Wrong file format (PNG instead of JPG)
- File size too large or too small
- Photo with colored background
- Old photograph (more than 3 months)
- Incomplete documents (missing marksheets)
- Documents not attested/certified
✅ Best Practices
- Verify name spelling in all documents
- Get fresh certificates if old/damaged
- Scan in color at 200 DPI minimum
- Keep backup of all documents
- Name files clearly (SSC_Cert.pdf)
- Test file uploads on slow internet
- Get professional photo studio photos
- Make 5-10 copies of each document
- Laminate important certificates
- Store digital files in cloud (Google Drive)
9. Document Preparation Timeline
30 Days Before Application
- Check if all documents are available
- Apply for missing certificates (caste, domicile, income)
- Get professional photographs taken
- Make certified/attested copies
15 Days Before Application
- Scan all documents in proper format
- Create digital photo and signature
- Compress files to required sizes
- Organize files in a dedicated folder
- Take backup on Google Drive/cloud
7 Days Before Application
- Verify all file formats and sizes
- Check document clarity and readability
- Prepare personal information (dates, addresses)
- Test file uploads on portal (if possible)
- Keep physical documents ready
Application Day
- Have all files ready on desktop
- Good internet connection
- Sufficient time (don't rush)
- Double-check before final submission
- Save confirmation/receipt immediately
Ready to Apply?
Now that you have all documents ready, check latest job notifications: