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Updated July 2026ApplicationStep-by-Step

How to Fill Government Job Application Forms (Step by Step)

Complete 2026 guide for SSC, UPSC, IBPS, SBI, and Railway exam forms — registration, the new live photo capture rules, fee payment, correction windows, and how to avoid silent rejection.

📅 Updated 23 July 2026⏱ 18 min read📋 9 Steps covered
Exams Covered
5+
SSC, UPSC, IBPS, SBI, RRB
Steps in Process
9
Registration to confirmation
Common Mistakes
9
That cause silent rejection
Live Photo Needed
All 4
SSC, UPSC, IBPS, RRB
⚠️ Why This Matters
Every year, thousands of applications are rejected silently — not for lacking eligibility, but for avoidable form errors. SSC, UPSC, IBPS, and RRB do not notify you about rejection. Your application simply disappears. Read this guide before you apply.
📖 Table of Contents
  1. What Changed in 2026
  2. Documents to Keep Ready
  3. Step 1: OTR Registration
  4. Step 2: Log In & Select Exam
  5. Step 3: Personal Details
  6. Step 4: Educational Details
  7. Step 5: Live Photo & Signature
  8. Step 6: Centre & Preferences
  9. Step 7: Pay Application Fee
  10. Step 8: Preview & Submit
  11. Step 9: Save Confirmation
  12. Common Mistakes
  13. Using the Correction Window
  14. Official Websites
  15. Pre-Submit Checklist

What Changed in 2026 — Read This First

If you last applied for a government exam a year or two ago, several things have changed. These are the updates that catch people out most often:

Biggest change
Live photo capture has replaced the studio photo upload
SSC, UPSC, IBPS/SBI and RRB now ask you to take a photo on the spot using your webcam or phone camera while filling the form. A pre-saved studio photo will not be accepted where live capture applies. No cap, mask or spectacles, plain background, good lighting, full front view of the face.
UPSC
The old OTR module is gone
UPSC replaced One-Time Registration with a new Online Application Portal on 28 May 2025. Even if you had an OTR profile, you must register again on the new portal. It has four parts — Account Creation, Universal Registration, Common Application Form (CAF) and Examinations — and gives you a Universal Registration Number (URN).
UPSC
UPSC now offers a correction window
For CSE and IFoS 2026, UPSC opened a three-day correction window after applications closed — announced as a one-time measure. Earlier NDA (II) 2025 and CDS (II) 2025 got the same facility. Do not count on it every cycle, but it is no longer true that UPSC never allows corrections.
IBPS
IBPS introduced an Edit Window
For CRP PO/MT-XVI (2026), IBPS added a two-day application correction facility after registration closes, with a ₹200 correction fee. Several core fields still cannot be edited.
SSC
Aadhaar authentication is worth opting into
SSC offers voluntary Aadhaar-based authentication during One-Time Registration. If you opt in, your application cannot be rejected on the grounds that the photograph or signature does not meet the prescribed standard — and you are exempt from carrying a physical photo ID to the exam centre.
IBPS
DigiLocker is now built into the IBPS form
The IBPS online application form is integrated with DigiLocker. You can voluntarily give the portal access to your issued documents — Aadhaar, educational certificates — and details like name, date of birth and gender, instead of typing them in. It is optional, but it removes a whole class of typing errors.
Railway
One RRB website instead of 21
All 21 regional RRB websites have been merged into a single portal at rrb.indianrailways.gov.in. The old regional sites stay live only until 31 July 2026 and are discontinued from 1 August 2026. Applications continue through rrbapply.gov.in.
⚠️ Specifications Change With Every Notification
File sizes, pixel dimensions and fees are set afresh in each notification and can differ between two exams by the same body. Use the figures in this guide to prepare in advance — then open the actual notification PDF for your exam and confirm the numbers before you upload anything.

Documents and Information to Keep Ready

Before you open any application portal, gather everything you need. Last-minute scrambling causes mistakes. Keep all files in one clearly labelled folder on your device.

🪪
Aadhaar Card
Mandatory for most exams. Keep the number ready — do not rely on memory.
📱
Mobile & Email
You'll receive OTPs, registration IDs, and admit card links. Do not change these mid-process.
📋
10th Marksheet
Your name, date of birth, roll number, board name must match exactly. This is the base document for all govt exams.
🎓
12th & Graduation
Percentage and passing year for both. If you have a CGPA, convert it to percentage first.
🏷️
Category Certificate
OBC Non-Creamy Layer, SC, ST, or EWS — must be in central government format from the competent authority.
🖼️
Signature & Photo
Scanned signature in black ink on white paper, in running hand. Most exams now capture your photo live through your webcam or phone, so keep a working camera and good light ready — see Step 5.
👆
Thumb Impression
Left-hand thumb impression scanned on white paper — required by IBPS and some banking exams.
♿
PwBD Certificate
40%+ disability certified by a government medical board, if applicable.
✅ Pro Tip: Name Everything Clearly
Save your files as: Photo_SSC.jpg, Signature_SSC.jpg, Thumb_IBPS.jpg. Confusion between files is a common cause of uploading the wrong document.

Step 1: Create Your Registration Profile — Done Once, Reused Forever

ℹ️ One Profile, Many Exams
Every major exam body keeps a permanent candidate profile. You create it once and reuse it for all future exams by that body, so you are not re-entering your 10th marksheet details every time a notification drops. SSC calls it One-Time Registration (OTR). UPSC now calls it Universal Registration and issues you a Universal Registration Number (URN). Create yours before a notification is out — not on the last day.
1
SSC (CGL, CHSL, MTS, GD, CPO)
🌐 ssc.gov.in

Complete One-Time Registration on the SSC website, or do the whole thing on the mySSC mobile app — since June 2025 the app supports the full application process, not just photo upload. You get a Registration ID and password by SMS and email. Strongly consider opting for Aadhaar-based authentication (see the tip below).

2
UPSC (CSE, IFoS, NDA, CDS, CAPF)
🌐 upsconline.nic.in

Register afresh on the new Online Application Portal — the old OTR module was retired on 28 May 2025 and old OTR profiles do not carry over. Complete Account Creation, then Universal Registration (you receive a URN), then the Common Application Form. UPSC advises using Aadhaar as your ID document for smoother verification.

3
IBPS (PO, Clerk, SO, RRB)
🌐 ibps.in

Open the relevant exam notification link, then "New Registration". Enter your name, mobile, email and the security code. Login credentials arrive on your registered mobile and email. Keep your photo, signature, left thumb impression and handwritten declaration files ready before you start.

4
RRB (NTPC, Group D, ALP, Technician)
🌐 rrb.indianrailways.gov.in

All notices now appear on the single unified RRB portal. Applications are filed at rrbapply.gov.in — if you created an account there for an earlier CEN, reuse the same login rather than making a second account.

✅ SSC Candidates: Opt For Aadhaar Authentication
SSC's Aadhaar-based authentication is voluntary, but it gives you two real protections. First, your application cannot be rejected on the grounds that your photograph or signature does not meet the prescribed standard. Second, you are exempt from carrying a physical photo ID to the exam centre. Given that photo and signature problems are the single biggest cause of silent rejection, this is worth a few extra minutes.
⚠️ Save Your Credentials Immediately
Write down your Registration ID / URN and password. Screenshot it. You will need these for admit cards, results, correction windows, and every future exam by the same body. Losing credentials means contacting helplines — which takes days.

Step 2: Log In and Select the Exam You Want to Apply For

After registration, log in using your Registration ID (or email/mobile for UPSC) and password. Navigate to the active exam notifications:

PortalWhere to Find Active Exams
SSC"Apply" or "Latest Notifications" on ssc.gov.in, or the mySSC app
IBPS"CRP PO/MT" or "CRP Clerk" link on ibps.in
UPSCThe "Examinations" card on upsconline.nic.in — the fourth module of the portal
SBICareers → Current Openings on sbi.bank.in
RRBNotices on rrb.indianrailways.gov.in; apply at rrbapply.gov.in
⚠️ Never Apply on the Last Day
Server crashes and payment failures are common on the final day. Apply at least 5–7 days before the deadline. The exam body will not extend the deadline for you.

Step 3: Fill Personal Details Accurately

This is the section where most rejection-causing errors happen. Every field must match your 10th marksheet exactly.

Full Name
Must match your 10th marksheet exactly — spelling, order of first/middle/last name, and initials must be identical.
Father's & Mother's Name
Again, exactly as on your 10th certificate. No abbreviations unless that's how it appears in the certificate.
Date of Birth
Must match your 10th certificate. This is the only document accepted as date of birth proof for government exams.
Category
Choose carefully: General, OBC-NCL, SC, ST, EWS, or PwBD. OBC certificate must be Non-Creamy Layer and valid for the current financial year.
Correspondence Address
Use a complete, correct address. Admit cards and documents are sent here. Pin code must be correct.
Gender, Nationality, Religion
Standard fields — fill accurately. Some exams use these for quota eligibility.
ℹ️ Correction Windows Exist — But They Cost Money And Have Limits
SSC, IBPS and RRB all offer paid correction windows, and UPSC provided one for CSE/IFoS 2026. But each has fields that can never be edited, each charges a fee, and each closes within a few days. Treat the correction window as an emergency backup, not a plan. Details are in the correction section below.

Step 4: Fill Educational Qualification Details

Enter qualifications from 10th (matriculation) onward. The fields you'll need for each level:

1
10th (Matriculation)
Board name, roll number, passing year, percentage or CGPA — mandatory for SSC (used as primary reference)
2
12th
Board name, stream (Science/Commerce/Arts), passing year, percentage
3
Graduation
Degree name, university name, passing year, percentage. Also computer course details for banking exams.
4
Post-Graduation
Degree, university, year, percentage — if applicable
⚠️ CGPA to Percentage Conversion
If you have a CGPA, convert it to percentage using your university's official conversion formula before entering it. A mismatch discovered during document verification can cancel your candidature even after you've cleared the written exam.

Step 5: Capture Your Live Photo and Upload Your Signature

⚠️ Most Common Reason for Silent Rejection
Wrong photo or signature format, size or dimensions remains the most frequent cause of applications being silently rejected. Read this section slowly — it is the part of the form where most eligible candidates lose their chance.
ℹ️ The Big 2026 Change: Live Photo Capture
SSC, UPSC, IBPS/SBI and RRB have all moved to live photo capture. Instead of uploading a studio photograph, you take the photo there and then through your webcam or phone camera while the form is open. Where live capture applies, a pre-saved or studio photo will not be accepted at all. Your signature is still a scanned file upload.
Good lighting, plain background
Face a window or a lamp. Stand against a plain light-coloured wall. Shadows behind you cause rejection.
No cap, mask or spectacles
All four bodies say the same thing. Religious headgear is allowed provided it does not cover the face.
Full front view, camera at eye level
Whole face inside the frame, not too close, not too far. Look straight into the lens.
Phone camera works
If your laptop webcam is poor, most portals show a QR code — scan it and capture using your phone instead.
ExamPhotographSignature (JPG)Also Required
SSC (CGL, CHSL, MTS, GD, CPO)Live capture via webcam / mobile during the form. Pre-saved photos not accepted.JPG/JPEG, 10–20 KB, about 4.0 × 2.0 cm, black ink on whiteOptional Aadhaar authentication — protects you from photo/signature rejection
UPSC (CSE, IFoS, NDA, CDS)Live capture in the Common Application Form is mandatory, plus a photograph with your name and the date printed at the bottom.Triple signature — sign three times on one white sheet in black ink, scan as a single image (about 20–100 KB)Scanned photo ID proof (Aadhaar / passport / voter ID / driving licence)
IBPS & SBI (PO, Clerk, SO)Upload 200×230 px, 20–50 KB, light background — plus a live photo capture through webcam or mobileJPG/JPEG, 140×60 px, 10–20 KB, black ink on white, running hand (never capitals)Left thumb impression (240×240 px, 20–50 KB) + handwritten declaration (800×400 px, 50–100 KB, English only)
RRB (NTPC, Group D, ALP, Technician)Live capture on rrbapply.gov.in. Recent notifications no longer take a pre-existing photograph.JPG/JPEG, 30–49 KB, minimum 140×60 px at 100 DPI, black ink, running handCertificates as PDF where required (e.g. SC/ST certificate for free travel pass)
⚠️ Signature Rules That Quietly Fail People
Sign in your normal running hand — joined, flowing letters. Signatures in BLOCK or CAPITAL letters are rejected by IBPS, SBI and RRB at scrutiny. Use black ink on plain white paper, crop tightly so there is not a large blank margin, and use the same signature at every later stage: attendance sheet, answer booklet, document verification and joining. A mismatch later is treated seriously.
✅ Resizing Your Signature
Free online resizers let you pick your exam and compress the signature to the exact pixel and KB range. Search for a "signature resizer" for your specific exam. Prefer tools that process the image in your browser rather than uploading it to a server, and always preview the result on the portal before final submission.

Step 6: Choose Exam Centres, Post Preferences, and Other Options

Most exams let you select 3–4 preferred exam centre cities. The conducting body will try to allot your first preference — but there is no guarantee. Choose cities that are closest and easy to travel to on exam day.

IBPS PO / SBI PO
Select preferred banks in order of priority. Your posting after final selection depends on this — think carefully about where you're willing to work. IBPS has 11 participating public sector banks.
SSC CGL
You may indicate post preferences (Inspector of Income Tax, Sub-Inspector in CBI, AAO, etc.) during the application or in a separate post-preference form after the exam.
UPSC CSE
Rank your preferred services (IAS, IPS, IFS, IRS, etc.) and select your optional subject and examination language. Preferences recorded now are not final — UPSC opens a service preference updation window after the Civil Services (Main) result, so you can revise the order before the Personality Test.
Pre-Examination Training
Some banking and central government exams offer PET for SC/ST/OBC/EWS candidates. Opt in if eligible — it's free coaching and helps you prepare.

Step 7: Pay the Application Fee

Fees are paid online — BHIM UPI, net banking, or debit/credit card. Exempted categories differ by exam, so check your notification rather than assuming. The figures below are from the most recent 2026 notifications for each exam.

ExamGeneral / OBC / EWSConcession / Exemption
SSC (CGL, CHSL, MTS, GD)₹100Exempt (₹0) — all women, SC, ST, PwBD, Ex-Servicemen
UPSC CSE / IFoS₹100Exempt (₹0) — all women, SC, ST, PwBD
IBPS PO (CRP PO/MT-XVI)₹850₹175 — SC, ST, PwBD
SBI PO₹750Exempt (₹0) — SC, ST, PwBD
RRB (NTPC, Group D, ALP)₹500 — ₹400 refunded once you sit CBT-1₹250 — fully refunded once you sit CBT-1
ℹ️ Railway Candidates: The Refund Needs An Aadhaar-Linked Account
RRB refunds the examination fee to candidates who actually appear for the first stage CBT — ₹400 back for General/OBC/EWS and the full ₹250 for SC, ST, PwBD, women, transgender, Ex-Servicemen, minority and EBC candidates. The refund is credited only to a bank account that is seeded with your Aadhaar, and RRB gives a deadline to add or fix those bank details. Enter the account number and IFSC carefully at application time — a wrong IFSC is the usual reason a refund fails.
⚠️ Payment Failure? Do Not Submit Again
Your application is NOT submitted until the fee is paid. If payment fails, log back in and retry. If the amount was debited but the portal shows failure, wait 48–72 hours — it usually auto-reconciles. If not, contact the helpline with your transaction reference number. Do not submit a second application.

Step 8: Preview, Verify, and Submit the Form

Before final submission, every portal shows a preview of your complete application. This is your last chance to verify everything. Check systematically:

✅ Name matches your 10th marksheet exactly
✅ Date of birth is correct
✅ Category is selected accurately
✅ Photo is clear, correct format and size
✅ Signature is legible and within size limits
✅ Educational details (%, passing year) are accurate
✅ Exam centre preferences are filled in
✅ Application fee is paid and confirmed
ExamCorrection Window?What Can Be Changed?
SSC2–3 days after applications close₹200 for the first correction, ₹500 for the second — same for every category. Maximum 2 corrections; the last submitted form is final.
IBPS2-day Edit Window after registration closes₹200 correction fee, one correction only. Cannot be changed: name, email ID, mobile number, state/UT, permanent address, post, nationality.
UPSC3 days — given for CSE & IFoS 2026 as a one-time measureEdits to the Common Application Form and the Examination Application Form. Not promised for every cycle. Applications cannot be withdrawn.
SBIUsually noneEdit before final submission only. SBI PO 2026 offered no correction window after the deadline.
RRBModification window announced per CEN₹250 modification fee, non-refundable. Changing category to a less-concessional one costs an extra ₹250.

Step 9: Download and Save Confirmation

After successful submission, take these steps immediately — do not close the confirmation page before completing them:

1
Screenshot the confirmation page
Contains your application number — your only proof of submission before receiving the formal confirmation email.
2
Download/print the submitted application form as PDF
Most portals offer a "Print Application" option. You need this during document verification.
3
Save the payment receipt and transaction ID separately
Required if a payment dispute arises later.
4
Note your Registration ID and password in a safe place
Needed for admit card, results, and all future exams from the same body.
ℹ️ Keep Everything Till Final Joining
The entire recruitment process (exam → result → document verification → joining) can take 8–18 months. Keep all documents safely until you have officially joined the post.

Common Mistakes That Lead to Form Rejection

These are the most frequent errors based on official guidelines and candidate experiences across lakhs of applications:

✗
Name Mismatch
Your application name must match your 10th marksheet letter-for-letter. Even small differences like "Mohammad" vs "Mohammed" or "Subramaniam" vs "Subramanian" cause problems in DV.
✗
Wrong Date of Birth
Must match your 10th certificate exactly. No exceptions, no alternative documents accepted.
✗
Wrong Category Selection
Choosing General when you're OBC, or selecting OBC without a valid Non-Creamy Layer certificate. If your OBC NCL certificate has expired, you lose the reservation benefit.
✗
Wrong Photo/Signature Format
Using PNG instead of JPG, exceeding the file size limit, uploading a blurry scan, or signing in capital letters instead of a running-hand signature. Renaming a PNG to .jpg does not work — the portal reads the file header, not the name.
✗
Treating the Live Photo Casually
The live photo is now the photo of record for the whole recruitment. Taking it in a dark room, wearing spectacles or a cap, or sitting too far from the camera causes rejection — and your appearance at the exam centre has to match it.
✗
Fee Not Paid
Many candidates fill the entire form but forget to complete payment. The application remains incomplete and invalid.
✗
Multiple Applications
SSC explicitly states that if duplicate applications are found, all of them may be cancelled. Apply only once per exam.
✗
Incorrect Educational Details
Wrong passing year, wrong percentage, or wrong university name leads to cancellation during DV — even after clearing the written exam.
✗
Email/Mobile Changed Mid-Process
Admit cards and results are sent to the registered contact. Changing these after registration means missing critical communications.

Using the Correction Window Effectively

If you spot an error after submission, check whether the exam body offers a correction window — and act fast. The window usually opens within 1–3 days of the application period closing and stays open only two or three days. Almost all of them now charge a fee, and every one of them has fields that can never be edited.

SSC
When: 2–3 days after the deadline — ₹200 / ₹500

Log in, click the re-apply or edit option, make your changes, then pay the correction charge online. The first correction costs ₹200 and the second ₹500, the same for every category and gender, and the fee is non-refundable. You get a maximum of two corrections and only the last paid submission counts. Name, parents' names, date of birth, category, exam city preference, and the photograph and signature can generally be resubmitted. Only candidates who completed the original fee payment can use the window.

IBPS
When: 2-day Edit Window after registration closes — ₹200

You may correct and re-submit the form only ONCE, so get it right in that single attempt. The ₹200 fee is inclusive of GST, uniform across categories and non-refundable. Locked fields: name, email ID, mobile number, state/UT, permanent address, post and nationality. Category can be changed from General/EWS/OBC to SC/ST/PwBD but not the reverse, and no fee difference is refunded. Bank preferences are locked permanently once this window closes.

UPSC
When: 3 days — provided as a one-time measure for CSE & IFoS 2026

UPSC opened a three-day correction window after applications closed for CSE and IFoS 2026, and had done the same for NDA (II) 2025 and CDS (II) 2025. It lets you edit the Common Application Form and the Examination Application Form. Treat it as a bonus rather than a guarantee — UPSC describes it as a one-time measure, and applications still cannot be withdrawn once submitted.

RRB
When: Modification window announced with each CEN — ₹250

Each Centralised Employment Notice announces its own modification dates. The fee is ₹250 and is not refunded. If you change your category from a concessional one to General or OBC, you pay an additional ₹250 on top of the modification fee.

✅ If Window Has Closed and Error Is Major
Write an application to the exam body's helpline or nearest regional office explaining the mistake. Attach supporting documents. While there is no guarantee, it creates a record that can help you during document verification.

Official Websites for Applying to Major Government Exams

⚠️ Beware of Fake Websites
Always apply through the official website only. Fake portals that look identical are designed to steal your money and personal data. Bookmark the official URLs below.
SSC
6 exams
Exams: CGL, CHSL, MTS, GD, CPO, Stenographer
🌐 ssc.gov.in
The mySSC Android app now supports the full application process, not just photo upload.
UPSC
7 exams
Exams: CSE, IFoS, NDA, CDS, CAPF, ESE, CMS
🌐 upsconline.nic.in (applications) + upsc.gov.in (notifications)
upsconline.nic.in is the current portal. The older upsconline.gov.in address now only lets you preview forms submitted on or before 25 March 2025.
IBPS
4 exams
Exams: PO, Clerk, SO, RRB Officer
🌐 ibps.in
Only one official IBPS portal.
SBI
3 exams
Exams: PO, Clerk, SO
🌐 sbi.bank.in → Careers → Current Openings
SBI now uses the .bank.in domain. Application links are hosted on ibpsreg.ibps.in, which is normal for SBI recruitments.
RRB (Railway)
5 exams
Exams: NTPC, Group D, ALP, JE, Technician
🌐 rrb.indianrailways.gov.in (unified portal)
All 21 regional RRB sites run only until 31 July 2026 and are discontinued from 1 August 2026. Applications are filed at rrbapply.gov.in.

Quick Checklist Before You Submit

Take five extra minutes to run through this list. It can save you months of regret.

✓Name, father's and mother's name match your 10th marksheet exactly
✓Date of birth is correct and matches your 10th certificate
✓Category (General/OBC/SC/ST/EWS/PwBD) is selected correctly with a valid certificate
✓Live photo captured properly — good light, plain background, no cap, mask or spectacles, full face visible
✓Signature is black ink on white paper, in running hand (not capitals), JPG, within the specified file size
✓Educational details (board, percentage, passing year) are accurate
✓Exam centre preferences are filled in
✓Application fee is paid and confirmed
✓You have saved or printed the confirmation page and noted your registration number

Fill the form carefully, apply early, and focus on your preparation. Good luck with your exam! 🎯

Related Guides

Getting Started

Government Exam Preparation for Beginners 2026 – Step-by-Step Roadmap

Resources

Best Free Resources for Government Exam Preparation (2026)

Eligibility

Complete Guide to Age Limit & Relaxation for Government Jobs

Documents

Documents Required for Government Job (2026) – Complete Checklist

Disclaimer

TaiyarHo.in is an independent, free educational website. We are not affiliated with, endorsed by, or connected to UPSC, SSC, IBPS, SBI, the Railway Recruitment Boards, or any other government body, department, or recruitment agency. This guide is published for general information and preparation guidance only.

Exam dates, vacancies, eligibility rules, fees, application procedures, photo and signature specifications, and selection patterns are decided by the conducting body and can change at any time — often without prior notice. The details on this page reflect the most recent official notifications available to us at the time of writing. The official notification is always the final authority. Please verify every detail on the conducting body's own website before you apply, pay a fee, or make any decision based on this page.

We work hard to keep this information accurate, but we cannot accept responsibility for any loss arising from errors, omissions, or later changes. Spotted something out of date? Tell us and we will correct it.

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