How to Fill Sarkari Online Forms – Step-by-Step Guide for Beginners (2026)

Every year, thousands of eligible candidates lose their shot at a government job — not because they lack qualifications, but because they made a small, avoidable mistake while filling the online application form.

Wrong photo size. A spelling error in the name. Selecting the wrong category. Forgetting to save the payment receipt. These are not rare scenarios. They happen every single recruitment cycle, and every single time, the candidate pays the price with a rejected application or disqualification at document verification.

If you are filling a government exam form for the first time — whether it’s SSC, Railway, UPSC, IBPS, a state PSC, or any central government recruitment — this guide will walk you through every step, from the documents you need before you begin to the moment you download the final confirmation page.

Read this once before you touch the form. It will save you serious trouble.

Before You Start: What to Keep Ready

Jumping directly to the form portal without preparation is the number one beginner mistake. The form will time out, ask for things you don’t have ready, or worse — you’ll enter incorrect details because you’re working from memory.

Keep the following ready on your desk or in an open tab before you open the application portal.

Documents and Information You Need

• Your 10th marksheet — for exact name, father’s name, date of birth, and school/board name.

• Your Aadhaar Card — for address, Aadhaar number, and linked mobile number.

• Your educational certificates — degree, diploma, or relevant qualification (depending on the post).

• Your category certificate — SC/ST/OBC/EWS certificate, if applicable. Check whether the central government format is required.

• A valid mobile number — must be active and able to receive OTP. This number will be your login credential for the application.

• A valid email address — not shared with anyone else. All official communication will come here.

• Your photograph and signature image — in the correct size and format (detailed in the section below).

• Net banking, debit card, credit card, or UPI ready for fee payment.

One rule to memorise: Every detail you enter in the form must exactly match your 10th marksheet. Not your Aadhaar. Not what you think your name is. Your 10th certificate is the base document for all government exams.

Step 1: Go to the Official Recruitment Website

Open your browser and type the official URL of the recruiting board directly — do not use Google to search for the form link and click on the first result.

Each recruiting board has its own application portal:

On the homepage, look for a section called “Latest Notifications”, “Active Recruitments”, or “Apply Online”. Find the specific recruitment you want to apply for and click on the notification PDF first — read it before clicking “Apply Online.”​

Step 2: Register and Create Your Login

Most government exam portals follow a two-step process: first registration, then form filling.

Registration typically requires:

• Your mobile number (OTP will be sent here).

• Your email address (a confirmation link or password is sent here).

• Basic details: name, date of birth, and sometimes Aadhaar number.

After submitting these, you will receive a Registration ID / Application Number and Password. This is your login credential for all future visits to complete or check your application.

Do this immediately after registration:

• Write the Registration ID and password in a physical diary or saved note — not just your phone (phones can be lost or reset).

• Take a screenshot of the registration confirmation screen.

• Do not share your password with anyone, including coaching centre staff.

Step 3: Fill in Personal Details — With Zero Shortcuts

This is where most beginners make critical errors. The personal details section asks for information that will be verified at every later stage, including Document Verification and police background checks.

Name Entry Rules

• Enter your name exactly as it appears on your Class 10 marksheet — including any middle name or initials.

• Do not add prefixes like Mr., Mrs., Shri, or Kumari — these are never part of your official name on education certificates.

• If your 10th marksheet spells your name as “MANISH KUMAR”, enter “MANISH KUMAR” — not “Manish Kumar” (most portals auto-capitalise, but verify).

• Even a single character difference between your form and your 10th certificate can cause rejection at DV.

Date of Birth

• Always enter as per the 10th certificate, not Aadhaar.

• If there is a discrepancy between Aadhaar and 10th marksheet, your 10th marksheet is the valid document for government exams.

Father’s / Mother’s Name

• Same rule applies — enter exactly as written in the 10th marksheet.

• Do not use abbreviations unless the marksheet itself uses them.

Category Selection

• General / OBC / SC / ST / EWS — select your correct category.

• If you belong to OBC, verify whether your caste falls under OBC Non-Creamy Layer. If your family income exceeds ₹8 lakh per annum, you do not qualify for OBC reservation and must apply as General.

• EWS aspirants: your EWS certificate must be issued for the current financial year (2025-26). An older certificate is not valid.​

State / Domicile / Exam Centre Preference

• Select your home state and preferred exam centre carefully.

• For state-specific posts, domicile state selection affects eligibility directly.

• You can usually change exam centre preference before form submission, but not after final submission in most boards.

Step 4: Prepare and Upload Your Photograph Correctly

A rejected photo is one of the most common reasons for application rejection — and it is entirely preventable.

General photo requirements across government exams

UPSC-specific: The 2026 UPSC application now requires a live photograph captured via webcam or mobile camera directly on the portal, in addition to the uploaded passport photo. The live photo is matched to the uploaded one — any mismatch prevents form submission.

How to resize your photo if it’s too large

Use a free online tool like imageresizer.com or iloveimg.com:

1. Upload your photo.

2. Set dimensions to the required pixels (e.g., 200×230 px).

3. Compress to the required file size (e.g., under 50 KB).

4. Download and verify the file size before uploading.

If the photo looks blurry after compression, it means the original photo quality was too low — retake the photo.​​

Step 5: Upload Your Signature Correctly

Your signature image is as important as your photograph. It is used for identity verification at the exam hall and at DV.

How to create the correct signature image

1. Take a plain white sheet of paper — no lines, no colour.

2. Sign with a black ballpoint or gel pen (not pencil, not blue ink for most central exams).

3. Keep the signature within a defined box area — not too small, not going off the paper.

4. Photograph it in good natural light or scan it.

5. Crop to include only the signature — no blank spaces at top/bottom.

Signature size requirements by exam

UPSC 2026 special rule: The commission now requires a triple signature — sign three times vertically on one sheet, one below the other, with clear gaps. All three are scanned in a single image.​

Important: Your signature in the form must match your signature at the exam hall. If you sign differently at the centre, it can flag an identity mismatch. Practice and fix one consistent signature before filling the form.

Step 6: Fill in Educational and Other Details

This section asks for your academic qualifications, work experience (if any), and sometimes optional fields like physical measurements (for specific posts like police, defence, or forest services).

Key rules:

• Mention the highest qualification required for the post accurately — degree subject, passing year, and percentage or CGPA.

• Final-year students applying provisionally: select “Appearing” and mention expected year of completion.

• Do not inflate your percentage. Even 0.1% difference between the form and your marksheet can cause problems at DV.​​

• For posts requiring physical standards (height, chest, vision), verify the eligibility criteria in the notification before applying.

Step 7: Pay the Application Fee

After filling in all details, you will be directed to the fee payment page. Do not close the browser or navigate away at this stage.​​

Fee amounts (general guide — varies by exam and category)

Always check the exact fee in the recruitment notification.

Payment methods accepted

• UPI (Google Pay, PhonePe, Paytm, BHIM) — fastest and most convenient.​​

• Debit Card / Credit Card — accepted on all major portals.

• Net Banking — use your bank’s internet banking login.

• SBI Challan / E-Challan — for offline payment at SBI bank counter (takes 2–3 days to reflect, so apply early).​

After payment:

• Wait for the payment confirmation screen — do not close the tab immediately.

• Take a screenshot and also note the Transaction ID / Reference Number.

• If payment fails but the amount is debited, wait 5–7 working days for automatic reversal. If it doesn’t reverse, contact your bank with the transaction reference.

Step 8: Preview, Review, and Submit the Final Form

Before clicking the final “Submit” button, spend 5–10 minutes on this step. It is the most skipped and most important step.

Go through every single field:

• Name, father’s name, date of birth — match with 10th certificate.

• Category — correct?

• Mobile number and email — accurate and active?

• Photo — correct person, correct size, not blurry?

• Signature — clear, correct ink colour?

• Educational details — correct percentage and year?

• Exam centre — your intended choice?

Make any corrections needed. Most portals allow editing before final submission but not after.

Once you are satisfied, click Submit. The form will display a final confirmation page with your Application Number.

Step 9: Download and Save the Final Application Form

After successful submission, your portal will generate a printable PDF of your application form. This PDF carries your Application Number, roll number (or a reference number), and all submitted details.​​

Do all three of the following:

1. Download the PDF and save it in a dedicated folder on your computer or cloud storage.

2. Take a printout and keep at least 2 physical copies.

3. Take a screenshot of the payment confirmation and save it alongside.​

This printed form is required at the exam hall (many boards mandate it), at Document Verification, and at any stage where you need to reference your application details.

Most Common Mistakes to Avoid (Quick Reference)

• Name spelled differently from 10th marksheet.

• Photo uploaded with coloured or dark background.

• Signature done in pencil or on lined paper.

• Category certificate not available in central government format.

• Using a shared email address for registration.​

• Closing the browser during fee payment.

• Not saving the application PDF after submission.​​

• Filling form on the last day of the deadline — portals crash due to high traffic.

FAQs

Q. Can I fill a government exam form from my mobile phone?
Yes. Most recruitment portals are mobile-compatible. However, for photo and signature upload, it is easier to manage file sizes and dimensions on a desktop or laptop. If using mobile, use a file management app to verify file sizes before uploading.

Q. What if I make a mistake after submitting the form?
Most boards allow a correction window of 3–7 days after the application period closes. Watch the official website for “Application Correction Window” or “Edit Form” notices. Not all fields are editable — name and date of birth corrections are usually restricted.

Q. My payment failed but money was deducted. What do I do?
Do not attempt payment again immediately. Wait 30 minutes — in many cases the amount is reversed automatically and your application remains incomplete. If the amount is not reversed within 5–7 working days, contact your bank with the transaction reference number. Also inform the exam board’s helpline.

Q. Is it safe to fill government forms at a cyber café?
It is better to fill forms from your own device. If using a cyber café, log out from the portal completely after submission, clear browser history and cookies, and never save your password on the shared computer.​

Q. Can I apply for a government exam without an Aadhaar card?
Most boards accept other photo ID proofs (Voter ID, Passport, PAN Card, Driving Licence) as an alternative. Check the specific notification — a few exams require Aadhaar-linked mobile number for OTP login.

Q. How early before the deadline should I fill the form?
At least 4–5 days before the last date. Government portals frequently crash in the final 24–48 hours due to massive traffic. Applying early also gives you time to correct any mistake through the correction window.