PDF for government, permit or official form — how to submit correctly

2 min read·25 July 2026

Applications to local authorities, planning offices or government agencies are increasingly submitted digitally as PDFs. This guide covers what requirements apply, how to bundle attachments and how to ensure your application is processed correctly.

Government requirements for PDFs

Local authorities and government agencies sometimes have specific requirements for PDFs: maximum file size (often 10–25 MB), specific format (sometimes PDF/A for archiving), a text layer required (no scanned images), or a specific naming convention. Always check the application instructions before submitting.

Make a scanned document searchable

Filled in a paper form and scanned it? The authority may require a searchable PDF. Use PDFrust OCR to make the text in your scan recognisable. This also applies to attachments such as declarations, drawings or passport copies.

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Merge multiple attachments

Permit applications sometimes require dozens of attachments: site plan, building drawing, proof of ownership, photos. Bundle everything into one PDF using PDFrust Merge. Add a table of contents (manually or via Word) so the officer can quickly find the right attachment.

Signature and date for formal validity

Government applications sometimes require a signature. Use PDFrust Sign for a digital signature, or PDFrust Stamp for name and date if the application requires it. For officially recognised digital signing of formal applications, use the government portal's own authentication system (e.g. DigiD in the Netherlands).

PDF/A for archiving

Some authorities require PDF/A (the ISO archiving format). This format embeds fonts, prohibits JavaScript and is designed for long-term durability. Use PDFrust Archive to convert a regular PDF to PDF/A.