Defence Documents Checklist: SSB, Medical & Verification

Defence Recruitment Document Checklist

Prepare documents for Army, Navy, Air Force, NDA, CDS and related defence recruitments, from online application to written examination, Services Selection Board (SSB), physical/medical checks and joining. Each entry scheme has different rules: your current official notification and individual call-up letter always override this planning checklist.

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Official verification: Read the relevant UPSC notice, Army entry portal, Navy or Air Force recruitment notice and the specific SSB/medical/verification instructions. Age, degree eligibility, certificate formats and accepted originals may differ by intake.

Stage-Wise Defence Document Checklist

Stage	Suggested file	Check before travelling
Before applying	Education certificates, Class 10 DOB record, accepted ID, photo, signature and applicable category/domicile proof	Names and birth date must match the authoritative records named by the notice.
Online application	Registration ID, uploaded documents, application PDF and payment receipt if applicable	Read current upload formats and save the final confirmation.
Written exam	Official admit card, permitted photo ID and any stated declaration	Follow exam-centre reporting, photo and ID instructions exactly.
SSB interview / service selection	Call-up letter, application printout, qualifying original certificates, copies and required forms	Check the specific Service Selection Centre call-up, including number of copies.
Physical / rally stage	Rally/physical-stage call letter, education and ID records, prescribed declarations	Only applicable to recruitment routes with a physical or rally stage.
Medical stage	Medical call letter, ID and additional records requested by the authorised medical board	A private fitness certificate does not replace an official military medical assessment.
Final verification / joining	Originals, specified photocopies, character/antecedent records and joining paperwork	Use the final joining instructions, not the earlier exam-day checklist.

Route-Wise Documents: NDA, CDS and Technical Entries

Route	Qualification records to organise	Route-specific warning
NDA / Naval Academy	Matriculation certificate for birth date, Class 12 certificate and marksheets where relevant	UPSC NDA and academy requirements differ by course; verify the relevant notice and SSB call-up.
CDS officer entry	Class 10 DOB record, degree/provisional certificate and relevant marksheets	Academy and final-year-result rules depend on the current CDS notice.
Army technical / engineering	10th/12th documents, engineering degree/provisional degree, semester records and conversion proof if requested	Some entries request a university CGPA-to-marks conversion certificate or final-year declaration.
Navy or Air Force entry	Education and ID records appropriate to the branch and entry	Use service-specific application and medical standards rather than an Army SSB list.
Soldier / sailor / airman / rally-style entry	Relevant Class 10/12, qualification, residence and other specified documents	Physical-test, category, trade and reporting rules vary by intake and scheme.

Terminology: “SSB” here refers to the Services Selection Board interview for Armed Forces officer entries, not recruitment by the separate force named Sashastra Seema Bal.

Identity and Online Application Records

Acceptable government-issued photo ID and school certificate used for date of birth, as specified.
Photograph, signature, registration details, application printout and payment proof, if required.
Correct course/academy, name, parent names, category and date-of-birth entries.
Downloaded admit card, SSB call-up and subsequent service-specific notices.

Educational Documents: Originals and Photocopies

Original Class 10 matriculation certificate and marksheet when required as DOB/name evidence.
Original Class 12 qualification certificate and marksheet for relevant routes.
Graduation or engineering degree/provisional certificate plus semester/year mark records where applicable.
University-issued CGPA conversion formula or academic confirmation where specifically requested.
Any technical, diploma, ITI, NCC or sports evidence only where the advertised route recognises it.

Some UPSC and officer-entry SSB instructions require the original matriculation certificate and relevant qualifying education certificate. **Do not presume scanned or DigiLocker copies replace physical originals** when the call-up explicitly requires originals.

Special-Case Document Decisions

Your situation	What to do
Final-year student	Check appearing-candidate eligibility and the final degree proof deadline; secure bona fide, result-date or cumulative-marks letters only if officially required.
Originals held by college	Follow the exact call-up procedure for certified copies, custodian certificates or another permitted proof. Ask the institution well before reporting.
Different names or DOB	Check application, matriculation and photo-ID fields early; use only the correction mechanism and supporting proof permitted by that scheme.
CGPA rather than marks	Read whether the entry requires a signed university conversion formula and evidence of aggregate percentage.
Category, domicile or ex-servicemen claim	Confirm the claim is permitted for the entry and the certificate meets the required date, format and issuing-authority rules.

SSB Reporting-Day Folder

Entry folder: official SSB call-up, application/registration printout and accepted photo ID.
School folder: Class 10 and 12 records, originals and permitted photocopies.
Higher-education folder: degree/provisional certificate, mark statements and conversion evidence where applicable.
Special-claim folder: required category, NCC, domicile, service or technical certificates.
Instruction forms: signed declarations and questionnaires, but only those supplied or requested for the specific call-up.

This folder system is for organisation. It does not establish what is compulsory, and the number or attestation of photocopies can differ by board and call-up.

Medical and Physical-Stage Preparation

Read the official medical call letter for the accepted reports, identity checks, reporting times and records. Military service medical standards are determined by the competent board. A private medical/fitness certificate cannot generally replace an official medical evaluation.

Document Preparation Timeline

Before notification: organise scans, originals, qualification records and names.
At application: upload only accepted formats and save final proof.
Before written/SSB/rally stages: download and read the specific call-up; arrange originals and copies.
Before medical/joining: reconfirm the required forms, certificates and reporting rules.

Common Problems to Avoid

Mis-matched name or date of birth between matriculation record, identity and application.
Missing original documents when an SSB or verification stage explicitly requires them.
Wrong category, domicile or route-specific format or certificate age.
Unclear scans, unsigned application declarations or missing payment proof.
Assuming an NDA list is identical to CDS or a technical officer entry list.
Relying on DigiLocker alone without confirming that the call-up allows it.
Paying unofficial intermediaries to promise selection, medical clearance or appointment.

Where to Verify Official Requirements

UPSC — NDA/NA and CDS notices and results.
Join Indian Army — Army-specific entry schemes and call-up instructions.
Join Indian Navy — Navy entry notices.
AFCAT — Air Force recruitment examinations where applicable.

Safety: Do not share OTPs, account passwords, original records or confidential scans with unofficial agents. JobNotifie is an independent informational site.

Defence Document FAQs

Is the Class 10 certificate required?

It is commonly used as original date-of-birth evidence, subject to the actual recruitment and call-up instructions.

Are scans enough for SSB?

Not necessarily. Many SSB entries demand specified original certificates plus photocopies.

Are NDA and CDS document lists the same?

No. Qualification levels and academy/entry instructions can be different.

Should I carry a private medical fitness certificate?

Only if specifically requested or accepted. It does not replace the official Armed Forces medical board.

What if my original is with a university?

Ask the institution for evidence permitted by the particular call-up; do not assume a generic self-attested copy is enough.

What should I save after applying?

Registration details, application PDF, fee record if any, and all official call-up communications.

Editorial review: 23 October 2026. Verification sources: UPSC NDA/NA and CDS examination notices and Armed Forces entry instructions. Confirm current requirements with the relevant recruitment authority.

Defence Documents Checklist: Application, SSB, Physical, Medical and Verification Records