How-to

How to build a contents page for your document bundle

What a contents page is

A contents page (sometimes called an index) works like the contents page of a book. It lists each document in the bundle, usually with a section, a number, a short description and the page range where it can be found. Someone opening a large PDF can then jump straight to the item they want instead of scrolling from the first page.

It is an organising aid, not a document in its own right. How a contents page is laid out is a personal choice, and where a specific application has its own format or upload rules, those are set out in current guidance on GOV.UK.

Grouping documents into sections

A long list is easier to read when it is split into a few groups. Some people use generic groups such as these:

• Identity and travel documents.
• Relationship documents.
• Financial documents, such as statements and payslips.
• Accommodation documents.

These are only organising headings to keep similar items together. They say nothing about which documents any particular application involves. That question is covered by current GOV.UK guidance or by an IAA-registered adviser or SRA-regulated solicitor.

Numbering items and matching file names

Giving each document a section letter and item number, for example A1, A2, B1, makes each line of the contents page easy to refer to. It helps if the scanned file names use the same numbers, so the folder and the contents page line up. A separate guide on naming and numbering scanned files describes one pattern for this.

1. Choose the section groups first.
2. Number items within each section in the order they will appear.
3. Use the same number at the start of each file name.

Recording page ranges and date ranges

Page numbers can only be filled in once the bundle is assembled, because they depend on the final order. Many people build the contents page in two passes: first the section, number and description, then the page ranges after the pages are combined into one file.

• Writing a start and end page for each item, such as pages 12 to 15.
• Adding a date range for a run of similar documents, for example statements covering a set of months, so the run can be seen at a glance.
• Keeping descriptions short and plain, such as the document type and the year or month.

The indexed PDF bundle guide covers how a combined file and its index can fit together.

Keeping it short and up to date

Many contents pages fit on one or two plain pages. A clear table with a few columns is easier to read than dense paragraphs. Before treating the bundle as finished, it can help to check the contents page against the final order, flicking through to confirm each listed page range opens on the right document.

If a document is added, removed or replaced, page ranges after that point can shift, so many people update the contents page each time. Adding a small note with the date of the last update can also make it easier to tell which version is current.

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