What Documentation Should You Prepare Before App Submission?

What happens when you spend months building the perfect app only to have it rejected by the App Store because you forgot to include proper documentation? Actually, it's more common than you'd think—and it's bloody frustrating when it happens to you. I've watched countless clients get tripped up at the final hurdle, not because their app was faulty, but because they didn't prepare the right paperwork. Sure, building a great app is the hard part, but getting it approved and published? That requires a completely different set of skills.

The thing is, app store submission isn't just about uploading your app file and hoping for the best; it's about presenting a complete package that meets all the requirements from day one. Apple and Google have specific expectations—they want to see privacy policies, terms of service, proper screenshots, marketing copy that makes sense... the list goes on. Miss one piece and you're looking at delays, rejections, and frankly, a lot of unnecessary stress.

Proper documentation isn't just about meeting requirements—it's about showing the app stores that you're serious about your users' experience and privacy

You know what? I mean, it's a bit mad really how many developers treat documentation as an afterthought. But here's the thing—the app stores are processing thousands of submissions every day, and they've got their systems down to a science. They know exactly what they're looking for, and if you don't deliver it upfront, you'll find yourself at the back of the queue. Getting your documentation sorted before you even think about hitting that submit button... that's what separates the professionals from the hopefuls.

Privacy Policy and Terms of Service

Look, I'll be straight with you—most people find privacy policies and terms of service about as exciting as watching paint dry. But here's the thing: they're absolutely non-negotiable when it comes to app submissions. Both Apple and Google will reject your app faster than you can say "data protection" if these documents are missing or poorly written.

Your privacy policy needs to explain exactly what data you collect, how you use it, and who you share it with. And I mean exactly. If your app asks for location data to show nearby restaurants, say that. If you're using analytics to track user behaviour responsibly, mention it. The days of vague, copy-paste policies are long gone—app store reviewers actually read these things now, and they'll spot inconsistencies between what your app does and what your policy claims.

What Your Documents Must Include

• Clear explanation of data collection practices
• User rights regarding their personal information
• Contact information for privacy enquiries
• App-specific terms covering user conduct and content policies
• Refund and subscription cancellation procedures
• Liability limitations and dispute resolution processes

The terms of service should cover how users can and cannot use your app. Actually, it's where you set the rules of engagement. Can users post content? What happens if they violate community guidelines? How do subscription renewals work? These aren't just legal requirements—they protect your business when things go wrong.

One mistake I see constantly is businesses trying to write these documents themselves. Sure, there are templates online, but every app is different. What works for a fitness tracker won't work for a social media platform. Getting proper legal advice might cost a few hundred pounds upfront, but it'll save you thousands in potential issues later. Trust me on this one—it's worth the investment.

App Store Listings and Metadata

Your app store listing is basically your shopfront—its the first thing potential users see when they find your app. And honestly? Most developers get this completely wrong. They rush through it, treating metadata as an afterthought when it should be one of your most carefully crafted pieces of content.

I mean, you can build the most incredible app in the world, but if your store listing doesn't grab attention and clearly explain what your app does, you're setting yourself up for disappointment. The app stores are crowded places; you need to stand out immediately.

Getting Your Keywords Right

Your app title and description aren't just marketing copy—they're your main tools for getting discovered. Sure, you want to be creative, but you also need to think about what people are actually searching for. If you're building a fitness tracking app, don't call it something obscure that nobody will ever search for.

The App Store gives you 30 characters for your title on iOS and 50 on Google Play. Use them wisely. Include your main keyword if possible, but don't sacrifice clarity for SEO... it's a delicate balance.

Writing Descriptions That Convert

Your app description needs to do two jobs: explain what your app does and convince people to download it. Start with the problem you solve, then explain how you solve it better than anyone else. Keep it simple—remember, you're writing for humans, not search engines.

Test different versions of your app store listing using A/B testing tools. Small changes in your title or description can make a huge difference to your conversion rates.

• App title (optimised for search but still readable)
• Short description or subtitle
• Full app description with clear benefits
• Keywords list (iOS) or short description (Android)
• Category selection
• Age rating justification
• Support URL and privacy policy links

Screenshots and Visual Assets

Right, let's talk about screenshots—honestly, this is where I see so many apps completely mess things up before they even get a chance. Your screenshots aren't just pretty pictures; they're your app's first impression and often the deciding factor between a download and a scroll past.

You'll need different screenshot sizes for various devices and both app stores have specific requirements. iPhone screenshots need to be 6.7-inch, 6.5-inch, and 5.5-inch display sizes as a minimum—but here's the thing, Apple's requirements change more often than you'd think so double-check their current specs. Android is a bit more forgiving with its flexible approach, but you still want to cover the main screen densities.

What Makes Screenshots Actually Work

I've seen apps with beautiful interfaces fail because their screenshots looked boring or confusing. Your first screenshot needs to show your app's main value within seconds of viewing. Don't just show empty states or generic login screens—show the app doing what it does best.

Actually, one mistake I see constantly? Apps that use the same screenshot across all their slots. You've got multiple screenshot opportunities, use them! Show different features, different user scenarios, maybe even add some text overlays explaining key benefits.

Beyond Basic Screenshots

You'll also need an app icon in multiple resolutions—and this isn't just a scaled-down version of your logo. It needs to work at tiny sizes and stand out among thousands of other icons. Consider how it'll look on different backgrounds too.

Don't forget about promotional graphics if you're planning any marketing campaigns. Google Play has specific banner requirements, and you might need assets for social media or press coverage. Prepare these early because rushing visual assets always shows in the final quality.

App Review Guidelines Compliance

Getting your app rejected by the App Store or Google Play is honestly one of the most frustrating things that can happen during launch—I mean, you've done all this work and then boom, rejection email. The thing is, most rejections are completely avoidable if you just prepare the right documentation upfront. Both Apple and Google have pretty specific guidelines about what they will and won't accept, and having your compliance documentation ready can save you weeks of back-and-forth.

First thing you need to sort is your app's content rating documentation. If your app has any user-generated content, social features, or deals with sensitive topics like health or finance, you'll need clear policies explaining how you handle these areas. Apple's particularly fussy about apps that might appeal to children—even if that's not your target audience—so document any age-appropriate content measures you've implemented. Google wants to see how you're protecting users from harmful content, so include details about moderation systems, reporting mechanisms, and content filtering.

Technical Compliance Documentation

Your app needs to work properly, obviously, but the stores want proof of this before approval. Prepare detailed testing documentation that covers different device types, operating system versions, and network conditions; this shows reviewers you've actually tested your app thoroughly rather than just hoping for the best. If you're using any third-party SDKs or APIs, document what they do and why they're necessary—stores are getting stricter about apps that collect unnecessary data or permissions.

The key to passing app review isn't just building a great app, its about proving to the review team that you understand and respect their guidelines from day one

Security and privacy compliance documentation is absolutely non-negotiable these days. You'll need to document exactly what data your app collects, how its stored, and who has access to it. If you're handling payments, health data, or anything sensitive, prepare detailed security architecture documentation showing encryption methods and data protection measures. Actually, even simple apps need this now—the days of winging it through app review are long gone.

Technical Documentation and Testing

Right, let's talk about the technical side of things—because this is where a lot of apps get rejected, and honestly, its completely avoidable. I mean, you've spent months building your app, so why would you rush the final hurdle? The app stores want to see that you've done your homework, that you understand how your app works and that you can prove it actually works properly.

Testing documentation is probably the most overlooked part of the submission process. But here's the thing—Apple and Google aren't just going to take your word for it that everything functions correctly. They want evidence. You need to prepare test cases that cover every major feature, every user flow, and yes, even the boring stuff like what happens when someone's internet connection drops mid-way through using your app.

Core Technical Documents You'll Need

The technical documentation requirements vary between platforms, but there are some basics that apply everywhere. Your submission package should include detailed information about device compatibility, system requirements, and any third-party integrations your app relies on. Actually, third-party stuff is where things get tricky—if your app connects to payment systems, social media platforms, or uses location services, you need documentation proving you've tested these connections thoroughly.

• Device compatibility matrix showing which phones and tablets you've tested on
• Performance benchmarks including load times and memory usage
• Integration testing results for any external APIs or services
• Edge case scenarios like poor network conditions or low battery states
• Accessibility compliance testing documentation
• Security testing reports if your app handles sensitive data

Sure, it seems like a lot of paperwork, but think of it this way—proper documentation speeds up the review process. Reviewers can quickly understand what your app does, how it works, and why certain decisions were made. Plus, if there are any questions during review, having comprehensive docs means faster responses and fewer back-and-forth emails that delay your launch.

User Support Documentation

Right, lets talk about something most people completely forget about until their app is live and users start asking questions — support documentation. I mean, you've spent months building this thing, but have you actually thought about what happens when someone gets stuck? Both Apple and Google want to see that youve prepared for real users with real problems, and honestly, its one of those things that separates professional apps from hobby projects.

Your support documentation needs to cover the basics: how to use key features, troubleshooting common issues, and how users can actually contact you when things go wrong. Sure, you might think your app is intuitive (and it probably is), but users will always find ways to get confused that you never expected. I've seen apps rejected simply because they had no clear way for users to get help — the app stores see this as a red flag.

Create a simple FAQ document that addresses the top 5-10 questions users might have, even if they seem obvious to you. Include this in your app store submission materials.

What Support Channels to Include

You dont need a massive support team, but you do need clear contact information. An email address is the minimum; a simple contact form works too. The key thing is making sure its actually monitored — nothing annoys app store reviewers more than dead email addresses in support documentation. Include response time expectations as well, even if its just "we'll get back to you within 48 hours."

And here's something people miss — your support docs should match your apps actual functionality. If your submission includes features that enhance user engagement that aren't in your support materials, reviewers will notice. Keep everything aligned; it shows you've actually thought this through properly rather than just ticking boxes.

Marketing and Promotional Materials

Right, so you've got your app ready for submission and you're thinking the hard work is done? Not quite. Marketing materials are honestly one of the most overlooked parts of app documentation—and I see developers skip this step all the time, which is a bit mad really because these materials can make or break your launch.

Your marketing kit needs to be ready before you hit that submit button. Why? Because the moment your app goes live, you want to be able to tell the world about it straight away. I mean, you've spent months building this thing; don't let it disappear into the void because you weren't prepared to promote it properly.

What You Actually Need

Let me break down what marketing materials you should have sitting in your folder, ready to go. App icons in various sizes—not just for the stores but for your website, press releases, social media posts. High-quality screenshots that aren't just your store listing images but promotional versions with callouts and features highlighted. A proper app demo video is worth its weight in gold; users want to see your app in action before downloading.

You'll also need a press kit with your app description written in different lengths—tweet-sized, paragraph-sized, and full press release versions. Don't forget about the boring stuff like company logos, founder photos if you're doing press outreach, and fact sheets with key statistics about your app's functionality.

• App icons in multiple formats and sizes
• Promotional screenshots with feature callouts
• Demo video showing core functionality
• Press release templates in various lengths
• Company branding materials and logos
• Fact sheets and key app statistics

Actually, one thing I always tell clients—prepare your social media content calendar before launch. You know what happens when you don't? Your app launches and you post about it once, maybe twice, then... nothing. Plan at least two weeks of post-launch content because momentum dies quickly in the app world. Consider effective hashtag strategies and even influencer partnerships to amplify your reach.

Conclusion

Getting your app submission documentation sorted properly—it's honestly one of those things that can make or break your launch timeline. I mean, you've spent months building this thing, and the last thing you want is to get knocked back because you missed something in your privacy policy or uploaded the wrong screenshot dimensions.

Sure, it feels like a lot of paperwork when you just want to get your app out there. But here's the thing—every single piece of documentation we've covered serves a real purpose. Your privacy policy isn't just legal box-ticking; it builds trust with users who are increasingly worried about their data. Those app store screenshots? They're basically your shop window, and if they don't tell your story properly, people will scroll right past.

The technical documentation and testing records... well, they're your insurance policy against rejection. App review teams have seen it all, and they know what to look for. When you can demonstrate you've tested across different devices, handled edge cases, and followed the guidelines to the letter, you're showing them you take this seriously.

You know what? The apps that launch smoothly are never the ones where someone rushed the documentation at the end. They're the ones where the team treated this prep work as part of the development process, not an afterthought. And honestly, once you've been through this process a few times, it becomes second nature—you'll know exactly what each platform needs and when they need it.

Take your time with this stuff. Your future self will thank you when your app sails through review on the first attempt.