Job Application Form Templates

A job application form is used by employers to discover or know about the new employees. The form consists of questions that are put up to introduce the applicants and relevant work history. Employers also use these forms to narrow down the best applicants from the queue who are most suitable for employment. Therefore, a good intro in the job application form can positively impact the employers and increase your chance of getting selected. If you are unsure about the type and questions asked in a job application form, this article will help you know it better, and by the end, you will be well knowledgeable about a job application form. To begin with, let us know what exactly is a job application form.

 

What is an Employment Application?

An employment application is an official form issued by the employer for the new applicants; the form consists of questions for the candidate’s information about themselves and helps the employer filter out the best candidate for the job. The candidates must submit this application form to apply for a job. 

The form might be available online or offline, depending on the company. For example, some companies issue employment application forms that might be needed instead of a resume or can be an addition to the resume. 

The employer can add a simple employment application for their job listing on their client’s website and the company’s website. The candidate can submit their application form via the website or by email; the process varies from one company to another. 

In simple words, a job application form is the materials required to be submitted for being considered for a job, along with your resume and cover letter.

Job Application Requirement: Why Is It Necessary?

The resumes and cover letters are made with personal style and understanding, and hence it varies from one person to another.  Each candidate’s approach in developing their resume is notably different. A resume may not contain certain specific details, like dates of employment, the names of supervisors, the location of the employer, or the educational background of a candidate. Hence, an application form is issued so that not even a single detail is missed out. Let us go through these requirements in detail.

Screening Method

Employment application forms to aid the employers in the screening process. First, they create an application form for cross-checking the job requirements and skills as per the job description with the information on the resume. 

Since most resumes are written with personal interpretations, they often lack the vital information required for screening. Also, resumes are made to highlight the best of the candidate.

Hence, an unbiased application form will help employers select the most capable candidates based on their answers in the job application form. 

The job applications often ask for candidates’ approval for any background check. This makes the employer eligible to conduct a thorough background check on the person after he/she has been considered for the following screening process.

There are specific tricky questions in the questionnaire. The employers test your analytical mind and select the applicants based on those answers, as the selection decisions should be well supported and based on a person’s qualifications.

 

A Legal Obligation

Most of the application forms will ask for the candidate’s signature; hence, the application can be assumed to play the role of a legal document. By signing the document,  you declare that the information provided in the application is true, and if there will be anything notably wrong, you will be held solely responsible. This prevents the candidate from fudging with the information. 

Make sure that your employment application is in accordance with the employment law in your state or jurisdiction. For example, certain aspects of the requested information on an employment application are not acceptable by law. 

You can ask an attorney to review your complete employment application form giving special attention to areas such as criminal history, credit reporting, any aspect of job capability, and check if it abides by the employment law. 

 

Organized Information

The employment letter provides an opportunity for the potential employer to collect necessary and to the point information about the applicant that may not have been listed on the resume. However, resumes are compact and showcase only the outline of the person. In addition, it is not arranged in a question-and-answer format, and it is easy to present information in a more biased manner, and often vital information is neglected. In contrast, this is not possible in an application form. 

The application form also creates a uniform platform for employers to collect, organize, and store information from diverse applicants. This makes the comparison of the candidate credentials easier.

 

Reduces the Chances of Discrimination Claims

Selection procedure based on the job application form can reduce the claim of discrimination. An employment form collects information about the applicant’s credentials that are primarily neglected in a resume but are necessary for the selection.

A uniform application form with common questions and job’s essential functions immediate employment termination essential functions won’t raise a question of being diligent with one while strict with another as the form is common to all. Thus creating uniformity in the selection procedure.

 

Application for Employment Form

Here is an example of an employment application form:

Instructions: Print clearly in black or blue ink. Answer all questions. Sign and date the form.

Personal Information

First Name: _____________________________

Middle Name: ___________________________

Last Name: _____________________________

Street Address: __________________________

City, State, Zip Code: _____________________

Phone Number: (___)_____________________

Email Address: __________________________

Have you ever applied to / worked for [Our Company] before? [ ] Y or [ ] N

If yes, please explain (include date): ________________________

Do you have any friends, relatives, or acquaintances working for [Our Company]? [ ] Y or [ ] N

If yes, state name & relationship: ________________________________

If hired, would you have transportation to/from work? [ ] Y or [ ] N

Are you over the age of 18? [ ] Y or [ ] N

If you are under the age of 18, do you have an employment/age certificate?  [ ] Y or [ ] N

If hired, would you be able to present evidence of your U.S. citizenship or proof of your legal right to work in the United States? [ ] Y or [ ] N

Have you been convicted of or pleaded no contest to a felony within the last five years?  [ ] Y or [ ] N

If yes, please describe the crime – state the nature of the crime(s), when and where convicted, and the disposition (final settlement) of the case: ________________________________________________________________

If hired, are you willing to submit to a controlled substance test? [ ] Y or [ ] N

Position and Availability

Position Applying For: ___________________________

Desired Salary: $________

Are you applying for:

Temporary work – such as summer or holiday work? [ ] Y or [ ] N

Regular part-time work? [ ] Y or [ ] N

Regular full-time work? [ ] Y or [ ] N

If applying for temporary work, indicate your desired length of employment below:

Start date: ___ / ___ / ___ End date: ____ / ____ / ____

Days/Hours Available

Monday ____

Tuesday ____

Wednesday ____

Thursday ____

Friday ____

Saturday ____

Sunday ____

Hours Available: from _______ to ______

Are you available to work overtime? [ ] Y or [ ] N

If hired, on what date can you start working? ___ / ___ / ___

Are you able to perform the essential functions of the job for which you are applying, either with/without reasonable accommodation? [ ] Y or [ ] N

If no, describe the functions that cannot be performed:

_____________________________________________________________

Education, Training and Experience

High School:

School Name: ________________________

School Address:________________________

School City, State, Zip:________________________________

Number of years completed: _______________

Did you graduate? [ ] Y or [ ] N

Degree / Diploma earned: _______________

College / University:

School Name: __________________________

School Address:________________________

School City, State, Zip:________________________________

Number of years completed: ________

Did you graduate? [ ] Y or [ ] N

Degree / Diploma Earned: __________________

Vocational School:

School Name: ________________________

School Address: ______________________

School City, State, Zip: ________________________________

Number of years completed: ________

Did you graduate? [ ] Y or [ ] N

Degree / Diploma earned: __________________

Military:

Branch: ______________________________

Rank in Military:________________________

Total Years of Service: ________

Skills/Duties: __________________________________

Related Details:________________________________

Skills and Qualifications: Licenses, Skills, Training, Awards

_____________________________________________________________

_____________________________________________________________

Do you speak, write or understand any foreign languages? [ ] Y or [ ] N

If yes, list the languages: ____________________

Employment History

You should include detail of each position you have been in for the past five years. 

Are you currently employed? [ ] Y or [  ] N

If you are currently employed, may we contact your current employer? [ ] Y or [ ] N

Name of Employer:_____________________________________

Name of Supervisor:____________________________________

Telephone Number:_____________________________________

Business Type:________________________________________

Address:_____________________________________________

City, State, Zip:________________________________________

Length of Employment (Include Dates): _____________

Salary/Hourly Rate of Pay: ____________

Position & Duties: _______________________________________________________

Reason for Leaving: _____________________________________________________

Name of Employer: _____________________________________

Name of Supervisor: ____________________________________

Telephone Number:_____________________________________

Business Type:________________________________________

Address:_____________________________________________

City, State, Zip:________________________________________

Length of Employment (Include Dates): _____________

Salary/Hourly Rate of Pay: ____________

Position & Duties: _______________________________________________________

Reason for Leaving: _____________________________________________________

May we contact this employer for references? [ ] Y or [ ] N

Name of Employer:_____________________________________

Name of Supervisor:____________________________________

Telephone Number:_____________________________________

Business Type:________________________________________

Address:_____________________________________________

City, State, Zip:________________________________________

Length of Employment (Include Dates): _____________

Salary/Hourly Rate of Pay: ____________

Position & Duties: _______________________________________________________

Reason for Leaving: _____________________________________________________

May we contact this employer for references? [ ] Y or [ ] N

References

List below three persons who are knowledgeable about your job reputation and your past experiences. Please include professional references only.

First and Last Name: _____________________________________

Telephone Number: ______________________________________

Email Address: __________________________________________

Address:_______________________________________________

City, state, zip:__________________________________________

Occupation: ____________________________________________

Number of Years Acquainted: ______________________________

First and Last Name: _____________________________________

Telephone Number: ______________________________________

Email Address: __________________________________________

Address:_______________________________________________

City, state, zip:__________________________________________

Occupation: ____________________________________________

Number of Years Acquainted: ______________________________

First and Last Name: _____________________________________

Telephone Number: ______________________________________

Email Address: __________________________________________

Address:_______________________________________________

City, state, zip:__________________________________________

Occupation: ____________________________________________

Number of Years Acquainted: ______________________________

Certification

I certify that the information mentioned in this application is true. I understand that false information may negatively impact my chance of getting hired or lead to immediate termination of employment if I am hired.

Signature: ______________________________ Date: ______________

 

What Should the Job Application Form Contain?

A job application form contains a list of questions framed by the employer according to their requirements and specific details they require about the candidate. They are often broken into sections:

 

  • Contact Info
  • Employment History
  • Availability 
  • References
  • Additional Information

 

Contact Info

The first section includes questions about applicants’ personal contact information, which includes. 

  • full name
  • address, city, state, zip code
  • contact information (Phone number and Email ID)
  • Social security number
  • If you are under age eighteen, you must have an employment certificate.
  • If you have any past criminal record.

 

Employment History

The employment form consists of a section about work history. The format of this section varies as per the company requirements of information and the type of employment. Specific details are asked but keeping the section concise. This section asks for details like:

  • Employer
  • Address, phone, email
  • Supervisor
  • Job title and responsibilities
  • Salary
  • Starting and ending dates of employment
  • Reason for leaving
  • Permission to contact the previous employer

 

Availability

The next section asks questions about availability and starts dates. Like the employment history section, this section may have varied formats. 

The section may include exact starting and end times for each day of the week to verify the candidate’s availability. 

Tip for the candidate: When stating a start date, think of the earliest day you can start considering all your previous commitments you are accountable for.

 

References

This section is mainly included at the end for the candidate to list their references. However, the number of references required varies, so to be on the safer side, it is recommended to prepare a list with at least three to five individuals along with their contact information.

You can also include their job title and the name of the company they are working with.

Additional Information

There is much other additional information asked by the companies as per their needs. Which may be:

  • Schools attended
  • Degrees
  • Certifications
  • Skills
  • Extracurricular activities
  • Interests, etc.

The employment application also includes a disclaimer section, which says that the candidates have understood the terms and conditions. All the information stated is true, and they will be held responsible for any false information. 

There is also a signature section for the candidates at the end.

 

What Shouldn’t You Put on Your Job Application Form?

Your letter should not create any wrong impression about your candidacy. It must not ask for useless information. The points that must not be mentioned in a job application form are:

  • Avoid Spelling or Grammatical Errors

Spelling and grammatical errors in a job application form are highly unprofessional. Therefore, keep a keen eye on the spelling and grammatical errors. If you are not very confident about your grammatical knowledge, you can ask someone to proofread or use spell and grammar correction tools. One or two errors are still acceptable, but not anything more than that. A job application is an essential document to try to make it as errorless as possible.

  • Information that doesn’t match your resume. 

Do not state facts or information that doesn’t match your resume or cover letter; this can create a red mark about your employer. Instead, try to be consistent; otherwise, it can dilute the credibility of your candidacy.

  • Do not mention any false statements. 

Your application will remain as a part of your employee file, hence try not to make any false statement as any incorrect information can result in termination of your employment.

  • Blank sections of the application

Do not leave any sections of the application incomplete, even if the information overlaps with your resume. Do not ask the employer to refer to your resume; this will create an impression that you are a lazy person on your employer. In addition, some employers will screen candidates based on application without even looking at your resume, so do not take your application form casually.

  • Do not write too long descriptions. 

Try to write your application form briefly; your employers are busy people and may not have the time to read overly dense sections of your application and can miss some key information. Hence, keep your descriptions compact and brief.

  • Negative reasons for leaving a job.

Some applications might have sections to state reasons for leaving your past job. Do not mention any negative comment about your previous employer, a negative reference about your past employer can put your personality into question. 

Try to mention the reasons in a positive tone; you must not disregard anyone by your words.

  • Do not mention your salary expectations. 

Many candidates often skip this question and say something like “negotiable.” But this can make your employer feel that you are unsure and reflects your underconfidence. 

 

Application for Employment over the Internet

To apply online, you must register to the job website first. To do this, you will have to register with a username and password. Many websites use your email address as your login. Once you have registered, you can request the application form and find ways to add your resume.

Here are some common ways to add your information online:

  • Attach your resume. Many websites allow you to browse through your files to attach your resume. The resume is primarily accepted in PDF, text, or Microsoft Word format. 
  • Copy and paste your entire resume. If there is no separate section to add your resume, you can copy-paste your entire resume into the application form. 
  • Enter your work history manually in the application form. In an online application, there are separate sections for each information. Hence it can be time-consuming. You can follow the same copy-paste method to fill your online job application form. 

This article is all about job application forms and the various aspects associated with them. Though the basic format of the application form can vary, the basic integrity is the same for all.