Free Job Application Form Templates

Employers often require job seekers to fill out job application forms when applying for jobs. These forms come in different formats, which the employer will determine. Filling out an application form is a delicate process in which applicants must fill out all the questions and concisely give the necessary details. As an employer, an application form is designed to collect specific information from your applicants. The information collected can be used to identify specific characteristics of each candidate, which you can then use to categorize and compare when selecting suitable candidates for the job.

This article discusses the job application form, its types, the information you should include, and tips you should consider in your job application form.

Job Application Form

A job application form is a document that contains questions on a wide range of topics regarding an applicant’s contact details, skills, education, and work experiences.

Most employers issue these application forms even when the applicant has already submitted their cover letter and resume to gather information. You may add a declaration section where the applicant declares that the information they have shared is accurate. In most cases, where an employee provides false information, it may be grounds for termination.

Alternative name

The job application form is sometimes called an employment application or application employment form.

Purpose

Most employers require specific information from applicants during the hiring process. The primary purpose of the job application form is to verify the applicant’s information. Employers often ask questions about applicants’ availability, education, skills, and qualifications. Since the information sought is uniform for all applicants, application forms allow employers to quickly scan the applicant’s information and assess whether they fit the advertised position.

Application forms also allow the applicant to provide a summary of their qualifications, which they expound on in their cover letters and resumes. Therefore, job application forms should complement applicants’ cover letters and resumes.

There are many ways of applying for a job. Employers determine how an applicant will complete their job application. There are different types of job application forms, including:

Online job application form

Online job application forms are usually filled online or on an organization’s website. Most employers have forms on the organization’s website that applicants fill out by answering the questions on the form. Online applications are advantageous because they fasten the hiring process.

In-person job application form

Employers mainly use in-person job applications in the retail and hospitality industries. Most employers like to assess the character and demeanour of applicants to see if they are fit for the job. The applicant may need to appear at the organization’s physical location. When applying for such a job, applicants should prepare by researching the documents they need to carry, how to dress, and answer the employer’s questions as they may be invited to take an on-spot interview.

Email job application form

Where applicants should submit their applications via email, they must have all their documents ready. Applicants can research the materials they need from the job posting and compile them. Applicants should use professional language in their emails because the application is official communication. State the instructions on the job posting where applicable; for example, indicate in the job description if you need applicants to submit a document in PDF format. Applicants should save their documents in PDF format with their names so that you can identify them quickly.

Paper job application form

Paper job applications are mainly used by employers that require applicants to appear in person. Applicants must fill out all the answers correctly because they cannot erase them. Because applicants need to be cautious, they can prepare for a paper job application by downloading, printing, and filling out a form.

You can also offer two copies of the application form should applicants make a mistake on one of them. Applicants should read through the instructions and questions carefully before answering, and you should give them a copy of the job application once it is filled.

You should pay attention to the answers; you can verify the information from the other documents. As an employer, you need to seek the following details from the applicant:

Step 1: Personal information/details

The applicant must provide their details, including their name, address, email, telephone number, and social security number. All the details in the personal information section should allow you to identify the applicant. The applicant should state their name beginning with the first, middle, and last name. The applicant should provide a physical address that may be used to conduct a background check. The email address and telephone number should be active at the time of application to allow the employer to contact the applicant, especially if you need clarification on the information provided.

The applicant also needs to indicate the date they are applying, their availability, whether they want a full-time or part-time position, and the desired pay.

Step 2: Employment eligibility

Employment eligibility requires the applicant to inform an employer whether; they are legally eligible to work, have a previous history with an employer, and have criminal status. The applicant may state that they are eligible to work in America on legal eligibility. Where they are not, they should indicate as such and state that they require sponsorship.

The previous history section requires the applicant to state whether they have previously worked for an employer or not. If they have, the applicant has to provide further information on the period and the position they were working. In the criminal liability section, the applicant needs to state whether they have a criminal record or not. If they have a criminal record, information should be provided on the nature of the conviction, the crime, and the result.

Step 3: Education

The education section should contain three main sections describing the applicant’s academic history: high school, college, and other educational facilities. The applicant should state the name of the high school they attended and the city and state where it is. If the applicant completed high school, they should indicate the start and end dates and the degree attained.

If the applicant attended college, they should state the college attended, course taken, period of attendance (with start and end days), and the degree attained. Where the applicant is yet to complete college or did not earn a degree, they should indicate so by marking the ‘no’ box.

Suppose the applicant has undertaken any other courses. In that case, they should state the name of the institution attended, information on the city and state where it is located, the period of study with the start and end dates, and the degree or certification attained.

Step 4: Previous employment

An employer needs to know the applicant’s history of employment. Therefore, the previous employment section requires the applicant to fill out the information on their last three places of employment by providing:

• Name of the last employer: An employer needs to review the applicant’s qualifications and suitability. Identifying the employer is the first step in verifying the applicant’s work history.
• Contact information: The contact information should include an email address, telephone, and physical address.
• Starting pay: The starting pay is the compensation the applicant received when they started working for the employer. The applicant should also state the nature of payment, whether paid hourly or salaried and the amount paid.
• Ending pay: The ending pay is the compensation the applicant earned when they left their place of employment. The information should include whether the applicant was paid hourly or monthly.
• Job title: The applicant should state the title they held at their previous employment.
• Responsibilities: The responsibilities are the roles the applicant played in their previous job.
• Term of employment: The applicant should state how long they worked for their previous employer by providing exact start and end dates.
• Reason for leaving: The applicant’s employment ended should be stated for documentation and review purposes.

Step 5: Activities and interests

Activities and interests in a job application form are things the applicant enjoys doing in their free time. Applicants should indicate their hobbies in this section. Employers use this information to assess the applicant’s character, especially the work environment they offer.

Step 6: References

References provide information that allows an employer to assess the suitability and character of an applicant. Therefore, the applicant is required to provide three professional references.

When stating references, an applicant needs to provide information on the references’:

• Name and relationship: The applicant should state their full name and share their relationship with the referee. Employers often require professional references as they guide the applicants’ qualifications and ability to work in particular environments.
• Company title held: The applicant should state the name of the company where the referee works and their position.
• Contact information: The applicant must provide the current contact information of the referee by stating their email address and phone number.

Step 7: Military services

Even though not everyone has served in the military, an employer should enquire whether the applicant has served. Where the applicant has not served, they should tick the ‘no’ box. Where the applicant was on active duty, they need to provide information on:

• The branch and rank they served by the time they were discharged.
• The term of service includes the day the enlisted and the day they were discharged.
• The type of discharge. If the applicant was discharged honorably, they should indicate so; if not, they should state the circumstances around their discharge in the space provided.

Step 8: Background check consent

An employer may need a background check to verify the applicant’s details. If the applicant consents to a background check, they should tick the ‘yes’ box; if not, they should tick the ‘no’ box.

Step 9: Disclaimer

The disclaimer should inform the applicant that the information provided must be accurate; if found false, the applicant could be terminated if they would have gotten employment. The applicant must sign the disclaimer for the application to be valid. The signing of the job application form should include the applicant’s name and signature.

Warning: When filling out a job application form, applicants must provide accurate information. Providing false information on the application is sufficient grounds for termination of employment. To avoid such situations, the applicant must proofread their application and ensure they have given the correct information.

Tips

As an employer, you need to make it easier to identify potential employees from the applicants. Here are some tips to make the hiring process easier:

• Prepare a form that applicants can download, print, and fill out. Applicants can then fill it out and drop it off, send back or fill it out physically at your location.
• If you use online job sites, allow the applicants to apply electronically by providing downloadable documents and an email address.
• Scan the filled application forms to check whether they are completed and whether the applicants meet the required threshold.
• Compare the applicants’ details to the information listed in the job description to identify a pool of applicants you can choose.
•  From the pool of applicants, select your favourites whom you will interview.
• Keep the other qualified applicants’ application forms in a file in case emergencies arise and you need to hire new employees.