A job application lets you efficiently search for suitable candidates to interview and hire at your place of business. You can distribute a blank form to each prospective employee, allowing each candidate to provide their personal information to help you decide who to hire.
This document places potential employees on an even playing field. Each completed form features the requested information in the same place, allowing you, as the hiring manager or human resources (HR) employee, to wade through applications quickly and efficiently, especially when looking for specific skills or education that can enhance your business.
Common Types of Job Applications
In-Person Job Application
A prospective candidate can visit the physical address of your place of business and fill out a paper job application you provide. They are less common than online applications but may still be used by some employers, particularly for in-person job fairs or as an alternative for individuals without internet access.
Online Job Application
Online job applications are submitted electronically through the company’s website or job search platforms. It is often allowed for the submission of resumes, cover letters, and other supporting documents in various file formats.
Depending on the platform, candidates may be able to create an account within a few seconds, allowing them to easily create a connection to your company.
Email Job Application
Email job applications involve sending application materials (resume, cover letter, etc.) directly to the employer’s designated email address.
How to Create a Job Application Form
Here are some sections to include in an employment application:
1. Employer Information
The employer fills out this section with the company’s name and the hiring manager’s contact information. They can also include a statement about being an Equal Opportunity Employer to encourage more applicants.
The employer can fill out this section in advance and print out several dozen or hundreds of copies, depending on their hiring needs. Then, they can distribute the applications to potential candidates so the candidates already have the employer information.
2. Applicant Information
Within this section, the applicant starts providing their information. They provide their legal name, residential address, and contact information. They can also specify the date they’re applying.
An applicant can also add their emergency contact information so the employer knows who to contact in case the applicant experiences a medical or workplace emergency.
3. Employment Position
Here, the applicant can specify the position to which they’re applying. They can also state their preferred employment type and salary. As an employer, you can filter out candidates by focusing on ones who respond according to the company’s needs.
4. Eligibility for Employment
This section addresses whether a potential employee is legally eligible to work in the United States. It also addresses whether an applicant can work overtime and night shifts and has reliable transportation to work.
Ensure that you only request this information for practical purposes. Don’t design your questions in a way that elicits discriminatory information. For example, refrain from asking questions that have a candidate reveal their age, race, sexual orientation, citizenship, disability status, or criminal history.
5. Education Details
This section includes spaces for applicants to list high school, university, or college degrees, training in other educational facilities, or specific online courses they’ve completed.
6. Employment History
Ask for an applicant’s job history in this section. For each prior position, request the name of their previous employer, their job title, and the responsibilities and duties they had. You can also see how long they held specific positions, which can help you assess their likelihood to remain in one position for the long term.
Have them list their current employment status. If they currently have a job, request the start date and their current duties.
Let them tell you about any military service they’ve completed, including the branch, the years they served, and any specialized skills or training they acquired.
7. Skills Information
Leave blank spaces for applicants to list hard and soft skills. They can self-assign the proficiency they have in each skill, whether it be Low, Medium, or High.
8. References
Allow applicants to list personal and professional references which attest to their character and work ethic. Create spaces for them to put their references’ contact information and their relationship to the reference.
Depending on the type of job the candidate seeks, the employer may request a more in-depth reference letter.
9. Certifying Statement and Signature
Include a statement that certifies all the information is accurate to the applicant’s knowledge. Create a spot for the applicant to date and sign their name, allowing you to interpret the application as a valid submission of precise information.
Benefits of Creating a Job Application Form
- Standardization: Job application forms standardize the application process, allowing all candidates to provide the same information about themselves. With this level of standardization, employers can compare applicants on a consistent scale.
- Efficiency: A standardized form lets HR departments read applications quickly and pinpoint qualified candidates, leading to a quicker hiring process.
- Customization: Depending on the employer’s job requirements, you can create a tailored application to include questions specific to the industry or job role.
- Reduced Bias: Because of the standardization that job application forms provide, employers can reduce unconscious bias in the initial screening phase. They can review job applicants by focusing on their experiences and qualifications relevant to the job instead of irrelevant personal information.
- Professional Image: A well-thought-out job application form can help a company display a professional image, showing their commitment to finding the right candidates.
- Legal Compliance: Employers can write job application forms to comply with employment regulations and laws, ensuring employers don’t request prohibited information (such as race, gender, and age) that could result in discrimination.
- Enhanced Candidate Experience: A simple, easy-to-complete application form can improve the experience candidates have when applying, ensuring they provide the required information for the employer to consider them.
- Data Collection for Future Positions: If employers use an online application platform, they can collect information from current candidates and store it to analyze for future hiring needs.
Sample Job Application Form
Frequently Asked Questions
What Should I Do If I Get Many Applications?
Consider including a non-negotiable yes or no question to help you rapidly separate the applicants.
For example, imagine your workplace prioritizes in-person interaction. You may include a question like “Are you willing to come into the office three days a week?” on the job application form. If a candidate answers no, you can dismiss their application and continue searching for someone who meets this criteria.
What If an Applicant Has a Resume?
Even if an applicant has a resume, they should still fill out an employment application to ensure they provide all the requested information. A resume can enhance a job application, so a candidate can attach it to the main document.
What Should I Include in a Job Description?
Create a detailed job description so candidates know whether to apply. Include the following information in your job description:
- The name of the position
- The job location (in-person, remote, hybrid, etc.)
- The job type (seasonal, part-time, full-time, etc.)
- The job requirements (minimum skills/education)
- The job duties
- The benefits and salary range
Should I Request a Cover Letter with the Job Application?
Requesting a cover letter with the job application is optional, but it can be a beneficial tool in the recruitment process. Candidates who write cover letters can provide insight into their communication skills, show their interest in the position, and go into more detail when describing specific achievements.
What Questions Should I Ask in an Interview?
Ask interview questions that relate to the candidate’s job application. For example, you can ask them to describe the skills they implemented in a former position and how they plan to apply them if they receive the new position.
If you need additional ideas, some common interview questions include:
- Why do you want to work for this organization?
- Do you prefer working by yourself or with a team?
- What’s your biggest strength?
- What’s your biggest weakness?
- How do you deal with stress?
- Where do you see yourself in five years?