What Is a Job Application Form? (With Types and Example)

Employers use job application forms to gather information from prospective employees. The questions on these forms typically introduce candidates, share their contact information and detail their work history. Using these forms gives employers a better way of narrowing down the best candidate for employment, and learning how to effectively fill one out may help you impress hiring managers.

In this article, we define job application forms, explain when to use them, detail what they typically include, discuss different types of forms, offer some tips for filling one out and share a template and example.

What is a job application form?

A job application form is an official form given to candidates by the employer asking a wide range of questions about the individual and their skills related to the job. Forms are legally defensible and stand as a way for candidates to introduce themselves to employers. Businesses use these forms to find those best suited for open positions, sending a select few to the next phase of the process. 

These forms may be digital or on paper, and they typically gather candidates' personal information, career history and capabilities. Some jobs also require additional application materials with the application form like a resume, cover letter or work sample. Others may just request an application form and personal identification.

Related: Listing Professional Experience on Your Resume

When to fill out a job application form

Fill out a job application form for any opportunity you're serious about pursuing. Most employers review application forms to determine which candidates to interview, so only submit a form if you feel the job aligns with your goals and skills. Before filling out an application, research the company's history, mission and pay rates to ensure the job meets your needs. The application form is typically the first stage of the application process.

Many employers disperse application forms whether or not new positions are available. In these cases, they're often evaluating general interest, keeping certain names on file for future positions. You might submit this type of application if you're casually researching new jobs or if there's a company you're passionate about working with in the future. To learn if an organization is actively hiring, check their website for a list of open positions with dates or contact the company directly by phone or email to inquire about opportunities.

Related: 3 Habits That Could Increase Your Chances of Getting the Job

What's included in a job application form?

Job application forms typically include sections like:

Contact information

The first section usually includes space for candidates to put their full name, address and contact information. Both first and last names are often required, as are a phone number and email address. Use a professional email address rather than a personal one to increase your credibility. For example, "rosemary.kiefer@email.com" might be more work appropriate than "doglover45@email.com". Some organizations may request your social security number to verify your identity. Before providing personal details, research the company to ensure it's trustworthy.

Related: 11 Common Job Search Scams and How To Avoid Them

Employment history

The work history section allows candidates to cite previous employers and explain the duties they fulfilled at each job. Businesses format this section in different ways, especially in online forms. Some may allow you to pre-fill the section using your digital resume, while others might expect you to type in the information manually. Prepare to give a brief description of your previous jobs, including your manager's name and direct contact information, the title you held and its required duties. Some organizations request your past two to three jobs, while others may ask for your lifelong work history.

Include specific details, but remain as brief as possible. Remember to customize your description of each job to reflect the needs of the job for which you're applying. For example, if you're applying to be an administrative assistant, you might focus on organizational and communicative duties at past jobs. Stay honest and keep your response brief, especially if you're providing a resume to supplement your application.

Read more: What Is an Employment History or Work History? (With FAQs)

Availability

The next section usually includes an area to list availability and start dates. As with employment history, formatting for this section can differ between employers. Prepare to include exact starting and end times for each day of the week you're available. This may be especially important if you're applying for a part-time job, as the employer might be looking for someone to cover a specific shift. 

When considering a start date, think of the earliest day in which all your previous affairs are accounted for, such as leaving a current position. Some employers may specify if they're looking for a candidate who can start immediately, while others may be open to people with a current job who require two weeks' notice. Remember that your earliest start date might be two weeks from the day you get an offer and put in your resignation with your current job rather than two weeks from the day you submit the application.

Related: How To Give Two Weeks' Resignation Notice (With Examples)

References

The final section often includes an area to list references. Many employers require a certain number of references, so prepare at least three to five individuals along with their contact information. It's often best to include mostly professional references who can speak to your skills and attitude in the work environment like previous managers and co-workers. Some employers request that at least one or two references be direct supervisors. You might also include one or two personal references like teachers, friends or family members.

Related: When Do Employers Call References? Everything You Need To Know To Get the Job

Additional information

Many online and physical forms include a disclaimer section or a brief overview of terms and conditions. Employers may ask you to confirm that you read and understand the terms. Additionally, at the end of the application, you must provide either a physical signature or e-signature confirming you've listed accurate information to the best of your knowledge. It might be best to review your form to ensure it's free of typos or errors before submitting it.

Related: FAQ: Lying on a Job Application

Types of job application forms

You might see job application forms in a variety of formats, including:

Online applications

Many employers provide an online application on their websites. While some companies have fairly simple applications, larger companies often have large databases of candidate information and require you to complete extensive applications. Alternatively, some job board sites have their own built-in application process which is typically minimal. It usually includes a few questions from the employer and a link to your profile or resume.

Read more: How To Fill Out an Online Job Application

Email applications

Some employers prefer email application processes that are particularly useful for remote positions. For example, an employer might ask you to email them explaining why you're interested in the job and what your general availability is like. Throughout an email chain, you might answer questions, take tests and fill out small forms. This process acts as a hybrid of an application and an interview.

Read more: Sending Your Job Application by Email: Tips and Examples

Physical applications

Although they're less common than they used to be, some businesses keep physical applications as a primary part of their hiring process. They're either offered as printable assets online or handed out by employees within the facility. This allows candidates to apply in person and potentially meet with a manager right away. You may fill out a paper application on-site if you're attending a job fair or applying to work for a small business. Write legibly and think carefully before writing your answers to ensure you submit a clean, easy-to-read form.

Read more: How To Complete a Paper Job Application

Job application form template

Below is a template for a job application form that you can study to prepare for your job search:

Application for Employment With [Company Name]

Name: [First and last name]
Middle initial: [Middle initial]
Address: [Street number and name] [City], [State] [ZIP code]
Phone: [Phone number]
Email: [Email address]

Employment History

Position/Job Title: [Title]
Company: [Company name]
Direct Manager: [First and last name]
Manager Phone: [Phone]
Job duties:

• [Description of responsibility]

• [Description of responsibility]

• [Description of responsibility]

• [Description of responsibility]

• [Description of responsibility]

Position/Job Title: [Title]
Company: [Company name]
Direct Manager: [First and last name]
Manager Phone: [Phone]
Job duties:

• [Description of responsibility]

• [Description of responsibility]

• [Description of responsibility]

• [Description of responsibility]

• [Description of responsibility]

Position/Job Title: [Title]
Company: [Company name]
Direct Manager: [First and last name]
Manager Phone: [Phone]
Job duties:

• [Description of responsibility]

• [Description of responsibility]

• [Description of responsibility]

• [Description of responsibility]

• [Description of responsibility]

Availability

Sunday: [Available hours]
Monday: [Available hours]
Tuesday: [Available hours]
Wednesday: [Available hours]
Thursday: [Available hours]
Friday: [Available hours]
Saturday: [Available hours]

References

REFERENCE 1
Name: [First and last name]
Phone: [Phone number]

REFERENCE 2
Name: [First and last name]
Phone: [Phone number]

REFERENCE 3
Name: [First and last name]
Phone: [Phone number]

Signature Required

Please e-sign and verify that all the above information is true and accurate:

E-signature: [Signature]
Date: [Month/Day/Year]

Example of a job application form

Here's an example of a completed job application form:

Application for Employment With JKLM Tutoring

Name: Ananya Raviraj
Middle initial: Z
Address: 456 Seabreeze Ave. Los Angeles, CA 90015
Phone: 555-321-6453
Email: araviraj2@email.com

Employment History

Position/Job Title: Assistant Researcher
Company: Southwest Science University
Direct Manager: Dr. Victor Buchelli
Manager Phone: 555-987-2345
Job duties:

• Prepared grant proposals to secure funding

• Gathered and analyzed qualitative and quantitative data

• Sanitized and maintained lab equipment and tools

• Wrote briefs summarizing research outcomes

• Coordinated with lead researcher, professors and other assistants

Position/Job Title: Junior Manager
Company: Dexter's Deli
Direct Manager: Dexter Hildebrandt
Manager Phone: 555-321-7890
Job duties:

• Supervised a team of twelve sandwich artists

• Created work schedules based on employee availability and needs

• Documented inventory and ordered ingredients as needed

• Resolved customer concerns, questions and complaints

• Ran payroll for all employees

Position/Job Title: Sandwich Artist
Company: Dexter's Deli
Direct Manager: Dexter Hildebrandt
Manager Phone: 555-321-7890

• Prepared sandwiches for up to 50 guests per day

• Monitored inventory and informed manager of needs

• Sanitized work areas and utensils

• Managed transactions using a point-of-sale (POS) system

• Answered phone calls during shifts

Availability

Sunday: Not available
Monday: All hours
Tuesday: All hours
Wednesday: All hours
Thursday: All hours
Friday: 8 a.m. to 3 p.m.
Saturday: Not available

References

REFERENCE 1
Name: Jeremy Garcia
Phone: 555-029-6183

REFERENCE 2
Name: Dr. Alexandria Jackson
Phone: 555-789-4567

REFERENCE 3
Name: Sonja Alana
Phone: 555-234-7891

Signature Required

Please e-sign and verify that all the above information is true and accurate:

E-signature: Ananya Raviraj
Date: 08/31/2022