What is an employment application template?
Also known as a job application template or form, an employment application template allows employers to quickly gather essential information from job seekers interested in open positions.
Having these details in one place, including the candidate’s work experience, education and certifications, can also help simplify the application review process.
The benefits of creating a job application template
The primary goal of the standard job application is to request verifiable information from potential hires.
Collecting uniform data from each candidate helps identify potential applicants who have the prerequisite skills. Aside from efficient screening, creating a job application benefits your organization in other ways.
Streamlined recruiting
Creating job application forms in advance can help you expedite the process and accept applications quickly. Whether or not you’re hiring, having a general application option on your website helps you grow a pool of candidates before you have an open role.
For instance, say you post a help wanted sign for servers outside your restaurant and get a lot of foot traffic. Keeping a standard job application ready enables you to hand one to interested candidates who ask about openings.
Attracting entry-level applicants
While a job application template can only sometimes be used when hiring, having a standard application on deck helps when assessing entry-level candidates without a resume. However, job openings for these positions often get flooded with applicants.
Using filters that discard applications that don’t follow instructions or fit hiring criteria can save a lot of time, especially when reviewing applications online.
Hiring skilled professionals
When the position you’re hiring for requires a high level of skill and experience (vs formal education), an applicant form for jobs may emphasize former roles and any certifications gained through on-the-job training.
Quick scanning for skills
No matter the situation, having job application templates ready can expedite the hiring process. Because you know where to find information about critical job requirements on the form, you can easily identify attractive prospects out of your application pile and send their information to your HR department.
Common types of job applications
In modern business settings, many employers implement online and email job application forms for a more standard hiring process. Consider these common forms to create an employment application template that focuses on your business’s hiring needs.
Paper job application forms
Paper job applications once served as the most common way for people to apply, but employers continue to phase them out due to online technology.
However, some businesses continue to provide paper applications, mainly because they hire for entry-level jobs. For example, retail shops, restaurants and bars often keep paper job forms on hand for potential applicants who stop in to inquire about employment.
Online employment application forms
Many businesses use online and email forms to optimize the job application process. Candidates fill out the forms in an online portal or via email. They can also print the job application and then return the scanned version via email or in person. Additionally, most online job applications allow candidates to upload resumes and cover letters.
How to structure an effective job application form
Consider making your standard job application versatile enough for candidates to complete in person or on a computer. Also, make templates for job applications printable and easy to read.
The fields you include may vary, depending on the type of talent you want to attract. Use one standard job application for all positions, or have a few different forms for roles requiring advanced skills. Once you create a baseline work application template, you can easily create new versions.
Some common information to gather from applicants may include:
- Name of applicant
- Contact information (phone and email)
- Social Security Number (SSN)
- Work eligibility
- Education, including schools attended
- Degrees obtained
- Work experience
- Specialty skills
- Professional references (optional)
- Availability (e.g., weekends, night shift)
- Applicant’s signature and date
Job application form template
Templates for job applications provide valuable guidance on the fields to include in any application. However, some jobs require additional fields specific to the industry, such as driver’s license information for a truck driver role.
Consider customizing your forms with specific questions relating to the job description so you can quickly identify qualified candidates.
Download our job application form.
Important: Learn local, state and federal laws regarding the types of information you can ask applicants. For example, some states prohibit inquiries about current salaries or past felony convictions.
Use these employment application examples as a baseline for your own form, and then modify it to suit your business.
| Personal information | |
| First name: | |
| Last name: | |
| Street: | |
| City, state, zip code: | |
| Phone number: | |
| Email address: | |
| Have you applied before? | |
| Have you worked here before? | |
| Do you have transportation? | |
| Are you over 18? | |
| If you’re under 18, do you have an employment certificate? | |
| Proof of citizenship? | |
| Position and availability | |
| Position applying for: | |
| Desired salary: | |
| Available start date: | |
| If temporary work, end date: | |
| Days of availability (if applicable): | |
| Hours of availability (if applicable): | |
| Available for overtime? |
| Education and experience | |
| High school: | |
| Did you graduate? | |
| Degree/diploma earned: | |
| College/University: | |
| Number of years completed: | |
| Did you graduate? | |
| Degree earned: | |
| Military experience: | |
| Branch: | |
| Rank: | |
| Total years in service: | |
| Skills/duties: | |
| Skills and qualifications: | |
| Do you speak a foreign language? | |
| Which language? Proficiency? |
| Employment history | |
| Currently employed? | |
| Name of employer: | |
| Name of supervisor: | |
| Phone number: | |
| Dates of employment: | |
| Position and duties: | |
| Name of employer: | |
| Name of supervisor: | |
| Phone number: | |
| Dates of employment: | |
| Position and duties: | |
| May we contact for references? |
| References | List three people who can provide feedback on your workplace performance in the last four years. |
| First and last name: | |
| Phone number: | |
| Email address: | |
| Address: | |
| Occupation: | |
| Number of years acquainted: | |
| First and last name: | |
| Phone number: | |
| Email address: | |
| Occupation: | |
| Number of years acquainted: | |
| First and last name: | |
| Phone number: | |
| Email address: | |
| Occupation: | |
| Number of years acquainted: | |
| Signature: | |
| Date: |
Employment application examples
While there are many examples of job applications, we’ve included a simple yet comprehensive job application sample below:
| Personal information | |
| First name: | Syd |
| Last name: | Jones |
| Phone number: | 415-555-1212 |
| Email address: | Syd.Jones@email.com |
| Have you applied before? | No |
| Have you worked here before? | No |
| Do you have transportation? | Yes |
| Are you over 18? | Yes |
| If you’re under 18, do you have an employment certificate? | N/A |
| Proof of citizenship? | Yes |
| Position and availability | |
| Position applying for: | Project Manager |
| Desired salary: | Negotiable |
| Available start date: | January 15, 2023 |
| If temporary work, end date: | N/A |
| Days of availability (if applicable): | All |
| Hours of availability (if applicable): | All |
| Available for overtime? | Yes |
| Education and experience | |
| High school name: | Ossining High |
| Did you graduate? | Yes |
| Degree/diploma earned: | HS Diploma |
| College/University: | California State University |
| Number of years completed: | 4 |
| Did you graduate? | Yes |
| Degree earned: | BA, Biology |
| Military experience: | N/A |
| Branch: | N/A |
| Rank: | N/A |
| Total years in service: | N/A |
| Skills/duties: | N/A |
| Skills and qualifications: | Project management, MS Office, User design experience |
| Do you speak a foreign language? | Yes |
| Which language? Proficiency? | Spanish, Conversational |
| Employment history | |
| Currently employed? | Yes |
| Name of employer: | Pagett Transportation Logistics |
| Name of supervisor: | Lee Wang |
| Phone number: | 555-777-1212 |
| Dates of employment: | 3/2018 – present |
| Position and duties: | Project Management |
| Name of employer: | Fathom Worldwide |
| Name of supervisor: | Parth Timbadia |
| Phone number: | 555-888-1212 |
| Dates of employment: | 2/2014 – 3/2018 |
| Position and duties: | Project Management |
| May we contact for references? | Yes |
| References | List three people who can provide feedback on your workplace performance in the last four years. |
| First and last name: | Sharon Eisenstein |
| Phone number: | 555-999-1234 |
| Email address: | Sharon.Eisenstein @email.com |
| Occupation: | Writer |
| Number of years acquainted: | 6 |
| First and last name: | Ariel Fox |
| Phone number: | 555-222-1234 |
| Email address: | Ariel.Fox@email.com |
| Occupation: | Producer |
| Number of years acquainted: | 7 |
| First and last name: | Tracy Gold |
| Phone number: | 555-777-1234 |
| Email address: | Tracy.Gold@email.com |
| Occupation: | Artist |
| Number of years acquainted: | 5 |
| Signature: Sally Smith | |
| Date: March 1, 2021 |
Tips for optimizing employment application forms
Refresh your standard job application regularly to bring your results up to your company’s current requirements. Optimizing job application templates allows you to add additional roles and responsibilities to job descriptions and update education or certification requirements.
Highlight job requirements with specific questions, use proper formatting to streamline the text and give applicants sufficient space to complete answers. Also, optimize your employment application template for mobile since many people fill out forms on their phones.
While a good resume offers a comprehensive overview, a concise job application pinpoints the specific traits employers need. Focusing on specific skills makes using a form a great choice when hiring a high volume of applicants for entry-level positions.
Frequently asked questions about job application forms
Should I request a cover letter with the job form?
Many employers request both a resume and cover letter. A cover letter often fills in details of an applicant’s job experience that a job form or resume can’t. Often, candidates include a cover letter whether you request it or not.
What do I do with job application forms?
When sorting through job applications, you can determine which candidates to move forward in the hiring process. When hiring quickly, only keep forms from qualified candidates, including top picks and runners-up. While some applicants may not suit your business’s needs now, they may have skills that could be useful in the future.
How do I promote my job application?
Effective ways to promote your form include using the same title as the job description and making your applications descriptive while avoiding buzzwords. For instance, when creating a job application for a Social Media Manager, use that title instead of potentially confusing descriptors such as “Facebook Rockstar.” You can also add the job description to your employment application template when creating forms.
