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Creating Job Application Forms (With Template and Sample)

Expanding your team can be an exciting time, but the recruitment process can also leave you confused about where to start. Add to that the need to implement fair hiring practices while increasing workplace diversity, and the process can feel overwhelming. Creating a standardized job application form helps you learn about applicants, maintain better personnel files and compare candidates fairly. Once you’ve decided to hire an employee, consider streamlining your recruitment process even further by reviewing the employment application samples provided. 

Related: 10 Recruiting Strategies for Hiring Great Employees

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Common types of job applications

You can find applicants from a variety of sources, whether you recruit talent or job seekers stumble upon your vacancies. Offering different ways for interested candidates to apply can attract a wider pool of applicants.

Typically, employers use these methods of accepting applications:

  • Online: Applicants complete job forms on company websites and job sites.
  • In-person: Candidates complete a paper application form on-site or at a job fair. They should be prepared to interview afterward.
  • Email: The applicant emails a cover letter and resume, rather than an application form, to the employer.

Benefits of creating a job application template

The goal of your job application form is to request verifiable information from potential hires. Creating a standard form can have many benefits for your company, including:

  • Efficient screening: These job forms function as an efficient method for screening job candidates to quickly narrow down the application pool. With simple job application forms, an employer can quickly scan for any red flags before moving on to a more detailed cover letter and resume. 
  • Streamlined recruiting: When you have job application forms already created, you can start accepting applications quickly. You can even have a general application option on your website, whether or not you’re hiring, to grow a pool of candidates before you have a vacancy.
  • Consistent information: Having all applicants fill out a standard application form ensures you get the same details from everyone. This makes it easier to compare applicants fairly.
  • Additional information: If you find you need more information than what you normally find on applicant resumes, your application form can include fields for those details.

Important things to include in a job application

The fields you include on your job application forms can vary based on your needs. You might use one standard job application for all positions or have a few different forms for different types of positions. Once you create a baseline form, you can easily create new versions if necessary.

Many fields are standard on any job application template. This list includes important information you may want to request on your company’s job application:

  • Name
  • Address
  • Phone number
  • Email address
  • Social Security number
  • Work eligibility
  • Information on criminal or felony convictions
  • School(s) attended
  • Degrees obtained
  • Graduation date
  • Skills
  • Extracurricular activities
  • Previous employer names and contact information
  • Previous titles and responsibilities
  • Reasons for leaving
  • Permission to contact the previous employer
  • References

Related: How to Post a Job on Indeed 

Job application form template

Access simple job application forms here and below:

Important: Learn your state laws regarding the types of information you can ask applicants. For example, some states prohibit employers from inquiring about current salaries or past felony convictions. Here is an example of a job application form that you can modify and use in your own 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?  
Convicted of a felony in the last 5 years?  
If yes, what’s the nature of the crime?  

 

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:  
Address:  
City, state, zip:  
Did you graduate?  
Degree/diploma earned:  
   
College/University:  
Address:  
City, state, zip:  
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:  
Address:  
City, state, zip:  
Dates of employment:  
Salary/hourly rate of pay:  
Position and duties:  
Reason for leaving:  
   
Name of employer:  
Name of supervisor:  
Phone number:  
Address:  
City, state, zip:                    
Dates of employment:                                                                                                               
Salary/hourly rate of pay:  
Position and duties:  
Reason for leaving:  
May we contact for references?  

 

References List three people who can provide feedback on your workplace performance in the last 4 years.
First and last name:  
Phone number:  
Email address:  
Address:  
City, state, zip:  
Occupation:   
Number of years acquainted:   
   
First and last name:  
Phone number:  
Email address:  
Address:  
City, state, zip:  
Occupation:  
Number of years acquainted:  
   
First and last name:  
Phone number:  
Email address:  
Address:  
City, state, zip:  
Occupation:  
Number of years acquainted:  
I certify that the information provided in this application is true and complete. I acknowledge that false information is grounds for not hiring me or for immediate termination. I authorize the verification of any information listed above. 
Signature:
Date:

Job application form sample

While there are many examples of job applications, we’ve included a simple yet comprehensive job application sample below:

Personal information  
First name: Sally
Last name: Smith
Street: 123 Main Street
City, state, zip code: Anytown, CA 94123
Phone number: 415-555-1212
Email address: Sally.Smith@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
Convicted of a felony in the last 5 years? No
If yes, what’s the nature of the crime? N/A

 

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
Address: 123 Main Street
City, state, zip: Ossining, NY 01234
Did you graduate? Yes
Degree/diploma earned: HS Diploma
College/University: California State University
Address: 789 Golden Way
City, state, zip: Sunny Beach, CA 94123
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: ABC Incorporated
Name of supervisor: Deborah Jones
Phone number: 555-777-1212
Address: 444 Sesame Street
City, state, zip: Monterey, CA 94789
Dates of employment: 3/2018 – present
Salary/hourly rate of pay: 55.00 per hour
Position and duties: Project Management
Reason for leaving: Company closing
   
Name of employer: DEF Incorporated 
Name of supervisor: Jed Kelly
Phone number: 555-888-1212
Address: 888 Elm Street
City, state, zip: Piptown, CA 94788
Dates of employment: 2/2014 – 3/2018 
Salary/hourly rate of pay: 45.00 per hour
Position and duties: Project Management
Reason for leaving: To work at ABC Incorporated
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: Don Sterling
Phone number: 555-999-1234
Email address: Don.Sterling@email.com
Address: 1234 Cherry Lane
City, state, zip: Soquel, CA 91111
Occupation:  Writer
Number of years acquainted:  6
   
First and last name: Joan Olson
Phone number: 555-222-1234
Email address: Joan.Olson@email.com
Address: 1234 Apple Court
City, state, zip: Sonoma, CA 93333
Occupation: Producer
Number of years acquainted: 7
   
First and last name: Roger Romano
Phone number: 555-777-1234
Email address: Roger.Romano@email.com
Address: 1234 Grape Road
City, state, zip: Napa, CA 92222
Occupation: Artist
Number of years acquainted: 5
I certify that the information provided in this application is true and complete. I acknowledge that false information is grounds for not hiring me or immediate termination. I authorize the verification of any information listed above. 
Signature: Sally Smith
Date: March 1, 2021

Frequently asked questions about job application forms

How do I create my job application template?

Start with one of the samples above for the general structure. Review the included questions to ensure they’re relevant to your company and follow state laws, and remove them if not. Determine if you want any additional information, and add questions related to those details. 

Should I request a cover letter with the job form?

Many employers request both a resume and cover letter. This is because a cover letter often fills in details of an applicant’s job experience that a job form or resume cannot. Often, candidates will include a cover letter whether it’s requested or not. 

When should I use a job application form?

Once you’ve decided to hire, consider using a job application form. This way, you’re prepared to supply job candidates with the job forms. Since a job application form is based on a template, it can be easier to compare the job forms of multiple applicants over resumes. 

How often should I update the form?

Once you have a form that works for your business, it shouldn’t need to be updated much. Keep an eye on employment law in your state to ensure all questions are compliant. If you find you’re missing certain information from applicants or that the application isn’t effective, review and adjust it.

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