Why is a job application template important?

A quality job application template includes the information hiring managers need to evaluate applicants effectively. Employers can create application templates that request specific information from candidates, such as their contact details and work history.

Using a template can help reduce hiring bias by ensuring all applicants receive the same questions, promoting a more consistent and fair process. It allows employers to collect the necessary information from each candidate in a consistent format, making it easier to determine those with the right qualifications. It’s common to ask candidates to fill out an application template in addition to submitting a resume.

What to include in a job application template

To find good employees, you need to define what you’re looking for in a candidate accurately. Here are some key items to include in application templates for your business:

Contact information

A job application template typically includes a section for collecting the applicant’s contact information. This includes their name, address, phone number and email address. Consider an optional line for the best time of the day to contact them and their preferred contact method.

Position title

Include a line for the job title the applicant is applying for, so you can easily sort through applications. This is especially helpful if you hire for multiple positions simultaneously. Sorting job applications by position title helps you see the number of applicants for each role, allowing you to estimate how much time you need to create a shortlist of qualified candidates.

Educational background

Include a section to collect information on candidates’ educational background. Allow space for applicants to include the degree or diploma, the name of the school attended, the year of graduation and their major, if applicable. Adding multiple education sections allows candidates to detail multiple degrees or educational institutions.

Job experience

The job experience section of an application form allows candidates to elaborate on the work history included on their resume. Create space for each previous job title, company, dates employed and a brief explanation of duties.

If you wish to verify employment information, add a line for the supervisor’s phone number or email address. Additionally, you can add an address line if you need to run reference or background checks.

Certifications and licenses

Include a section for a candidate’s certifications and licenses, especially if they’re a requirement for a specific role. Provide room to include the certification or license title, the awarding body, the date obtained and the expiration date.

Skills

Providing space for candidates to list their top skills can help you determine whether they’re a good fit for the role. Including a skills section in a job application template is optional, but it can help candidates showcase their level of proficiency and strongest skills as they relate to the position.

Availability

Add a section for the candidate’s potential start date to determine if they’re available at the time you would like a new hire to start. Knowing their availability also helps you prepare for their orientation and onboarding.

How to create a job application template

Follow these steps to create effective job application templates for your business:

1. Determine your hiring goals

Determine your hiring goals and identify the key skills and qualifications for the role. Brainstorm ideas with hiring managers or other members of the human resources department, and take notes on how you’ll align the application template with the description listed on the job posting website.

Hiring goals can include the level of experience or education you seek in a candidate, the key skills needed to effectively perform the role or the date the candidate can start.

2. Select the information you’re looking for from candidates

List out all the key information you need to collect from candidates. Refer to the hiring goals you set and the job description to decide how detailed the application template should be.

Be sure to include enough space for candidates to provide all the requested information. For example, when recruiting for an entry-level position, you may not need to allocate much space for work experience. If the role doesn’t require advanced education, you may be able to reduce the number of lines you include for education and training.

3. Customize and create your template

Create your job application template using in-house or online tools. Many job posting websites offer tools to create your job application templates. If you want to make paper applications available for candidates to fill out in person, template-building websites usually have an option to save your document as a PDF for printing.

4. Choose a distribution method

Once you finish creating a job application template, select the distribution channels you’ll use to increase visibility. Consider using a job posting website to distribute your application and improve its quality. If posting the role on your company’s website, ensure the document is available for download and consider redirecting the job posting page so candidates can complete the application.

Tips for creating application templates

Review these tips to create effective job application templates for your business:

• Include a references section: Decide if you would like candidates to include professional or personal references. If so, include lines for the reference’s name, relationship to the applicant, phone number and email address. This can save time if you intend to contact references after an interview.
• Add a signature line: A signature line on each application allows candidates to confirm that the information they provided is honest and accurate. For online applications, applicants can type their name and enter the date, rather than providing an electronic signature.
• Encourage resumes in addition to applications: Application templates are an effective way to gather all of a candidate’s qualifications, but a resume can help demonstrate personality traits. Learning more about personality traits helps determine how well they fit into your company culture. Resumes may include more details about a candidate’s achievements and skills, which is useful to know. 

“Best practices suggest that using a consistent, universally applied template will improve the analysis review when screening multiple resumes. A consistent approach can help ensure unbiased and strong results in this process.”

—Joe Scotto, HR leader

Sample job application template

Here is a sample template for a job application form to help get you started:

Name:
Address:
City:
State:
Zip Code:
Phone Number:
Email Address:
Position Title:
Projected Start Date:

Educational Background

Name of School:
Location:
Number of Years Attended:
Degree Earned:
Major:

Work History

Company:
Position Held:
Dates of Employment:
Company Phone Number:
Company Address:
Company City:
Company State:
Company Zip Code:
Key Responsibilities: 

Company:
Position Held:
Dates of Employment:
Company Phone Number:
Company Address:
Company City:
Company State:
Company Zip Code:
Key Responsibilities: 

Signature:
Date:

Example of a completed application template

This is an example of a job application template completed by a candidate:

Name: Chuck Ferris
Address: 123 Drive
City: Chicago
State: IL
Zip Code: 01234
Phone Number: 304-555-0192
Email address: chuckferris@email.com

Position Title: Production Coordinator

Projected Start Date: February 15, 2026

Educational Background

Name of School: ABC University
Location: Chicago, IL
Graduation Date: May 2022
Degree Earned: Bachelor of Arts
Major: Film

Work History

Company: Wavewood Studios
Position Held: Production Intern
Dates of Employment: July 15, 2022 – December 12, 2025
Company Phone Number: 304-555-0192
Company Address: 123 Street
Company City: Chicago
Company State: IL
Company Zip Code: 01234
Key Responsibilities: Logistics, post-production assistance, administration, on-set support.

Company: ABC Company
Position Held: Office Production Assistant
Dates of Employment: August 4, 2020 – June 10, 2022
Company Phone Number: 304-555-0192
Company Address: 123 Street
Company City: Chicago
Company State: IL
Company Zip Code: 01234
Key Responsibilities: Paperwork, scheduling, coordinating on-site logistics.

Signature: Chuck Ferris
Date: January 29, 2026

The model shown is for illustration purposes only, and may require additional formatting to meet accepted standards.

Job application template for PDF & Excel

Review Indeed’s job application template to help you find candidates who are interested in a position at your business.