Why is a job application template important?

A quality job application includes the information needed to consider an applicant. Employers begin by creating templates that ask for specific information about the candidate, like their contact details and work history. Using a template ensures the employer gets the necessaryinformation from each candidate in the same format, making it easier to determine if they have the right qualifications. It’s common to ask for candidates to fill out an application in addition to submitting a resume.

What to include in a job application template

Finding good employees requires you to accurately define what you’re looking for from a candidate. Here are some basic items to include in your template:

Contact information

Start your job application template by adding lines for applicants’ contact information. You need their name, address, phone number and email address. Add an optional line for the best time of the day to contact them and their preferred contact method.

Position title

Include this section to easily sort through applications, especially if you’re hiring for multiple positions at the same time. This also allows candidates to apply for multiple job openings if they’re similar. Sorting job applications by position titles identifies the number of applicants. Knowing the number of candidates assists you in estimating how much time you need to create a shortlist of qualified candidates.

Educational background

Add a section for a candidate to fill in their educational experience. Add lines for their degree or diploma, name of the school, the year they graduated and their major if applicable. Add multiple education sections so candidates have an opportunity to detail post-graduate degrees.

Job experience

The job experience section gives the candidate a chance to elaborate on their work history. Allow the candidate to note each previous job titles, companies, dates employed and a brief explanation of duties. To verify employment information, add a line for their supervisor’s phone number or email address. If you want to gauge their salary range, add optional lines for their starting and ending pay. Add an address line if you need to run background or reference checks.

Certifications

Include a section on a candidate’s certifications, especially if they’re a requirement for a certain job. Include lines for the certification or license title, the awarding body and the date obtained.

Skills

Including a skills section is optional. Have space for candidates to list a few of their best skills to see if they’re a good fit.

Availability

Add a section for the candidate’s potential start date. You need to make sure they’re available at the time you need a new hire to start. Learning their availability also allows you to prepare for their orientation and onboarding.

Related:How to Find Good Employees

How to create a job application template

You should follow these steps to create a valuable job application template:

1. Create hiring goals

Create hiring goals to identify the best candidates for the role. Brainstorm ideas with other members of the human resources department, and keep notes of how you’ll align the application with the description listed on job posting websites. Goals include how much experience or education you want the candidate to have or when they can start.

2. Use online tools to customize your template

Job posting websites have resources for customizing online applications toward different types of candidates. If you plan to only collect applications online, most websites have options to make different lines mandatory. For example, you can make the contact information, education and experience lines mandatory to fill in before a candidate can submit their application. That way, you gather all of the relevant information for each applicant.

If you want paper applications available for candidates to fill out in person, template-building websites usually have an option to save your document as a PDF that you can print easily.

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

Refer to the hiring goals you set to include the right number of lines for each section of the template. For example, recruiting a candidate for an entry-level role means that you probably don’t need to include much space for work experience.If you’re filling a role that doesn’t require much education, limit the lines you add.

4. Choose a distribution method and send them

Once you finish creating your job application, select the distribution channels you’ll use to increase visibility. Use a job posting website to customize your application and improve its quality. It should be downloadable on your company’s website, and you can use the job posting website to redirect candidates to fill out the application there as well.

Job application template tips

Review these tips to strengthen the quality of your job application templates:

• • Include a professional references section: Determine if you want candidates to include a section for professional references on your template. If you want to include this section, make lines for the reference’s name, relationship to the applicant, phone number and email address. Since you’ll likely contact references after an interview to limit the number of calls you need to make, you can also just ask for references later in the hiring process.

• • Add a signature line:The signature is confirmation from the candidate that they have inserted all their information correctly and understand the information they filled out. Make sure to list the signature at the bottom of each application. For online applications, allow applicants to type their name and add the date instead of requiring an electronic signature.

• Encourage resumes in addition to applications:Applications are an excellent way to gather all of a candidate’s qualifications, but a resume can demonstrate personality traits. Learning more about personality traits determine how well they could fit into your company culture. Resumes also usually include more details about a candidate’s achievements and skills, which is useful to know.

Job application template sample

Here is an example of a job application template that you can use:

Personal Information

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:

Starting Pay Earned:

Ending Pay Earned:

Company Phone Number:

Company Address:

Company City:

Company State:

Company Zip Code:

Company:

Position Held:

Dates of Employment:

Starting Pay Earned:

Ending Pay Earned:

Company Phone Number:

Company Address:

Company City:

Company State:

Company Zip Code:

Signature:

Date:

Job application example

The following is a completed job application:

Personal Information

Name: Melissa Miller

Home Address: 179 Fleetway Drive

City: Chatham

State: Massachusetts

Zip Code: 02633

Phone Number: 508-760-3458

Email address: mmiller@email.com

Position Title: Production Coordinator

Projected Start Date: February 1, 2020

Educational Background

Name of School: Boston University

Location: Boston, Massachusetts

Graduation Date: May 2019

Degree Earned: Bachelor of Arts

Major: Film

Work History

Company: New England Studios

Position Held: Production Intern

Dates of Employment: May 15, 2019–December 12, 2019

Starting Pay Earned: $13.25 per hour

Ending Pay Earned: $13.25 per hour

Company Phone Number: 617-345-9803

Company Address: 214 East 4th Street

Company City: Boston

Company State: Massachusetts

Company Zip Code: 02127

Company: Chatham Humane Society

Position Held: Volunteer

Dates of Employment: August 4, 2018–Present

Starting Pay Earned: $12.00 per hour

Ending Pay Earned: $12.00 per hour

Company Phone Number: 508-683-6722

Company Address: 622 Main Street

Company City: Chatham

Company State: Massachusetts

Company Zip Code: 02633

Signature: Melissa Miller

Date: January 29, 2020

Job Application Template for PDF & Excel

Check out our job application template that you can give candidates who are interested in a position at your business.

*Indeed provides these examples as a courtesy to users of this site. Please note that we are not your HR or legal adviser, and none of these documents reflect current labor or employment regulations.

Frequently asked questions about job application templates

Review the two FAQs about job application templates:

How can you improve the quality of a job application template?

The best advice you should adhere to is to keep the application template simple. It should have a logical flow that’s easy for applicants to follow.Use job posting websites to assist you in crafting your application so applicants properly display their qualifications.

When is the best time to use a job application template?

You should use a job application template if you’re expecting a large number of applicants to apply for an open position. This template can make applications easily scannable through the use of applicant tracking systems (ATS). Templates are also useful if you anticipate a lot of walk-in candidates as well, such as if you’re planning an open hiring event.