What is an employment application form?

An employment application form is a standardized document that allows employers to gather essential information from job seekers interested in open positions. It typically includes sections for personal details, work experience, education, skills and references to help employers compare candidates.

Having these details in one place, whether on paper forms or in digital applications, can simplify and streamline the application review process and keep information consistent across candidates.

“All applicants should be required to complete your employment application form, regardless of position or applicant source.”

—Joe Scotto, HR leader

Benefits of creating a job application form

The primary goal of the standard job application form is to request verifiable information from potential hires. Collecting uniform data from each candidate helps identify applicants who have the prerequisite skills. A well-organized form can help keep this information consistent and easily comparable.

Here are some other benefits to your organization:

Streamline recruiting

Creating job application forms in advance can improve screening efficiency, helping you expedite the process and accept applications more quickly. Whether or not you’re hiring, having a general application option on your website enables you to grow a pool of candidates before you have an open role.

For example, if you post a help-wanted sign for servers outside your restaurant and get a lot of foot traffic, a standard job application enables you to hand one to interested candidates who ask about openings. This can move the application process forward even if the hiring manager is unavailable.

Attracting entry-level applicants

A job application template may not be necessary for every open position. However, having a standard application readily available helps when assessing entry-level candidates without resumes, as openings for these positions often attract a high volume of applicants.

When reviewing applications online, consider saving time by using filters or an applicant tracking system (ATS) to discard incomplete applications or those that don’t meet the hiring criteria.

Hire skilled professionals

When the position you’re hiring for requires a high level of skill and experience as opposed to formal education, a job application form may help find the candidates best suited for the role, as it can put an emphasis on the most important qualifications, such as former roles and any certifications gained through on-the-job training.

Common types of job applications

In modern business settings, many employers use online and email job application forms to facilitate a more standardized hiring process. Consider these common types of job application 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 for open roles, but as online technology advances, employers continue to phase them out. Some businesses continue to provide paper applications, primarily for entry-level job applicants.

For example, retail shops, restaurants and bars often keep paper job forms on hand for potential applicants who stop in to inquire about employment. Smaller companies without dedicated online systems can also benefit from using a paper job application.

Online employment application forms

Many businesses use online forms and email to optimize the job application process. Candidates may complete the forms in an online portal or print the job application and return the scanned version via email or in person. Many online job application systems allow candidates to upload resumes and cover letters, which parse the resume and automatically fill in data into the application.

How to create an effective job application form

It can be helpful to develop a standard job application form that is versatile enough for candidates to complete either in person or online. Consider using printable and easy-to-read templates for job applications.

You can use a single standard job application for all positions, or use different forms for roles that require advanced skills. If you opt for a customized application form, it’s important to review it for each new role or have multiple versions on hand if hiring for various roles. Depending on your hiring needs at the time, a more generic all-purpose form might be best.

Some common information to gather from applicants may include:

• Name of applicant
• Contact information, including phone number and email address
• Social Security Number (SSN)
• Work eligibility
• Education, including schools attended
• Degrees obtained
• Work experience
• Specialty skills
• Availability, such as weekends or night shift
• Applicant’s signature and date
• Professional references (optional)

Job application form downloadable template

Templates for job applications can provide valuable guidance on the fields to include in any application. However, some jobs may require additional fields specific to the industry, such as driver’s license information for a truck driver role.

Consider customizing your forms to include specific questions related to the job description, enabling you to quickly identify qualified candidates.

Important: Familiarize yourself with local, state and federal laws regarding the types of information you can request from applicants. For example, some states prohibit inquiries about current salaries or past felony convictions.

Download Indeed’s job application form template

Job application form example

Here is an example of a job application form you can use as a baseline and then modify to suit your own needs:

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?

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 and qualifications:

Do you speak a foreign language?
Which language? Proficiency?

Employment history

Currently employed? Y/N
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:
Can we contact for references? Y/N

References

List three people who can provide feedback on your workplace performance in the last four years.

Reference 1
First and last name:
Phone number:
Email address:
Address:
Occupation:
Number of years acquainted:

Reference 2
First and last name:
Phone number:
Email address:
Address:
Occupation:
Number of years acquainted:

Reference 3
First and last name:
Phone number:
Email address:
Address:
Occupation:
Number of years acquainted:

Signature:
Date:

Tips for optimizing employment application forms

Here are a few tips to create effective job application forms for your business:

• Update regularly. Regularly refresh your standard job application form to ensure it aligns with your company’s current requirements. Highlight job requirements with specific questions and use proper formatting to streamline the process, providing applicants sufficient space to complete answers.
• Make it mobile-friendly. If you offer candidates the option to fill out a form online, it’s important to optimize it for mobile, since many people complete forms on their phones.
• Customize the job description. Creating a standard job application template and optimizing the form to align with the specific job description can speed up the creation process and allow you to add role-specific questions about education or certification requirements.
• Focus on the most important skills. While a resume offers a comprehensive overview of a candidate, a well-written job application form pinpoints the specific traits employers need and can help speed up the screening and hiring process.

Frequently asked questions about job application forms

Should I request a cover letter with the job application form?

Many employers request a job application form, a resume and a cover letter. A cover letter often fills in the details of an applicant’s job experience that a job form or resume can’t. Although candidates frequently include a cover letter whether you request it or not, it is used less often in modern online application processes.

How do I promote my job application?

Effective ways to promote your application form include using the same title as the job description and providing descriptive information while avoiding buzzwords. For example, when creating a job application for a social media manager, use the standard job title rather than potentially confusing or creative descriptors. You can also add the job description to your employment application template when creating standardized forms.

What do I do with job application forms?

After the hiring process, retain the application forms of other 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.