What is a job application form?

A job application form is a document or online form that employers use to collect standardised information from job candidates during the recruitment process. They generally include sections for personal details, employment history, qualifications and references, ensuring that all applicants provide consistent and comparable information.

Job application forms streamline the recruitment process by presenting candidate details in the same format, making it easier to review and evaluate applicants. Employers can customise the form to fit specific job roles, adapting it to collect the most relevant data. Job application forms are usually completed online as part of a digital recruitment process, enabling employers to search and organise applications in one centralised place, improving efficiency.

The benefits of job application forms

Job application forms offer several advantages and help employers grow their business and find the best candidates for the job:

• Consistency: all applicants are asked to provide the same information in a standardised format, making it easier to compare their suitability for the position.
• Customisation: forms can be adapted to specific job openings to help you collect only the most relevant details.
• Organisation: online forms centralise all applications, so you can format, tag and search through them efficiently.
• Efficiency: by having all required details in one place, you can save time sifting through applications or following up for missing information.
• Searchability: digital forms enable you to easily sort and retrieve applications, especially when using tags or filters.

Related: Best Practices for Virtual Interviews

What information should you include on a job application form?

Customising a job application form for each specific job position ensures you obtain the details you need to assess candidates. Below we highlight the key sections to consider.

1. Position and availability

   Specify the role the candidate is applying for, even if it’s an online form for a single position. It is a good idea to include a question asking when they would be available to start. If you need someone immediately, and the candidate can only begin in two months, this information helps you prioritise other applicants.

2. Personal information

   Collect essential contact details, such as name, email, phone number and address, to communicate with applicants. Avoid questions about sensitive topics like race, religion, marital status, or sexual orientation to avoid unconscious bias and ensure fairness and compliance with anti-discrimination laws.

3. Employment history

   Provide space for candidates to list three to four previous roles relevant to the position. This helps you focus on experience that aligns with the job requirements, avoiding unrelated or excessive details.

4. Qualifications

   Ask for academic or professional qualifications required for the job. However, remember to consider all aspects of an application. Candidates with less formal education may have equivalent or superior experience that makes them a strong fit.

5. Application questions

   Include open-ended questions to gain insight into the applicant’s values, motivations and personality traits. Although this adds more information to review, it can help you identify high quality candidates who align with your organisation’s culture and goals.

6. References

   Provide a section for applicants to list references. Consulting references before interviews can give you context about a candidate’s past performance and suitability for the role.

Related: 10 recruiting strategies for hiring great employees

Template of a job application form

Below is template for a job application form you can use to adapt your own.

Personal details

• Full name (surname and first name):
• Title (e.g., Mr/Mrs/Ms/Dr):
• Address:
• Postcode:
• Mobile telephone number:
• Email:
• Are you eligible to work in the UK? (Yes/No)
• Do you require a work visa? (Yes/No)
• Do you hold a full UK driving licence? (Yes/No)

Employment history

Present employment

• Employer name:
• Address:
• Postcode:
• Job title:
• Dates of employment:
• Current salary (optional):
• Reason for leaving (if applicable):

Previous employment

For up to three previous roles:

• Employer name:
• Address:
• Postcode:
• Job title:
• Dates of employment:
• Reason for leaving:

Education and qualifications

For up to three qualifications:

• Institution Name:
• Address (optional):
• Qualification(s) achieved:
• Dates attended:

Application questions

1. Why do you want to work at this company?
2. Briefly outline your skills and experiences that make you a good fit for this role.
3. What is your biggest professional achievement so far?

References

For two professional referees:

• Full name:
• Organisation name:
• Job title/relationship to you:
• Email Address:
• Contact Number:

Sample of a job application form

Here’s an example of what a completed job application form may look like:

FAQs

What is the ideal length for a job application form?

The ideal length depends on the position, but forms should be thorough enough to be able to evaluate candidates and concise enough to streamline the process. Aim to gather essential information, such as personal details, qualifications and employment history, without overwhelming applicants.

Should I use a paper or online job application form?

Online forms are generally more efficient and make the process easy for applicants. They are also easier to store and review. However, paper forms may be suitable for small businesses or roles where applicants might not have access to technology.

Can I include personality or skills tests in a job application form?

Yes, you can include brief assessments to gauge candidates’ suitability for the job. For example, you might add a section with situational questions or basic skills tests, but keep them relevant and concise to avoid discouraging applicants.

Job application form templates for PDF & Word

Use these templates to help you write a job application that’s transparent, informative, and stands out from the competition.

*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.