What is a job application form?

A job application form is an online form that employers use to collect information from candidates. The form standardises the data from job applicants and includes sections for personal details, employment history, qualifications and references. As a result, recruiters can easily compare the data between candidates and make informed hiring decisions.

The goal of job application forms is to streamline the recruitment process. The solution also helps ensure fairness, legal compliance and efficient screening of candidates. Although some job application forms are offline, most are set up online and are an integral part of the digital recruitment process. By having all the applications in one place with the same format, employers can search and organise candidates’ data, thus significantly improving the efficiency of the screening process.

The benefits of job application forms

Job application forms bring many advantages to employers who use them. They help source better candidates and manage the recruitment process efficiently. Here are some of the key benefits of job application forms:

Bringing consistency

With a form, all applicants are asked to provide the same information in a standardised format. This makes it easier to compare their suitability for the position and enhances the fairness of the process.

Allowing for customisation

Each application form can be tailored to fit the job description you are recruiting for. This means that candidate sourcing can be customised and lead to more successful recruitments.

Helping with organisation

Online forms centralise applicant’s data in one place. Recruiters can format, tag and search through the applicant pool effectively. Additionally, there are often sections for additional information that give candidates the space to provide more details should they wish to.

Boosting recruitment efficiency

The standardisation and centralisation of the data makes it easier for recruiters who can save a significant amount of time. Additionally, the automation of HR data reduces the room for errors and helps HR teams avoid missing information.

Increasing searchability

Digital forms allow to easily sort, filter and retrieve applications. The use of tags or filters make it straightforward to search for specific information.

What information should you include on a job application form?

The job you are recruiting for may have specific requirements. Customising the job application form can help obtain specific details for all candidates. Below are some key sections you may want to consider.

Position and availability

Be specific about the role candidates are applying for. This might mean that you need to create a different online application form for each role. Ask questions relevant to you, for example, if you need an immediate start, ask when candidates will be available to start to filter out those not available right away.

Personal information

Collect candidates’ contact details to communicate with them. 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.

Employment history

Give candidates the space to provide employment history. For example, you can leave three text boxes for information on previous roles. When analysing this information you can focus on the experience that aligns with the job requirements, avoiding unrelated or excessive details. Encourage applicants to describe their past key responsibilities and work experiences that are relevant for the position they are applying for.

Qualifications

Some roles require specific qualifications. You can add a section in the form for applicants to input this information. For roles that do not require qualification, you may have a section in the form, however, remember to consider transferable skills. Candidates with less formal education may have superior experiences that bring value to the organisation.

Application questions

Open-ended questions give space for candidates to express themselves. It adds flexibility to the job application form. You may ask them about their motivations for the role or how they work in a team. The idea is to identify if they are a cultural fit with your organisation. Through their answers, candidates can demonstrate their skills and knowledge. You may give the option to include a cover letter or a personal statement for candidates how wish to provide more details.

References

References can give context around candidates’ past performance. The HR team is required to ensure that they obtain the necessary permission before contacting referees. With notice, background checks may also be conducted as part of the hiring process.

Disclosing sensitive information on application forms

Job applications may request sensitive information, such as health conditions or criminal records. It is the responsibility of employers to ensure these questions are job-related and kept confidential throughout the process. The Equality Act protects candidates from discrimination, so questions don’t lead to unfair treatment. Keep the information collected relevant to the role and use it solely for recruitment purposes.

Legal considerations for job application forms

Job application forms follow employment laws and comply with the Equality Act that aims to prevent discrimination based on protected characteristics in the workplace. Employers should also follow General Data Protection Regulation (GDPR) and handle personal data lawfully and take into consideration the application of the DUAA Data (Use and Access) Act 2025.

For transparency purposes, you may add a section in the job application form to inform candidates on how their data will be used.

Template of a job application form

To help you create your own job application form, here is a template that can be used as a base. Tailor it according to your organisation and the position you are recruiting for.

Personal details
Please provide all necessary information.

• Full 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)

Education and qualifications
List your qualifications and provide necessary information with sufficient detail. Ensure your answers clearly demonstrate your skills and experience.

• Institution
• Qualification
• Dates attended

Note: Be sure to include your relevant educational background that supports your application and demonstrates your suitability for the position.

References
Provide contact details for referees. Make sure all necessary information is included and your answers are clear and detailed.

• Name
• Position
• Relationship
• Contact details

Additional information (optional)
Use this section to provide any other information or additional information that supports your application, such as motivations, relevant skills, achievements or clarifications. This is your opportunity to add detail that may help distinguish your application.

Personal statement or cover letter (optional)
You may include a personal statement or cover letter to showcase your relevant experience, align your skills with the role, and demonstrate your personality. This section allows you to provide detailed answers to competency-based questions and explain why you are a strong fit for the position.

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

Application questions

1. Why do you want to work at this company?
   Provide a detailed response that describes your motivation and demonstrates your knowledge of the company and its values.
2. Briefly outline your skills and experiences that make you a good fit for this role.
   In your answer, describe your relevant experience and highlight the specific skills that match the job requirements.
3. What is your biggest professional achievement so far?
   Answer this question by describing a specific achievement, including the detail of what you accomplished.

Note: when responding to application questions, always provide detailed answers that describe your knowledge, demonstrate specific skills and clearly answer each question.

References

For two professional referees:

• Full name
• Organisation name
• Job title/relationship to you
• Email address
• Contact number

Note: before providing referee contact details, ensure you have obtained permission from your prospective employer to contact your referees. Be aware that background checks, including verification of employment history and criminal records, may be conducted by the prospective employer as part of the hiring process.

Sample of a job application form

To help you further, here’s an example of what a completed job application form may look like:

Sample personal statement

I’m a motivated project manager with a strong background in IT, eager to bring my skills and experience to your organisation. I’ve led diverse teams, managed complex projects and developed a sharp eye for detail and results. With a foundation in computer science and project management, I’m passionate about delivering innovative solutions and driving continuous improvement.

Sample cover letter

Dear Recruitment Manager,

I am writing to apply for the senior project manager position.

With over 15 years of work experience in IT and project management, I have developed specific skills in leadership, communication and problem-solving. My work history demonstrates my ability to manage multiple projects, coordinate teams and deliver results under pressure. I have a strong educational background with a BSc in Computer Science and a professional qualification in project management.

I am excited about the opportunity to contribute to your team and demonstrate my passion for green technology. Thank you for considering my application.

Sincerely,
Richard Smith

Submitted job applications

After receiving a completed job application form, employers should review it carefully to ensure all required information is provided and clearly presented. It’s important to check for completeness and accuracy before progressing to the next stage. Also as an employer think of provide applicants with a confirmation of receipt and outline any next steps. Clear communication at this stage helps maintain a professional recruitment process.

PDF and Word Job application form templates

Use these templates to help you create job applications that are clear, compliant and easy to process. Ensure each section is completed fully, with relevant information only. Review the form for accuracy before progressing. If you’re preparing to send a job offer letter email, you can also find templates and examples here.

 
*Indeed provides this information as a courtesy to users of this site. Please note that we are not your recruiting or legal advisor, we are not responsible for the content of your job descriptions, and none of the information provided herein guarantees performance. This is a legal disclosure and is not part of the following template.