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what is a job application form?
a job application form is a form that allows you to collect critical hiring information from candidates about their job history and their salary requirements. job application forms can help you easily screen applicants and decide who you may want to interview for open positions at your company.
you don't have to reinvent the wheel to create a job application. using our application template, you can create a usable form within minutes. we have also crafted our job applications to not include questions that may be illegal to ask in your state. for example, in most areas, you cannot ask about personal relationships and in states like california you cannot ask about salary history.
after you have created a job application form for your open position, you can provide it to applicants who will then fill it out and return it to you. job seekers can fill out their name and address, position applied for, emergency contacts, salary desired, and more. you can then use this information to decide if an applicant is right for your business.
when you use a job application form, you'll also have a consistent set of records in case you need to review an applicant again or if a new position opens up.
when to use a job application form:
- you want to determine a prospective employee's qualifications for a position.
- you want to compare several applicants for a position.
- you want to learn about an applicant's qualifications in preparation for an interview.
sample job application form
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employment application
please complete the entire application.
| . | employer information |
| employer: |
| address: |
| city/state/zip: | , |
| telephone: |
it is the policy of to provide equal employment opportunities to all applicants and employees without regard to any legally protected status such as race, color, religion, gender, national origin, age, disability or veteran status.
| . | applicant information |
| applicant full name: | |
| applicant full name: | ___________________________________________ |
| home address: | ___________________________________________ |
| city/state/zip: | ___________________________________________ |
| number of years at this address: | _________ |
| daytime phone: | ____________________ | evening phone: | ____________________ |
| mobile phone: | ____________________ |
| social security number: | ___________________________ |
| driver's license (state/number): | ___________________________ |
| . | emergency contact |
who should be contacted if you are involved in an emergency?
| contact name: | ___________________________________________ |
| relationship to you: | ___________________________________________ |
| address: | ___________________________________________ |
| city/state/zip: | ___________________________________________ |
| daytime phone: | ____________________ | evening phone: | ____________________ |
| . | job position applied for: | job position applied for: | ____________________________________ |
| full or part time? | ____________________________________ |
| . | salary desired: | $ ____________ per ____________ |
| . | who referred you to our company? ______________________________________ |
| do you have any friends or relatives who work here? if yes, please list here: |
| ___________________________________________________________ |
| . | have you applied to our company previously? | ______ yes | ______ no |
| if yes, when? | ________________________ |
| . | are you at least 18 years old? | ______ yes | ______ no |
| . | how will you get to work? | _____________________________________ |
| . | are you willing to work any shift, including nights and weekends? _____ yes _____ no |
if no, please state any limitations:
________________________________________________
| . | if applicable, are you available to work overtime? _____ yes _____ no |
| . | if you are offered employment, when would you be available to begin work? |
____________________________________
| . | if hired, are you able to submit proof that you are legally eligible for |
| employment in the united states? | _____ yes | _____ no |
| . | are you able to perform the essential functions of the job position you seek with |
| or without reasonable accommodation? | ______ yes | ______ no |
what reasonable accommodation, if any, would you request?
________________________________________________
| . | applicant's skills |
check those skills that you have. list any other skills that may be useful for the job you are seeking. list any skills that may be useful for the job you are seeking. enter the number of years of experience, and circle the number which corresponds to your ability for each particular skill. (one represents poor ability, while five represents exceptional ability.)
| ability |
or
| skill | years of experience | rating |
| [ ] | typing | __________________ | 1 2 3 4 5 |
| [ ] | microsoft office suite (word, excel, etc.) | __________________ | 1 2 3 4 5 |
| [ ] | accounting/bookkeeping | __________________ | 1 2 3 4 5 |
| [ ] | answering telephones | __________________ | 1 2 3 4 5 |
| [ ] | filing | __________________ | 1 2 3 4 5 |
| [ ] | customer service | __________________ | 1 2 3 4 5 |
| [ ] | __________________ | 1 2 3 4 5 |
| ____________________________ | __________________ | 1 2 3 4 5 |
| ____________________________ | __________________ | 1 2 3 4 5 |
| . | applicant employment history |
list your current or most recent employment first. please list all jobs (including self-employment and military service) which you have held, beginning with the most recent, and list and explain any gaps in employment. if additional space is needed, continue on the back page of this application.
| employer name: | ___________________________________________ |
| supervisor name: | ___________________________________________ |
| address: | ___________________________________________ |
| city/state/zip: | ___________________________________________ |
| job duties: | ___________________________________________ |
| reason for leaving: | ___________________________________________ |
| dates of employment (month/year): | _____________________________ |
| employer name: | ___________________________________________ |
| supervisor name: | ___________________________________________ |
| address: | ___________________________________________ |
| city/state/zip: | ___________________________________________ |
| job duties: | ___________________________________________ |
| reason for leaving: | ___________________________________________ |
| dates of employment (month/year): | _____________________________ |
| employer name: | ___________________________________________ |
| supervisor name: | ___________________________________________ |
| address: | ___________________________________________ |
| city/state/zip: | ___________________________________________ |
| job duties: | ___________________________________________ |
| reason for leaving: | ___________________________________________ |
| dates of employment (month/year): | _____________________________ |
| . | applicant's education and training |
college/university name and address
____________________________________________________________
| did you receive a degree? | ______ yes | _____ no | if yes, degree(s) received: ___________ |
high school/ged name and address
____________________________________________________________
| did you receive a degree? | ______ yes | _____ no |
other training (graduate, technical, vocational):
____________________________________________________________
please indicate any current professional licenses or certifications that you hold:
____________________________________________________________
awards, honors, special achievements:
____________________________________________________________
military service:
______ yes _____ no
| branch: | ___________________________________________ |
| specialized training: | ___________________________________________ |
| . | references |
list any two non-relatives who would be willing to provide a reference for you.
| name: | ___________________________________ |
| address: | ___________________________________ |
| city/state/zip: | ___________________________________ |
| telephone: | _______________________ |
| relationship: | _______________________ |
| name: | ___________________________________ |
| address: | ___________________________________ |
| city/state/zip: | ___________________________________ |
| telephone: | _______________________ |
| relationship: | _______________________ |
| . | please provide any other information that you believe should be considered, including whether you are bound by any agreement with any current employer: |
| ____________________________________________________________ |
| ____________________________________________________________ |
certification
i certify that the information provided on this application is truthful and accurate. i understand that providing false or misleading information will be the basis for rejection of my application, or if employment commences, immediate termination.
i authorize to contact former employers and educational organizations regarding my employment and education. i authorize my former employers and educational organizations to fully and freely communicate information regarding my previous employment, attendance, and grades. i authorize those persons designated as references to fully and freely communicate information regarding my previous employment and education.
i have carefully read the above certification and i understand and agree to its terms.
| ____________________________________ | _______________ |
| date | |
| applicant signature | date |
employment application checklist
make it legal™
find out next steps for your document
___sign this document. this document needs to be signed by the applicant.
___everyone gets a copy. the applicant and the employer named in the document should receive a copy of the signed document.
important details
laws governing employment are very specific regarding what's legal to ask on an employment application or during a job interview. it's essential to be familiar with these laws when going through the process of hiring new employees.
about job application forms
learn about how to find the perfect candidate for the job
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how to write a job application form
whether you're in the process of interviewing candidates or still seeking new candidates for an open position, a job application form can help you determine who's qualified. the job application also creates a verified record of the applicant's personal and employment history.
note that you can ask for an applicant's name, address, educational background, and other qualifications, such as typing speed. you might also want to ask for objective information about previous employers, a list of personal references, and more.
laws governing employment are very specific regarding what is legal to ask on a job application form or during a job interview. it's essential to be familiar with these laws when going through the process of hiring new employees.
americans with disabilities act
if an employer has 15 or more employees, the federal americans with disabilities act limits the type of questions that the employer may ask. the act also limits the type of medical examinations that the employer can require before the employer makes a conditional offer of employment. however, an employer may ask an applicant if he or she can perform the essential functions of the job with or without reasonable accommodation. an employer may also ask what reasonable accommodations may be required.
at-will employment
the general rule regarding at-will employment is as follows: when an employee is at-will, either the employee or the employer can terminate the employment relationship at any time and without cause. an employer may wish to include an at-will disclaimer in the job application. the disclaimer should make it clear that the at-will relationship can be changed only by a written contract signed by a designated representative of the company. if the employer has an employee handbook, an at-will disclaimer should also be prominently placed near the beginning of the handbook and included on the form that the employee signs to acknowledge receipt of the handbook.
criminal record
an employer should be cautious about seeking information regarding an applicant's criminal record. in most states, it is legal for an employer to ask about an applicant's criminal record. however, in some states, it may be illegal for an employer to make an employment decision based on an applicant's criminal record. therefore, if an employer decides to ask about an applicant's criminal record on the job application form, the application should explain that a criminal record will not, by itself, eliminate an applicant from consideration unless it's relevant to the type of employment being sought. it's strongly recommended that an employer discuss this issue with an attorney familiar with employment law before asking questions about an applicant's criminal record.
drug/alcohol testing
some employers may wish to conduct drug/alcohol testing of applicants. under the federal americans with disabilities act (which applies if an employer has at least 15 employees), an employer cannot conduct an alcohol test of an applicant before a conditional offer of employment has been made. in addition, state and local laws regarding drug/alcohol testing vary greatly. therefore, an employer should consult a local attorney who is familiar with employment law prior to conducting drug/alcohol testing of applicants.
eligibility to work in the united states
you may want to ask, in a consistent and straightforward manner, if the applicant is eligible to work in the u.s.
employment of individuals under age 18
there may be limitations on the number of hours that these individuals can work on school nights as well as limitations on the type of work they can do. federal law also forbids individuals between the ages of 16 and 18 from holding certain types of jobs. in addition, state law may impose restrictions on child labor. if your organization hires individuals under the age of 18, consult with an attorney or with the united states department of labor representative in your area to make sure that you are in compliance with child labor laws.
equal employment opportunities
federal law prohibits employers of 15 or more employees from discriminating on the basis of race, color, national origin, religion, gender, or disability. federal law also prohibits employers of 20 or more employees from discriminating on the basis of age. employers of fewer than 15 or 20 employees may be prohibited from discriminating on these same grounds by state or local law. in addition, state or local law may prohibit employers from discriminating on grounds such as sexual orientation, marital status, personal appearance, arrest record, or conviction record. employers are strongly urged to consult local attorneys regarding the applicable anti-discrimination laws. if an employer does governmental contract work or receives federal funds, federal affirmative action and eeo-1 reports may be required. again, employers should consult with attorneys regarding such matters.
position sought by an applicant
an employer will be interested in knowing what position an applicant is seeking for purposes of planning for its workforce. in addition, an employer may have concerns regarding whether an applicant will be able to perform a particular job. under the federal americans with disabilities act (which applies if an employer has at least 15 employees), an employer cannot decide whether someone is qualified for a job based on his or her medical status unless (1) he or she would pose a direct threat of harm to others in the workplace or (2) he or she cannot perform the "essential functions" of the job with or without reasonable accommodation. an employer may wish to catalog the essential functions of its positions before questions regarding disability discrimination arise.
reference checks
an employer may want to obtain information about an applicant from a former employer or educational organization. because these sources may be unwilling to provide information, an employer may want to ask an applicant to sign a specific waiver that authorizes the employer to contact the applicant's former employers and educational organizations. even with such a waiver, a former employer may refuse to release information other than verification of employment, dates of employment, and the position held. because the law regarding reference checks varies substantially from state to state, an employer should consult a local employment law attorney to ensure that its actions comply with the applicable state requirements.
referral source
the referral source can be an important piece of information for employers. however, it should be noted that there have been some discrimination cases filed against employers because they hire primarily by "word-of-mouth." usually, such cases involve claims that word-of-mouth referrals lead to workforces that are racially unbalanced.
desired salary level
you may need to do some preliminary research and analyze comparable positions when establishing a salary level. some states require employers to provide a salary range in their job ads. having a target salary in mind may be helpful to see how competitive your position really is and to put an appropriate salary range in the job ad if your state requires that. including the option for an applicant to indicate his or her desired salary may assist you with your candidacy-selection process as well.
first day of work
this is a valuable provision to include in a job application so all parties can plan ahead and have an idea of what to expect should an offer of employment be extended to an applicant. if the proposed first day of work poses a problem, qualified candidates can state this in the interview and perhaps come prepared with alternative solutions.
overtime
if your job position requires overtime, it may be a good idea to indicate this on the job application as a condition of employment. applicants may appreciate this so both parties can evaluate if the salary level justifies the amount of work being done.
military service
an employer is permitted to ask about the dates of military service, duties performed, rank during service at the time of discharge, pay during service and at the time of discharge, training received, and work experience. however, military discharge questions may risk violating state military discharge anti-discrimination laws. in order to be clear about these restrictions, one should consult an attorney or the united states department of labor.
job application faqs
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what is included in a job application form?
if you know what you are looking for in a candidate, you should be able to make a job application easily. our applications can be made, saved and shared online. you can also print copies if you want to hand them out in-person.
information you may include in your job applications using our forms:
basic contact information: for your company, applicant, emergency contracts and references. the application includes spaces for social security and driver's license numbers; however, you may choose to ask for that information further into the hiring process.
work availability: what hours they are available to work, when they can start and if they are willing to work overtime. also asks about eligibility and accommodations.
skills and education: you can list the skills required or they can list their own skills. it includes spaces for high school, training and university credits.
employment history: asks for basic job information as well as duties and reason for leaving. for the most part, this application is intended for entry-level or hourly employees. most companies looking for mid-career or c-level employees are going to ask for more detailed information along with an online portfolio, cover letter and resume.
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how do i write a good job description?
to attract the kind of applicants you want, you'll need to start with an excellent job description. in most cases, job descriptions are posted online so you need to carefully think about what kind of search terms you may need to include. at the minimum most include: job title, job duties, expected skills and qualifications, salary and benefits, and company information.
to help protect your brand and company culture when creating your job description, try to avoid:
vagueness or slang
try to use precise plain language in your job titles and descriptions. some might be offended or put off by job titles like "ux design guru" and job seekers will get better results using search tools if you use more precise terms. try simply, "user experience (ux) designer" instead, and then follow that with a clear and simple job description.unconscious bias or discrimination
you may accidentally include gender slanted words such as salesman, busboy or front desk girl. instead try to use terms such as, “looking for someone to join our sales team,” “bus person,” or “front desk team member.” using this type of language can help you avoid discrimination issues.negativity and aggressiveness
even if you have had bad experiences in the past, try to avoid negative language such as "must have ability to travel or you will not be considered." these types of statements are aggressive and put people off almost instantly. instead just ask them what percentage of their time they are willing to travel.when you are finished, check your job description using a grammar checker and ask another person (human resource specialist if you have one) to read it before you post it. typos and improper word usage could detract qualified candidates from your company.
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what can employers not ask in a job interview?
local laws vary, but there are a few things you most likely are not allowed to or should not ask in a job interview. if you are not sure, check with an attorney or your hr department. you'll want to keep your questions directly related to the job and whether the candidate is a suitable fit.
you cannot, except in special circumstances, ask about:
- family status such as number of children, marital status or pregnancy.
- race, national origin or citizenship. if you choose to hire, you can ask for proof of ability to work in the u.s. when filling out w4s.
- religion or creed. while some may volunteer information about their associations, you shouldn't ask about it.
- sex, gender identity or sexual orientation.
- disability. however, if you do hire them you may need to provide reasonable accommodations.
- age. only ask age if there is a minimum age requirement by law, such as for bartenders. also, do not ask age probing questions such as, when did you graduate high school?
- availability. you can ask them when they are available but not why.
- convictions and arrests. while you may discover this information in a background check, you will need to research how you can react to that information.
- credit or financial information. again, while you may run a credit check with their permission, you'll want to know what can be asked.
- height or weight. you should only ask them if they can perform the duties assigned to them.
employment laws change often, but for the most part, they are designed to protect employees and applicants from discrimination. if you keep your questions targeted to the job specifically, you should be okay. if you have any hesitation about your interview process, it is wise to talk to a lawyer.
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should i do a background check?
background checks are not usually free, so you'll want to wait until you have a list of candidates you want to extend a job offer to. many companies run both criminal background and credit checks. while becoming increasingly less common, some also require drug tests. you'll want to tell the candidates what kind of checks you are running and make sure you get their consent. you'll want to refer to your local hiring laws to make sure you do not discriminate against a protected class.
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