A job application form is used by employers, hiring managers, and HR departments to collect essential information from candidates during the initial stage of recruitment. This template includes all the necessary sections to document identity, employment preferences, education, prior work experience, and references. It is designed for both internal hiring workflows and third-party screening processes. Each part of the form is arranged to match how applicant information is typically reviewed during the evaluation stage. The following section describes the key parts of a job application form and how each section in this template should be completed.
How to Use this Job Application Template
The template is editable and can be filled out digitally or printed if needed. It includes blank, adjustable text fields and checkboxes wherever a selection is required. The sections below explain how to complete each part of the form based on the type of information requested.
Personal Information
This section records the applicant’s basic details for identification and contact. Full name, date of birth, and current address should be entered as they appear on official records. Applicants should provide at least one reliable phone number and a valid email address that can be used for follow-up.
Some fields—such as Social Security Number, nationality, marital status, and referral information—may not be required by all employers. These can be removed or left blank depending on company policy or regional regulations.
Employment Information
This section collects job preferences and legal eligibility details to help determine role fit. Applicants should enter the position they’re applying for, available start date, and current and expected salary. If compensation is negotiable, that can be marked using the checkbox.
Work preferences—such as full-time or part-time availability and willingness to work weekdays, weekends, or overtime—should be selected using the checkboxes provided. These selections help employers assess scheduling compatibility during the review process.
The final part confirms work authorization, citizenship status, and asks whether the applicant has applied before or has a felony conviction. If applicable, short explanations can be added in the space provided.
Education History
This section collects academic background details for high school, college, and any additional training programs. Applicants should complete each row with the institution name, location, attendance dates, and academic outcomes. Graduation status can be marked using the checkbox—checked if completed, left blank if not. The “Major” field refers to the main subject studied, and GPA can be added if relevant or requested.
Below the table, applicants can list any training or certification programs not already included. If currently enrolled in a program, they should mark the checkbox and use the space provided to describe the program, timing, and expected completion date. These inputs help employers understand recent qualifications and ongoing commitments.
Employment History
This section is used to document previous roles in a format that highlights relevant experience or long-term employment. Applicants can describe the type of work performed using brief, focused summaries that reflect day-to-day responsibilities, without repeating job titles or listing unrelated tasks.
Accurate dates and salary details add context to each role. Starting and final salary figures may reflect progression or clarify the level of responsibility at the time of departure. A short, direct reason for leaving should also be included.
Each history block includes a checkbox to indicate whether the employer can be contacted. This option may be used when a reference is unavailable or the role ended under sensitive circumstances.
Military Service
This section is for applicants with a military background. If applicable, they can enter the branch of service, rank at discharge, service dates, and type of discharge. These details may be relevant in organizations that consider veteran status during hiring.
If the discharge was not honorable, a brief explanation can be added. This section can be skipped if it does not apply.
References
This section collects references from previous supervisors, managers, or other professional contacts who can confirm the applicant’s qualifications and work history. Each row should include the reference’s name, company, job title, relationship to the applicant, and accurate contact details such as phone number or email address.
Acknowledgement
Applicants should review each statement and check the boxes to confirm agreement. These include consent for background checks, compliance with company policies, and confirmation that the application does not guarantee employment. Applicants also confirm they can provide proof of legal work eligibility if hired.
Note to Applicants
This section explains that hiring decisions follow applicable laws. The employer is an Equal Opportunity Employer and may ask for voluntary information related to compliance. Providing this information is optional and does not affect the application.
Applicant’s Signature
Applicants must sign and date this part to confirm that all information provided is accurate and complete to the best of their knowledge and that they understand and accept the terms and conditions mentioned in the preceding sections.
If the form is being submitted electronically, applicants may either type their name or insert a scanned signature image in this section. Employers should clarify which format is preferred for digital submissions.
For Office Use Only
This section is to be completed by the hiring team. It includes fields to record the time and type of interview, position discussed, interviewer’s name, and evaluation notes. Any important observations or decisions regarding the applicant’s next steps should also be documented. The reviewer must sign and date this section to confirm that the interview was conducted and the application has been formally reviewed.
This form is designed to standardize the information collected from applicants during the hiring process. Employers can adjust or remove fields that don’t apply to a specific role or region, such as Social Security Number or marital status. It can be distributed digitally or printed. The template is fully editable in both Word and Google Docs, and section spacing can be adjusted to fit longer responses.
