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Blog Employee Experience

Creating an Employment Application Form: A 4-Step Guide

Parvathi Vijayamohan

17 January 2023

5 min read

Need to create an employment application form? Or are you looking to fine-tune an existing one? We’ve got you covered.

In the following blog, we’ll talk about:

What is an employment application form?

Let’s start with the difference between a job application vs a resume.

A resume is all about the candidate –  they can choose what to include and leave out. But an employment application form is all about the company – an applicant is required to answer all of the questions on a form to move on to the next stage.

So in essence, an employment application form is a business tool for gathering specific information about a job applicant. This makes it easier for the recruiter to review applications and approve the best candidates for the interview.

How to create an employment application form

Step 1

To simplify your task, choose a template from hundreds available online. If you’re using SurveySparrow, you can pick from role-specific templates or create a branded employment form. You can always adapt or reuse them later if you want to save time.

Additionally, you can share your employment form online and collect applicant data instantly on any device. Goodbye, pesky paperwork! Moreover, with SurveySparrow’s drag-and-drop form builder, you can easily edit the questions or tweak the design.

You can also track the number of applicants and form fills at a glance. This will tell you if your recruitment form is working or if you need to optimize it more for better results.

Create a free account below to get started.

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Online Job Application Form Template

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Step 2

State the position the candidate is applying for. Include information about the role like:

  • Working hours
  • Work status (full-time, temporary, contractual or internship)
  • Essential functions of the job

Step 3

Include a section for personal details like name, address, email, and phone number.

Note: Several employment applications ask for details that could be considered illegal, such as date of birth, marital status, or citizenship status. To make sure your form does not violate your local labor laws, always cross-check your forms with your legal team.

Step 4

Add a field for a cover letter as well as a field for uploading the candidate’s resume. Depending on the nature of the role, you may add a section for qualifications, special skills or references as well as a field requiring consent for a background check.

Want job descriptions, email and survey templates for every stage of the hiring process? Check out our HR toolkit.

SurveySparrow HR toolkit

How to optimize your form for the best results:

  1. Use clear formatting. Do you have the patience to fill a long form packed with lines and lines of text? Neither do your applicants. Whether you’re using a single-page or multi-page form, proper formatting and space for answers can increase the number of form fills.
  2. Optimize for mobile devices. Over 1 billion job searches are made every month on mobile. Here are some ways you can do this:
  3. Minimize scrolling with drop-down menus and matrix questions.
  4. Make use of predictive search and prefilled data to reduce typing. For eg., this can help your applicants enter keywords, like the job title they are applying for, and list the closest possible results.
  5. Make use of multiple question types for faster data collection.

For example, matrix question types are useful for tying up the details of key job requirements that you want to put on a single page. Email and contact form questions are helpful for capturing personal details.

Signature and upload type questions can be used for capturing an applicant’s e-signature and resume respectively, while the photo capture question type is handy for instant photo verification.

Why do we use an employment application form?

#1. To gather role-specific information about the candidate.

For example, does the company need the candidate to work on-site? Then your work application form should ask about the candidate’s willingness to relocate. Gathering the information you need can help you lock in on the best candidates without too much hassle.

#2. To set job expectations.

An employment application form works both ways. For example, will the candidate be required to work extended shifts or unusual hours? Do you want them to be experts in a particular software? A well-written form can help the candidate tell at a glance the expectations you have for this role.

#3. To create candidate profiles.

Employment application forms help a company create the most up-to-date profiles of each candidate. This is required for comparison purposes. But these profiles also contribute to a pool of potential candidates that the company can contact in the future.

#4. To add legal validation.

Many employment application forms require you as a candidate to sign them along with a statement that the given information is true and factually correct to the best of your knowledge. Some forms have sections where the candidate may be required to demonstrate their understanding of legal policies and T&Cs.

#5. To enable comparison.

When all of your applicants complete the same form, it’s less of a hassle to compare their skillsets. Choosing who goes to the interview round is easier this way.

Employment application form: Types

  • Online: Online job application forms are the most popular type of form and for good reason. They are easy to create, edit and share. Additionally, you can have the applicant fill it entirely online or downloaded, printed, filled offline and scanned.
  • Paper: Paper job applications haven’t entirely gone the way of the dodo. Some businesses still use them, like groceries, retail stores or gas stations in the event that people drop in to ask about any openings. They are also distributed at job fairs.
  • Email: Considering an email employment application? You can instruct the applicant to write a brief personal introduction in the body of the mail and attach their cover letter and resume. For easier sorting, it helps to have a brief subject line that includes the name of the role they’re applying for.
  • In-person: In-person applications are helpful when your business has an immediate need. You can ask the applicant to fill in a paper application or an electronic application at a hiring kiosk. To ensure that the applicants are ready for an on-the-spot interview, you can display a list of instructions like the following:
    • Dress code for a possible interview on the spot
    • ID proof to show to the security
    • A portfolio of application documents – like a copy of their resume or work samples.
  • Unsolicited: While unsolicited job applications may seem annoying, they show that applicants are interested in working with you. Companies often maintain an open call for applications regardless of job openings, and file them away for future vacancies.

Wrapping Up

Although it seems like a simple tool, an employment application form can go a long way toward making your hiring process more organized.

Curious to know how SurveySparrow can help with your hiring and onboarding experience? Book a demo with our team. We’re always happy to help.

Parvathi Vijayamohan

Growth Marketer at SurveySparrow

Fledgling growth marketer. Cloud watcher. Aunty to a naughty beagle.

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