Completing Job Application Forms - Application Form Completion - Job Application Form Process and Advice

ARTICLE OVERVIEW | Job Application Forms | Employer Application Forms

A comprehensive guide to completing job application forms. Includes importance (relevance), general advice and reviewing the main sections likely to appear on application forms.

1) Importance Of Job Application Forms

- Job Application Forms help to standardise the Recruitment Process.
- Job Application Forms are legal documents and tend to be used more in the Public Sector.

2) Job Application Form Completion | Some General Advice

- Before Starting - Getting The Basics Right!
- Drafting Responses - Preparing and Refining Answers
- Completing The Application Form - Ensuring A Good Outcome

3) Guide To Completing Job Application Forms | Section By Section

- Employment history / work experience
- Education background
- Dealing with Skills & Competency based questions
- Personal statements - selling credentials
- Activities, interests & achievements
- Referees & references - some useful advice

Importance Of Job Application Forms

At some point, candidates will be asked to complete an application form. Most people fear completing application forms. Understanding why they are important and following some simple tips can take this fear away. So why are they important?

Job Application Forms - versus - CVs

Application forms often request very specific information not contained within a CV.
CVs are very often too personalised and difficult to read or understand. .

Job Applications Forms | Standardising The Recruitment Process

Application forms help standardise the application process by asking all candidates the same questions and scenarios. The recruitment process becomes more 'scientific' by comparing candidates like-for-like measured against certain criteria.

Job Application Forms As Legal Documents

This provides companies with legal protection should candidates be dishonest in their application.
All candidates are asked to sign a declaration confirming they have provided truthful and accurate information to the very best of their knowledge.

Job Application Forms | Government Regulation

Companies often use application forms to monitor their 'equal opportunity' recruitment policies for compliance with government legislation.

Job Application Forms | Preparation | Before Starting

Read The Application Form
Check instructions plus look for sections to be completed and information required.
Always follow the instructions, clarify anything not properly understood and pay attention to detail.

Photocopy The Application Form
Two or three photocopies will give extra templates to fill in, opportunities to make mistakes and trial without destroying the original application form.

Dedicate Time To Complete The Form
Think deeply about personal experiences, which could be used as examples to competency-based questions. It is a considered process so do not rush answers and leave things to the last minute.

Practice Handwriting and Writing Style
Clear and neat handwriting will create a good impression, show care and attention as well as making it easier for the recruiter to read answers when selecting credible candidates.

Create The Right Work Environment
Creating the right environment is crucial for concentrating and doing a proper job.
Sit properly at a table and ensure no distractions (mistakes can be costly).

Job Application Forms | Drafting Answers

Make Use Of Photocopies
Use photocopies to practice form completion and to refine answers.

Think About Job Requirements
Think about what the company is actually looking for in terms of specific experience, skills and qualities. Give examples of how you match up with the required experience, skills and personal qualities.

Consider Information Requirements
Application forms usually require information such as personal details, education, qualifications, work experience and referees. Check the accuracy of personal details, employer names, dates of employment and courses completed, etc.

Giving Additional Information
There is usually a place for adding further information or a supporting statement to reinforce your application, why you want the job and why you are most suited to the role.

Answering Difficult Questions / Scenarios
Think creatively by giving interesting and credible examples of personal experiences. Having well thought-out examples often makes it easier to answer difficult questions. Ensure each question (scenario) is fully understood and relevant supporting evidence is provided.

It is important to show a diversity of skills used, evidence of working with people to achieve a common goal, how a problem was solved and the outcome achieved. Following this structure should enable candidates to overcome difficulties and develop ideas.

Application Form Content

- Be selective: Review the relevance of each piece of information (do not overload).
- Be positive: Sell yourself using positive language (avoid negativity at all costs).
- Information: Must be presented as required in the application form.
- Keep it simple: Consider 'reader-friendliness' & avoid jargon.
- Sentence construction: Keep sentences short, concise & well-worded. No waffle!
- Be factual & honest: Candidates frequently get caught out. Say no more!
- Use keywords: Matching up with job description (application forms are often scanned for keywords)

Attention To Detail

- Accuracy: Dates & details must be accurate (perhaps more so for an application form).
- Spelling & Grammar: The application form should be checked ('proofed') for errors.
- Use a friend: Look for first impressions, readability, layout, content, mistakes, etc.

Job Application Forms | Form Completion Process

Get A Second Opinion
Get someone you trust to go through your draft (photocopied) application form. This can be useful to highlight strengths, weaknesses and mistakes before touching the real application form.

Completing The Application Form
When comfortable complete the application form and avoid any mistakes made in the drafted (photocopied) versions. Complete all relevant sections, sign and date the declaration.

Photocopy Completed Application Form
Photocopy the completed application form to keep for your records. Use this for interview preparation. Chances are you will be asked questions relating to the examples given if selected.

Final Consideration
Make sure the application form is completed in time for closing dates and addressed properly to the company (it may never get there, despite all the hard work!).

Job Application Forms | Form Completion Process | By Section

- Job Application Forms often comprise very similar sections, headings and information requirements.
- Each Section or Heading requires specific information, often making it easier and quicker to complete.
- Application Forms often follow a similar format, so understanding the methodology always helps.

Job Application Forms | Employment | Work Experience

- Jobs are normally listed in reverse chronological order, starting with your latest or current role first.
- Clearly state job title, name of company, location and dates of employment.
- Full addresses of employers will only waste space (do not include them unless requested).

- Use keywords to describe (sell) your experience and bring out important achievements.
- 'Buzz' words may include relevant job terminology or things like 'managed', 'achieved' or
'organised' to show added responsibility, etc.

- Again include a separate sheet of paper if there is insufficient space or if there is important
experience where additional information would be useful.

Job Application Forms | Education Background

- Summarise your main qualifications, subjects, dates and institutions where you studied.
- If there is space add more detail or include a separate sheet of paper if there is insufficient space.

Job Application Forms | Skills & Competency-Based Questions

Many recruiters include more sophisticated skills and competency-based questions within application forms. This gives an added dimension by asking candidates to demonstrate certain skills and qualities from personal experiences.

These answers require a lot of thought and detail so more time, attention and preparation is necessary. Answers must be carefully structured and examples need to show where candidates have gone the 'extra mile' to achieve a favourable outcome.

Word limits can apply and very often the space provided is very limited. Candidates must think creatively whilst being very clear, concise and focused in their answers. There maybe a series of scenarios so it is important to plan, draft and consider each scenario carefully.

Recruiters are looking for certain skills like communication, team-working, problem-solving abilities, decision-making methods and responsibility. Examples may include how you motivated a team, how you overcame a difficult situation or managed to influence others to bring about a favourable outcome.

Answers must demonstrate the following:

1) Brief outline of the situation, scenario or example.
2) State the importance / relevance of the situation.
3) Show problem-solving capabilities, decision-making rationale & outline skills involved.
4) The final outcome - showing success or achievement.

Job Application Forms | Personal Statements | Personal Profiles

Many application forms ask for a personal statement looking for candidates to summarise key points.
A well-written and carefully structured personal statement will always impress. It is an important opportunity for candidates to sell themselves whilst persuading recruiters to read on.
Use short concise paragraphs to get points across.

Job descriptions always give pointers of what to include. It is important to match the skills and experience included within a personal statement to those on the job description and show where you can add value to the company. A good personal statement will show where candidates have
read the job description, understood the role and paid attention to detail.

The personal statement should also give reasons for applying, motivations for joining the
company and longer-term aspirations (i.e. an ability to grow in the role).

Job Application Forms | Interests & Achievements

Use this section to demonstrate further evidence of skills and qualities as well as highlighting any outstanding achievements or awards. Showing a broad range of activities will show diversity so demonstrating wider capabilities.

Include interesting activities like travel (travel broadens the mind / independence), reading (ability to learn / study), the Internet (PC skills) and team sports (team-player). Avoid things like socialising with friends as this implies partying too much!

Job Application Forms | Using References

Include two credible references (if requested) with at least one from your current employer. Always ask the permission from your referees to be contacted and before you give out their personal contact details.

It might be an idea to speak to your referees about your background, aspirations, achievements and the types of roles you are applying for. This is so referees can position you more favourably should they be contacted for a reference.