How to fill out a job application form

Job application forms are common when you're applying for work – especially graduate schemes. Our guide includes everything you need to know about how to complete them.

Credit: Dean Drobot, IIIerlok_xolms – Shutterstock

If you're looking for a job as a student or graduate, it's time to meet your new best friend: application forms. With these, you can give employers a good overview of your skills and experience and prove how perfect you are for the job.

But knowing exactly what you should and shouldn't include can be difficult – especially when trying to stand out in a competitive job market.

Fear not, though, as we're here to guide you through what you should cover in the typical sections of a job application form. We'll even share some extra hints and tips for wowing your potential employer.

What's included in an application form?

These are the main sections in a job application form, and how to fill them out:

1. Personal information

   Entering your personal details is pretty standard for online application forms.

   This section will typically cover things like your name, age, gender, home address and contact details.

   Double-check you've entered your details correctly. If you have a typo in your email address or phone number, there's a risk the recruiters won't be able to get in touch.

   And, of course, there are some basic rules of etiquette to follow too. As with any kind of professional correspondence, stick to a grown-up-sounding email address like [email protected], and not [email protected].

2. Introductory questions

   Some online application forms for graduate jobs will start with a few introductory questions to see if you should carry on, rather than wasting your time and theirs.

   These questions might include what grade you achieved at university or what subject you studied. It's better to know whether you will or won't be eligible before you spend time filling out the form.

3. Education and qualifications

   

   Nearly all job application forms will ask you to enter some details about your experience and qualifications. If there's enough space, try to enter information about the modules you studied at uni. Also, mention any specific projects you feel are relevant to the role.

   So, if you're applying for a digital marketing role, and you studied a Business degree in which you wrote a few essays on the benefits of social media marketing, this will be relevant.

   That said, avoid getting carried away. Don't detail every certificate and GCSE you've ever been awarded. It's unlikely your 100m swimming badge will prove anything to your employer.

   It's also best to use your discretion when it comes to any lower grades. If you have a master's degree, you can probably leave out the fact that you got an E in GCSE Geography all those years ago.

   And, most importantly, don't lie! It'll only come back to haunt you, as you might have to show proof of whatever you've claimed if you're offered the job.

4. Work experience and previous jobs

   List your work experience in reverse chronological order, so your most recent roles appear first on your application. This is standard practice, and it's arguably the most sensible order. Your most recent job will often be the most relevant to the one you're applying for.

   For each entry, it's generally good practice to include the name of the organisation you worked for, your job title and an overview of what you did (depending on what they ask for).

   When discussing your professional history, remember achievements are more relevant (and impressive) than tasks.

   If, say, you were a waiter in a cafe, it goes without saying that you served food, took payments and answered customer queries. Go a step further and show how invaluable you were to the business. For instance, you could say something about helping to implement a new system during busy hours that resulted in a 40% increase in sales.

   If you don't have any similar examples, think about what you did outside of your 'obvious' duties. Maybe you helped to train new starters? Things like this are worth mentioning.

5. Skills, abilities and knowledge

   Once the employer has a better idea about your general suitability for the role, they may want to get a better idea of how you'd fit into the company/industry, or how you'd act in more specific situations. This part is the chance to really show off your skills and abilities.

   The questions in this section are likely to be about challenging situations or experiences.

   One example could be "What would you do if you were writing a proposal and were going to run over the deadline?"

   Or perhaps: "Tell us about a previous time you displayed leadership."

   This part of the online application form lets you show how skilled you are at applying knowledge in real-life situations.

   Ideally, you should include examples from previous work roles and your time in education. But, any tales of overcoming tricky social situations could prove to be just as impressive, as long as you're careful to remain professional and balanced in your answers.

   Either way, as long as you can use your examples to show how it relates to the problem, and how you could achieve a similarly desirable outcome in the role, you can't go far wrong.

   And, of course, before filling out an application form for a job, research the company in detail. This will help you answer any questions specific to them or the industry.

6. Personal interests and hobbies

   Link any extracurricular activities to the job in question, and think about how they demonstrate your skills.

   Generic statements such as "I enjoy reading and playing football" aren't going to make you stand out from the crowd.

   But if you're applying for a job in finance and have read a lot of books about money, this shows you have a real interest in the industry. It could even prompt the interviewer to discuss some of their favourite books. This is ideal for forging a bond and leaving a good impression.

7. Personal and professional references

   

   Credit: Monkey Business Images – Shutterstock

   When you're filling out a job application form, you'll usually be asked for two references (or 'referees'). If you're still at uni or you're looking for your first graduate job, don't hesitate to use someone from university. Your personal tutor is usually the most obvious choice.

   Always ask for your referees' permission before giving out their details though. Let them know about your career aspirations and the type of roles that you're applying for.

   Not only is this polite, but it should help them write a better, more relevant reference for you. It's also common courtesy to keep them updated about how you get on in the interview, too.

   For each reference on your application, include a name, contact number and email address.

8. Profiling and competency tests

   From time to time an online job application will include profiling questions and/or competency tests. Roles in areas such as accountancy can include a numerical test, for example.

   As the name suggests, profiling tests essentially try to assess what you're like as an employee. There are no right or wrong answers to a profiling test, so it's best to answer as honestly as possible. If you're a natural leader, for example, your answers will likely reflect this.

   Competency questions tend to be a little more specific to the role you're applying for so will differ for each industry. Make sure you know enough about the company and its field to answer these questions.

9. Your CV and covering letter

   You'll have probably covered a lot of the same ground in the application form questions. However, you might still be asked to attach your CV and cover letter.

   Make sure your CV is updated and that the cover letter is angled to the company in question. As tricky as it may be, try not to copy and paste sections that you've already used in the application form (and vice versa).

Tips for filling out an application form

Here are some more expert tips for completing an application form for a job:

1. Complete your application as soon as possible

   It's not unheard of for employers to close the application process early if they're inundated with responses. So, get yours in as soon as you can.

   Of course, this doesn't mean rushing it. But don't leave it until the last minute either!

2. Follow the instructions carefully

   No matter how many applications you've done, don't assume you know what to do and can afford to skip the guidelines. If it's a paper application (which is pretty rare nowadays), you might be asked to complete it in block capitals or blue ink.

   For online forms, there could be a specific way that it needs to be submitted. Treat every application you complete as an individual one in its own right.

3. Check your spelling and grammar

   

   Credit: ldutko – Shutterstock

   Any silly spelling mistakes or typing errors could get your application binned immediately. But, many online application forms don't have a grammar or spell check function (beyond the one built into your web browser, which can be hit and miss).

   Always double-check everything. For online forms, you could potentially use your computer's spelling and grammar checker in Word (see if you can get Word for free).

4. Make the information easy to follow

   Recruiters are busy people. They won't have time to sift through badly organised information to see if there's anything good in there. Break up long paragraphs with bullet points if you can, and get straight to the point!

   Avoid using any jargon or acronyms that aren't used by the general public (apart from in any competency questions). And keep your points succinct and concise.

5. Save your application as you go

   If the job application form lets you save each section as you progress, make sure you do so. There's nothing worse than spending hours filling out the information and then losing it when your computer crashes.

   It helps to copy and paste your answers into a Word document so you can reuse them in future applications. But if you do, adapt them to fit. Remember, you want to treat each application individually!

Once you get to the next stage of an application, you'll have the dreaded interview questions to look forward to.

But remember that it's all experience. Even if you don't get invited for an interview, you'll have much more knowledge under your belt for next time.

If you're struggling to find work, it might be time to try a more creative approach, like one of these alternative CVs.