The presentation of physical application materials can be as important as the content itself. Navigating the unwritten rules of professional etiquette, especially concerning multi-page documents like resumes and cover letters, often leads to confusion about how to properly secure these papers for submission. This article provides the clear, industry-standard answer to the practice of stapling application documents together.
The Definitive Answer: To Staple or Not to Staple?
The definitive, widely accepted answer across nearly all industries is to avoid using staples on your application documents. Recruiters expect to be able to instantly separate and manage the components of your submission packet. This rule applies uniformly to the resume, any accompanying cover letter, and a separate list of professional references. Submitting a stapled packet is considered a misstep in professional presentation etiquette.
Understanding the Recruiter Workflow: Why Staples Are Problematic
The rejection of staples is rooted in the practical, high-volume realities of the modern hiring process. Recruiters and administrative staff frequently need to digitize incoming paper applications immediately upon receipt. Staples create a significant logistical hurdle because they can jam high-speed document scanners, forcing staff to manually remove them before scanning. This unnecessary delay is compounded when processing hundreds of submissions.
The workflow often necessitates the immediate separation of documents for different administrative purposes or reviewers. For instance, the resume might go directly to the hiring manager, while the cover letter is filed separately or passed to a different screening team. A staple prevents this rapid handling and sorting, slowing down the entire review pipeline.
In offices that still maintain physical files, staples add unnecessary bulk and rigidity, making them difficult to stack and store neatly. The puncture marks left by a staple can also interfere with the clean, professional look expected from a polished candidate. This functional inconvenience is the primary justification for the “no staple” rule.
Professional Alternatives to Securing Your Documents
Since documents must remain separate yet be submitted together, the professional alternative is using a high-quality paper clip. A standard, smooth metal paper clip is the preferred and most universally accepted method for keeping a multi-page submission packet contained. It allows for quick removal and reattachment by the recipient without damaging the paper.
Small, professional binder clips may be acceptable, particularly if the packet is thicker, but they are generally reserved for securing larger groups of documents. Always use plain metal clips and avoid brightly colored or plastic-coated options, which detract from the professional aesthetic. Presentation folders or portfolios should be avoided for standard job applications, as they add unnecessary bulk unless specifically requested for highly visual or creative submissions.
The Modern Reality: Navigating Digital Submissions
While the etiquette of physical presentation remains relevant for career fairs and in-person interviews, the majority of modern applications are submitted digitally. In this context, the question of stapling is moot, replaced by digital submission protocols. The single most important rule is to always merge all application components—resume, cover letter, and references—into one single PDF document.
Submitting multiple separate files, such as individual Word documents, complicates the tracking and organization process for the Applicant Tracking System (ATS) and the recruiter. The PDF format ensures that the document’s formatting is locked and consistent across all viewing devices. The file must also be professionally named using a clear convention, such as “FirstName\_LastName\_Resume.pdf,” and must be text-searchable, not merely a static image.
Final Touches: Physical Presentation Best Practices
Beyond the method of securing the documents, the overall physical presentation reinforces an applicant’s attention to detail. The choice of paper stock makes a measurable difference in the perceived quality of the submission. It is recommended to use 24lb or 32lb resume paper, which is substantially thicker than standard copy paper.
Often labeled as “linen” or “cotton” stock, this specialized paper conveys a sense of professionalism and permanence when handled. Printing quality is equally important; a laser printer should be used to ensure crisp, smudge-free text. To maintain the pristine condition of the paper, documents should never be folded. Using a large, flat 9×12 envelope prevents creases and ensures the resume arrives in the best possible state.