An application form standardizes the collection of applicant information, ensuring every candidate provides the same baseline data for fair comparison. This allows for a structured evaluation, helping to identify individuals with the qualifications required for a role. A well-designed form streamlines administrative tasks and reflects the organization’s professionalism from the first point of contact with potential candidates.
Define the Application’s Goal
Before drafting any questions, define the specific purpose of the application form. The objective shapes the content, from the depth of inquiry to the type of information requested. A form for a senior-level engineering role will require detailed questions about technical projects, while a volunteer application might focus on availability.
This planning ensures every question helps evaluate a candidate’s suitability for the opportunity. For high-volume entry-level positions, the goal is to quickly screen applicants with a shorter form. For specialized roles, the form can act as a preliminary filter, using targeted questions to remove candidates who do not meet mandatory requirements. Clarifying the goal prevents collecting unnecessary data and focuses the evaluation on what matters for the role.
Essential Information to Include
A comprehensive application form standardizes the data collected from all candidates, simplifying the screening process. This ensures that initial judgments are based on a consistent set of information. Each section should gather specific details to build a complete profile of the applicant’s qualifications and experience.
Applicant Contact Information
This section is foundational for communication and must capture the applicant’s full legal name, phone number, and a professional email address. Including a field for a current mailing address is standard practice. An optional field for a LinkedIn profile link can also offer supplementary context to a candidate’s professional background.
Position-Specific Information
The form should clearly state the position title the candidate is applying for. It is also beneficial to include questions that address core job requirements. For example, asking about salary expectations or confirming the legal authorization to work can prevent misunderstandings and filter candidates based on non-negotiable criteria.
Education and Qualifications
This area documents the applicant’s formal training and academic background. It should include fields for educational institutions, degrees obtained, and graduation dates. For roles requiring specific credentials, ask for details about relevant certifications or licenses, including the issuing body and date.
Employment History
An applicant’s work history provides insight into their experience. This section should request information on previous employers, job titles, dates of employment, and a brief description of duties. Providing space for candidates to explain their reasons for leaving previous roles can also offer context about their career motivations.
Skills and Competencies
This section probes for specific abilities relevant to the job, such as technical skills or language fluency. Open-ended questions can also gauge a candidate’s understanding of how their skills align with the position. For instance, asking, “What skills do you possess that make you a strong candidate for this position?” prompts a more detailed response.
Availability and Logistics
Practical details are necessary for scheduling and planning. The form should ask about the applicant’s earliest possible start date. Questions regarding willingness to travel or work overtime are acceptable if they are requirements of the job and are asked of all applicants.
Questions You Must Legally Avoid
A well-structured application form helps navigate the legal landscape of hiring. Federal and state anti-discrimination laws prohibit asking about legally protected personal characteristics. Inquiries into these areas can be seen as evidence of discrimination, regardless of the hiring decision, and may discourage qualified individuals from applying.
The U.S. Equal Employment Opportunity Commission (EEOC) provides guidance on topics to avoid. Questions about an applicant’s race, color, religion, or national origin are prohibited. For example, you cannot ask which church someone attends or what language is spoken in their home.
Inquiries related to age are not permissible, except to verify a candidate meets a minimum legal age requirement for a job. Asking for a high school graduation year should be avoided as it can be seen as an indirect way of determining age.
Questions about an applicant’s family or marital status are also off-limits, including if a candidate is married, has children, or plans to start a family. Instead of asking about personal commitments, you can ask if the applicant can meet the work schedule requirements, provided this is asked of all candidates.
It is illegal to ask if a candidate has a disability or about their general health. However, you can ask if an applicant can perform the job’s functions, with or without a reasonable accommodation. Instead of asking about U.S. citizenship, the appropriate question is whether they are legally authorized to work in the United States.
Choose the Right Format and Tools
Digital application forms offer superior efficiency and data management over paper formats, making them the standard for modern hiring. They streamline the collection, sorting, and tracking of candidates. Online tools provide a more accessible and organized experience for both the applicant and the employer.
Several user-friendly digital tools are available to create professional application forms. Google Forms is a widely used, free option that integrates with Google Sheets for data tracking. Platforms like Typeform and Jotform offer enhanced customization and visually appealing interfaces.
For larger organizations, dedicated Human Resources (HR) software or Applicant Tracking Systems (ATS) often include form-building modules. These systems integrate the application into a broader recruitment workflow, automating communication and scheduling. The right tool depends on the scale of hiring, desired customization, and budget.
Best Practices for Form Design
The design of an application form directly impacts the applicant’s experience and completion rate. A well-designed form is intuitive, clear, and respects the candidate’s time. Keep the form as short as possible by only asking for information necessary for the initial screening, as abandonment rates increase with the number of questions.
A logical flow also improves the user experience. Group related questions into distinct sections, like “Contact Information,” to make the form easier to navigate. A single-column layout is preferred, as it creates a clear path for the user and is effective on mobile devices.
Use clear and concise language for all questions and instructions. Avoid jargon or ambiguous phrasing, and use helper text to clarify fields like a required date format. Clearly indicating which fields are required and which are optional helps manage applicant expectations.
Finalize and Test Your Form
Before making your application form live, a final review is needed to ensure accuracy and functionality. Proofread the entire document to catch spelling or grammatical errors, as mistakes reflect poorly on the organization. Have a colleague test the form from an applicant’s perspective to identify confusing questions or technical glitches.
This final stage is also the time to include any required legal statements. An Equal Employment Opportunity (EEO) statement declares a company’s commitment to fair hiring practices. An applicant attestation clause, where the candidate certifies the information provided is true, is another recommended addition.