When applying for a job, the materials you submit extend beyond a simple application form. These additional items, known as supporting documentation, are professional and personal records that substantiate the claims on your resume. They provide verifiable proof of your skills, qualifications, and experience. Employers request these documents to gain a holistic understanding of a candidate, moving beyond a resume to assess suitability more comprehensively.
The Purpose of Supporting Documentation
From an employer’s viewpoint, supporting documents are validation tools. They verify that the credentials, skills, and experiences you have listed are accurate. For instance, academic transcripts confirm educational achievements, while professional licenses prove you are legally qualified for a job.
Beyond verification, these materials provide deeper insight into your qualifications. A cover letter can reveal your communication style and interest in the company. A portfolio or writing sample offers a direct look at the quality of your work, allowing a hiring manager to assess skills in a way a resume cannot.
The request for supporting documentation is also about risk mitigation. Hiring is a significant investment, and making the wrong choice is costly. By vetting a candidate’s background and skills through these documents, a company can be more confident in its decision, ensuring a better match for the role and company culture.
Common Types of Supporting Documents
Resume or Curriculum Vitae (CV)
The foundational document of any job application is the resume or curriculum vitae (CV). A resume is a concise summary of your work history, skills, and education, usually one to two pages. A CV is more comprehensive, providing a detailed account of academic and professional life, and is common in fields like science, medicine, and academia. Both should be tailored to the specific job, highlighting the most relevant experience and skills.
Cover Letter
A cover letter accompanies your resume and serves as a personal introduction to the hiring manager. It allows you to craft a narrative, connecting your skills and experiences directly to the employer’s needs. This document demonstrates your communication skills and professionalism. Each cover letter should be customized for the application, explaining why you are a strong candidate and what you can bring to the team. You can also use it to explain resume gaps or elaborate on a specific achievement.
Portfolio
A portfolio is a curated collection of work samples for professionals in creative and technical fields. For example, graphic designers can show logos and websites, writers can include articles, and developers can showcase code repositories. The portfolio provides tangible proof of your skills and accomplishments. The format can be a digital website, a PDF, or a physical book. Select pieces that are most relevant to the job you are targeting to demonstrate your expertise and work quality.
References or Letters of Recommendation
Employers may want to hear from others who can speak to your work ethic and abilities. A reference list contains the contact information for people who have agreed to vouch for you, such as former managers or professors. Always ask for permission before listing someone as a reference. A letter of recommendation is a pre-written endorsement from one of these contacts, often requested for academic or senior-level roles. The letter details the writer’s relationship with you, highlights your strengths, and provides specific examples of your accomplishments.
Academic Transcripts
Academic transcripts are official records of your coursework and grades from an educational institution. They are often requested for entry-level, academic, or research roles to verify educational qualifications. An official transcript is issued directly by the school’s registrar. The transcript details your academic performance and can demonstrate foundational knowledge for roles requiring specific expertise, like engineering or science. In most corporate settings, a transcript is only requested after a conditional job offer.
Certifications and Licenses
For many professions, a specific certification or license is a legal or regulatory requirement. Examples include a state nursing license, a Certified Public Accountant (CPA) license, or a Project Management Professional (PMP) certification. These credentials prove you have met the standards of a professional governing body. If a job requires a specific license or certification, you must provide a copy to confirm you are legally and professionally qualified.
Writing Samples
Roles in fields like journalism, marketing, and law require strong writing skills, so employers may ask for writing samples. These can be published articles, press releases, or academic papers that demonstrate your ability to write clearly and persuasively. The samples you choose should be relevant to the type of writing required for the role. If you lack professionally published work, you can use school projects or create new samples for the application.
Proof of Work Authorization
Proof of work authorization shows you are legally entitled to work in the country where the job is located. In the United States, this includes a U.S. passport, a permanent resident card, or an employment authorization document. This documentation is not requested until after a conditional job offer has been extended. The employer must verify your identity and work eligibility as required by law, often as part of the Form I-9 process on or before your first day.
When to Provide Supporting Documents
The timing for submitting supporting documents is dictated by the employer. During the initial application, you will almost always provide a resume and often a cover letter. These are uploaded to an online portal or sent via email as specified in the job posting. Carefully read the instructions to ensure you provide everything required.
As you advance, you may be asked for additional materials. For instance, a hiring manager might request a portfolio or writing samples before an interview. A list of professional references may be requested after a successful interview. Providing these items promptly demonstrates your organization and interest.
Certain documents are only requested after a conditional job offer is made. These include materials for verification, such as official academic transcripts or proof of work authorization. The job offer is contingent upon the successful verification of these documents. This timing protects your sensitive personal information.
How to Prepare and Submit Your Documents
Proper preparation of your documents reflects your professionalism. Whenever possible, save and send documents as PDF files. This format preserves the layout and formatting across different devices, ensuring the hiring manager sees the document as you intended. It also presents a more polished image than a word processing file.
Adopt a clear and professional file-naming convention to make your documents easy for recruiters to manage. A standard format such as “FirstName-LastName-Resume.pdf” or “FirstName-LastName-CoverLetter.pdf” is recommended. This helps prevent your application materials from getting lost.
Keep all potential supporting documents in an accessible folder on your computer. This includes different versions of your resume, your cover letter template, portfolio, and copies of licenses or certifications. Having everything organized allows you to apply for jobs efficiently. Always double-check and follow the employer’s specific submission guidelines.