Job Application Form: Free Employment Application Template
Quick Answer
A job application form collects the same basic information from every applicant: contact details, the position, availability, work history, education, skills, references and a signature confirming the information is true. Keep questions limited to what you need to decide whether someone can do the job. The EEOC says pre-employment information should be limited to what's essential, that questions about race, sex, national origin, age and religion are irrelevant to hiring decisions and that employers are prohibited from making pre-offer inquiries about disability. State and local rules may add more limits.
Résumés come in every format, and some applicants for hourly jobs don't have one at all. A standard job application form gives you the same information from every candidate, makes them easier to compare and keeps your hiring process consistent. It also helps you avoid asking questions you shouldn't.
This guide includes a free employment application template, explains what to include and what to leave off, covers what the EEOC says about pre-employment questions and shows how to store and use applications.
Note: This is general information, not legal advice. Federal, state and local rules affect what you can ask applicants. Have an employment attorney review your application form.
Why Use a Job Application Form?
- Consistency: every applicant answers the same questions.
- Easier comparison: information is in the same place for every candidate.
- Complete information: availability, work history and references in one place.
- Applicant attestation: a signed statement that the information is accurate.
- Fewer risky questions: a reviewed form keeps managers from improvising.
Free Job Application Form Template
[Company Name] Application for Employment
[Company] is an equal opportunity employer.
Position applied for: __________ | Date: ______
Desired schedule: ☐ Full-time ☐ Part-time ☐ Seasonal | Date available to start: ______
1. Contact Information
| Field | Answer |
|---|---|
| Full name | |
| Phone | |
| Mailing address | |
| Preferred contact method |
2. Availability
| Day | Available from | Available until |
|---|---|---|
| Monday | ||
| Tuesday | ||
| Wednesday | ||
| Thursday | ||
| Friday | ||
| Saturday | ||
| Sunday |
Hours per week desired: ______ | Are you able to work the schedule required for this position? ☐ Yes ☐ No
After hire, you can collect detailed availability with the employee availability form.
3. Work Eligibility
If hired, can you provide documents to verify your identity and eligibility to work in the United States? ☐ Yes ☐ No
[If the job requires it:] Are you at least [18] years old? ☐ Yes ☐ No
4. Work History
| Employer | Job title | Dates (from–to) | Duties | Reason for leaving | May we contact? |
|---|---|---|---|---|---|
| ☐ Yes ☐ No | |||||
| ☐ Yes ☐ No | |||||
| ☐ Yes ☐ No |
5. Education and Training
| School or program | Course of study | Completed? |
|---|---|---|
6. Skills, Licenses and Certifications
List skills, licenses or certifications related to this position: __________________________
[If the job requires driving:] Do you have a valid driver's license? ☐ Yes ☐ No
7. References
| Name | Relationship | Phone or email |
|---|---|---|
8. Applicant Statement and Signature
I certify that the information in this application is true and complete to the best of my knowledge. I understand that false or misleading information may result in my application being rejected or, if hired, my employment being ended. I authorize [Company] to contact the employers and references listed above, except where I have indicated otherwise. [If applicable: I understand that employment with [Company] is at will.]
Signature: __________ | Date: ______
What the EEOC Says About Pre-Employment Questions
The U.S. Equal Employment Opportunity Commission says the information obtained and requested through the pre-employment process should be limited to what is essential for determining whether a person is qualified for the job. The EEOC says information regarding race, sex, national origin, age and religion is irrelevant in such determinations, and that such inquiries may be used as evidence of an employer's intent to discriminate.
The EEOC also says employers are explicitly prohibited from making pre-offer inquiries about disability, that employers should not ask for a photograph of an applicant and that questions about clubs or memberships should generally be avoided.
Questions to Leave Off Your Application
| Avoid asking about | Ask instead (if job-related) |
|---|---|
| Race, color or national origin | Nothing; not job-related |
| Religion | Can you work the required schedule? |
| Age or date of birth | Are you at least [18]? (only if legally required for the job) |
| Disability, health or medical conditions | Nothing before an offer |
| Marital status, children or pregnancy | Can you work the required schedule? |
| Citizenship or birthplace | Can you provide documents to verify eligibility to work in the U.S. if hired? |
| Photo | Nothing |
| Clubs and organizations | Job-related professional licenses or certifications |
Some states and cities also limit questions about criminal history, salary history and other topics on applications. Check your state and local rules before using any form. For interviews and reference checks, see illegal questions to not ask during a reference check.
Work Eligibility and Form I-9
A job application can ask whether the person will be able to verify their eligibility to work if hired. The actual verification happens after hire on Form I-9. USCIS says the employee completes Section 1 no later than the first day of work for pay, and the employer completes Section 2 no later than the third business day after the employee starts work for pay. Don't ask applicants for I-9 documents on the application.
Paper vs. Online Applications
| Paper | Online | |
|---|---|---|
| Best for | Walk-in hiring, small volume | More applicants, remote hiring |
| Storage | File cabinet | Applicant tracking system or secure folder |
| Comparison | Manual | Search, sort and filter |
| Accessibility | Offer help or alternate formats | Make sure forms work on phones |
Whichever you use, offer an alternate way to apply, such as help completing the form, for applicants who need an accommodation.
Storing Job Applications
- Keep applications in a secure location with limited access.
- Keep applications for people you didn't hire, not just new hires.
- Ask your attorney how long to keep applications under the federal and state rules that apply to you.
- Move a new hire's application into their personnel file.
- Destroy old applications securely when the retention period ends.
Using Applications in Your Hiring Process
- Screen applications against the job's requirements. See the job description template.
- Score candidates the same way. See the hiring scorecard.
- Interview the strongest candidates with consistent questions.
- Check references with permission.
- Make an offer in writing.
- Onboard with a checklist. See the new hire orientation checklist.
Example: A Restaurant Hiring Servers
A restaurant owner accepted résumés, texts and handwritten notes for server openings, and managers asked different questions in every interview. Some even asked about kids and church attendance to "check availability." The owner created a one-page application with an availability grid, work history and references, had an attorney review it and trained managers to ask only about the schedule. Hiring got faster and more consistent, and managers stopped asking questions that could cause trouble.
Common Job Application Mistakes
- Using an old form that asks for date of birth, marital status or a photo.
- Asking about health or disability before an offer.
- Different questions for different applicants.
- No signature or applicant statement.
- Insecure storage of personal information.
- Ignoring state and local rules on criminal history or salary history questions.
Job Application Checklist
| Step | Done? |
|---|---|
| Include only job-related questions | |
| Add an equal opportunity statement | |
| Include availability, work history, education and references | |
| Add an applicant statement and signature | |
| Check state and local rules | |
| Have an attorney review the form | |
| Store applications securely |
Short Application for Hourly Jobs
For entry-level and hourly roles, a long application can discourage good candidates. A short version can include:
- Name, phone and email.
- Position and desired hours.
- Availability grid.
- Last two or three jobs.
- Any required licenses or certifications.
- Two references.
- Applicant statement and signature.
You can collect more information later in the process, after an offer, as part of onboarding.
Equal Opportunity Statement
Many employers include a short equal opportunity statement at the top of the application. For example:
[Company] is an equal opportunity employer. We consider all qualified applicants without regard to race, color, religion, sex, national origin, age, disability, genetic information or any other characteristic protected by federal, state or local law.
Ask your attorney whether your statement should list additional characteristics protected in your state or city.
Accommodations During the Application Process
The EEOC says that for applicants with disabilities, the employer is required to provide an accommodation unless it would cause significant difficulty or expense. Add a line to your application such as "If you need an accommodation to complete this application, please contact [name] at [phone/email]," and make sure someone responds promptly.
Screening Applications Fairly
- Decide the must-have requirements before reading applications.
- Review every application against the same requirements.
- Use a simple scoring sheet.
- Write down why each candidate moved forward or didn't.
- Have a second person review when possible.
| Requirement | Candidate A | Candidate B | Candidate C |
|---|---|---|---|
| Available for required schedule | |||
| Related experience | |||
| Required license or certification | |||
| Customer service experience | |||
| Total |
After the Application: Interviews
Use the application to prepare interview questions about work history and skills. Ask every candidate for the same role the same core questions, and keep notes focused on job-related answers. For working interviews, see are working interviews legal.
Applications for Rehires
Former employees who want to return should complete the same application as everyone else. Check your records for their past performance and the reason they left, and apply your rehire policy consistently.
Keeping Your Form Up to Date
Laws on applications change, especially at the state and city level. Review your form every year, and whenever you hire in a new state or city. Throw out old paper forms so managers don't keep using a version that asks questions you've removed.
Applicant Communication
- Confirm you received each application.
- Tell applicants roughly when they'll hear back.
- Let candidates who weren't selected know.
- Keep messages short, polite and consistent.
Sample: "Thank you for applying for the [position] role. We've reviewed your application and decided to move forward with other candidates. We appreciate your interest and wish you the best."
Optional Sections to Consider
| Section | When it helps |
|---|---|
| Position-specific questions | Skills tests, equipment experience, software |
| Driving record consent | Roles that require driving, following background check rules |
| Languages spoken | Only if a language is required for the job |
| Portfolio or work samples | Creative or skilled trade roles |
| How did you hear about us? | Tracking recruiting sources |
| Referred by an employee? | If you have a referral program |
Only add questions you'll actually use to make a hiring decision. For referral programs, see employee referral program.
Position-Specific Questions
A few job-related questions can tell you more than a résumé. Examples:
- Server: "Describe a time you handled an unhappy customer."
- Warehouse: "Which equipment are you trained to operate?"
- Office administrator: "Which software programs do you use regularly?"
- Technician: "List licenses or certifications you hold and their expiration dates."
Ask the same questions of everyone applying for the same position.
Privacy and Applicant Data
Applications contain personal information. Limit who can see them, don't leave paper applications at the front counter and use secure storage for online forms. Collect sensitive information, like Social Security numbers or banking details, only after hire as part of onboarding, not on the application.
Job Application Quick Tips
- Ask only job-related questions.
- Use the same form for every applicant for a role.
- Get a signature.
- Store applications securely.
- Review the form every year.
Application Form for Different Roles
| Role type | Add to the standard form |
|---|---|
| Restaurant and retail | Availability grid, weekend and holiday availability |
| Drivers | License information, with consent for a driving record check |
| Skilled trades | Licenses, certifications and tool or equipment experience |
| Office roles | Software skills and writing sample, if needed |
| Management | Supervisory experience and team size |
Using the Application With Your Hiring Software
If you use an applicant tracking system, build the application as an online form with the same questions as your paper version. Applicants can apply from their phones, and you can sort and compare candidates without retyping information. Keep a paper version for walk-in applicants and anyone who needs help applying.
Common Questions About Job Applications
- Do I need an application if I have a résumé? A standard form still helps you compare candidates and collect a signed statement.
- Should I accept applications when I'm not hiring? If you do, say how long you'll keep them on file and apply the same standards.
- Can I ask about salary expectations? In many places yes, but some states and cities restrict asking about salary history. Asking about expectations and asking about history aren't the same, so check local rules.
Getting Started This Week
- Copy the template into a document or online form.
- Remove anything that isn't job-related.
- Add position-specific questions for each role.
- Add your equal opportunity and accommodation statements.
- Have an employment attorney review it.
- Replace every old version with the new one.
Once your form is ready, train every manager who hires to use it the same way and to stick to its questions.
Keep a short note of the date each version was approved, so you always know which form is current and when it was last reviewed.
Hire and Onboard With Updoot
Updoot's applicant tracking keeps applications organized and easy to compare, and hiring and onboarding tools take new hires from offer to first day.