Job Application Form

An application form for your company: position, contact details, experience, education, references and the applicant's declaration. It leaves out what local rules say an application should not ask.

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Job Application Form: infographic with a sketch of the document, when to use it, common mistakes and the country versions.
3 tables, 1 party, 1 signature.

Country versions

  • International
  • United States *
  • United Kingdom *
  • Korea *
  • Japan *
  • Germany *

* check with local advice

A template, not advice.

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What it is

A job application form is the sheet an employer asks every applicant to complete, so that the answers come in the same order and can be compared fairly. It collects what the employer needs to choose between candidates: the position, how to reach the person, work and education history, skills, references, and a short statement of why they want the job. It ends with a declaration that the answers are true and a note on how the details will be used.

This template is made for the company that hires. Your company name comes from your saved details, and the applicant's fields are left blank for the applicant to fill in on screen or with a pen. Each country version leaves out what local practice says an application should not ask. The generic form and the United States, United Kingdom and German versions have no photo, no date of birth and no marital or family questions; the Korean and Japanese versions keep the customary fields, mark optional ones as optional and add a photo only if you switch it on. Each version ends with the data-handling statement that country expects, in neutral wording.

When to use it
  • You are opening a position and want every applicant to answer the same questions.
  • You take applications on paper at a counter, an event or an interview.
  • You want to remove questions that do not belong in an application, such as photo or marital status.
  • You need a clear statement of how applicants' details are used and for how long they are kept.
How to fill it in
  1. Check your company details and enter the position, the earliest start date and, if you like, how applicants heard of the job.
  2. Choose the country version that fits where the job is based.
  3. Set how many months you keep the form after the process ends, and in Germany add a link to your privacy information.
  4. Read the preview, then print as many blank copies as you need or download the form as Word to adjust it.
  5. Keep completed forms only for the period stated in the declaration, then delete or return them.
Common mistakes
  • Asking for a photo, birth date, marital status or family details because an old form did.
  • Asking for an ID number, bank account or social-security number on the application; these are needed only after hiring.
  • Keeping applications for years without telling applicants, or without a reason.
  • Treating the agreement line as the only legal basis for handling the data; check which rules apply in your country.
  • Using one country's form for a job in another, so questions are asked that the local rules discourage.
Steps at a glance
  1. Fill in
  2. Check the preview
  3. Save as PDF, Word or Excel
Country versions

Pick the country you need. Each version uses the wording and layout commonly found there; a version marked “check with local advice” should be read by someone who knows the local rules before it is used.

  • International (XX): Written in English, Korean, Japanese, German
  • United States (US): Written in English – check with local advice
  • United Kingdom (GB): Written in English – check with local advice
  • Korea (KR): Written in Korean, English – check with local advice
  • Japan (JP): Written in Japanese, English – check with local advice
  • Germany (DE): Written in German, English – check with local advice

Designs

The same form in several designs. The fields and the wording stay the same; only the look changes.

  • Boxed form
  • Ledger
  • Compact
  • Banner
  • Warm
  • Plain (black and white)
  • Modern
  • Formal
  • Side band
  • Classic
  • Minimal
  • Executive

Your details fill it in

Fields that ask for your name, address or company details are filled from My details, so you do not type them again; you can still change any field for one form. Signed in, your details stay in your account; otherwise they stay in this browser only. A passport, identity or social security number is never saved.

Questions

Why is there no photo or date of birth?
They are not needed to choose between candidates, and asking can lead to unequal treatment, because of age or appearance, for example. Several countries discourage or restrict these questions. The Korean and Japanese versions keep an optional date of birth, and a photo box you can switch on if the job really needs one.
How long may I keep applications?
Keep them only as long as you need them for the selection and for a reasonable period afterwards, and say how long on the form. The form lets you enter the months. In Germany about six months is common because discrimination claims have short deadlines. Longer storage for other openings needs the applicant's voluntary agreement.
Is the agreement line the applicant's legal consent?
Not necessarily. Whether consent is needed, or another basis applies, depends on your country. The line here confirms that the applicant has read how the details are used. Where the law asks for voluntary consent, as for a German talent pool, the form has a separate, optional box.
Is this legal advice?
No. It is a general template. Rules on hiring questions and on handling applicants' data differ by country and sometimes by state or region, so check them or ask a qualified adviser before you use the form.
Is this form legal, tax or accounting advice?
No. It is a template: it gives you the usual structure and wording, not advice. Rules differ by country and case, so have someone qualified read anything that matters before you sign, send or file it.
Which countries and designs does it come in?
It comes in 6 country versions: International, United States, United Kingdom, Korea, Japan, and Germany. 12 designs.

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A form is a template, not legal, tax or accounting advice. Rules differ by country and case.