Application forms

How to make your application stand out from the rest

Some employers ask for an application form instead of a CV. Application forms allow employers to compare candidates easily, as they are all answering the same questions. Many public sector organisations use application forms but some private sector ones do too. Remember, you’ve still got to sell yourself on an application form, just as much as you do on a CV.

Why can't I just send a copy of my CV?

Don’t be tempted to send back an incomplete application form with your CV attached. If the employer has requested a completed application form, that’s what they want! Attaching a CV suggests you can’t be bothered to fill in the form and you can’t follow simple instructions – not a very good first impression to make….

How can I make mine stand out from the rest?

• Follow the instructions on the form. If you don’t, the employer will probably stop reading. If it says write in black ink or in block capitals, do so!

• You won’t need a covering letter if there is a section on the application form where you can provide additional info such as why you want to work for them. If there isn’t an additional info section, you could include a covering letter explaining why you want to work for the organisation and what skills and experience you can bring to the job

• Photocopy the original form and do a rough version. When you come to fill in the real form you'll need to get it right first time, so there are no crossings out or Tippex

• Write neatly! If your handwriting is difficult to read you could use block capitals or get it typed

• Use black ink unless asked otherwise. Black ink is easier to read if the employer photocopies it

• Keep the original form clean and tidy! Don’t leave it lying around for people to spill food on or put coffee cups on. And keep it away from children or pets!

• Use block capitals for personal details

• Spelling or grammatical errors are some of the most common reasons for getting rejected. Ask someone to check over the form before sending

• Photocopy the form before sending it off. If you get an interview you’ll want to remind yourself what you wrote

• Send it in an envelope big enough to hold it without folding it. If it’s folded it will look untidy

• Make sure you get education and work history dates right, so it all makes sense

• Don’t forget to sign the form!

Any advice on answering the questions?

• If the boxes don’t give you enough space to put all you need into them, continue on a separate sheet. Put your name on this sheet and attach it to the main form

• Read the questions carefully to make sure you understand exactly what the employer is looking for. It will give you an idea if you refer back to the job description and person specification

• Look out for multiple questions within one question and make sure you answer all aspects of the question

• Use a range of examples from your work and personal history – this shows you’re a well-rounded person with varied experience

• Watch out when cutting and pasting from previous application forms. The emphasis of the questions and the way you presented yourself might have been slightly different. The employer may be confused by your answer or able to tell you’ve cut and pasted it and will not be impressed!

• Fill in every part of the form. If a section doesn’t apply to you, write N/A (not applicable) in the box – this shows you’ve considered it and haven’t just forgotten

• Use active language (verbs rather than nouns), short sentences and short words. Don’t waffle or use too much jargon

What about my qualifications?

• Start with your most recent qualification or period in education

• Make sure you include grades if you got a good mark – GCSE grade C or above; if you passed but didn’t get a particularly good grade - and the form doesn't specifically ask for grades - you can just list them as subjects you passed

What about my previous employment or work experience?

• List your jobs in date order, starting with your present or most recent job

• Summarise the main responsibilities and achievements using "power words" like ‘overhauled’, ‘delivered’, ‘exceeded’, ‘co-ordinated’, ‘implemented’, ‘instrumental’, ‘directed’ and ‘led’

• If you’ve had a number of jobs or space is limited you don’t need to list the older jobs fully; summarise them or group them together

What about my interests and hobbies?

• Choose activities that reflect your personality and show you’re well-rounded and capable

• Good examples of what to put in this section include membership of societies, social clubs, sports clubs; and voluntary work. Think about how the skills you used in these activities might be useful to the employer – eg problem solving, project management, time management, communication skills

• Don’t list incredible achievements – you’re trying to appear human in this section and no-one likes a brag

• Don’t include things like membership of political activism organisations. You may be proud of your beliefs but the employer may not share your views. You could show how your skills have developed by membership of this society, but keep the name of it anonymous

• Use those power words again!

What do they mean by additional information?

Most application forms contain a section where you can include other info relevant to your application. Read the instructions on what they want from you. Refer back to the job description and person specification and ensure you address most of the points. You could also look on the organisation’s website to see what the work culture is and what they want from their employees.

Employers are usually looking for:

• relevant additional skills, aptitudes and experience (include examples)

• why you’re attracted to this particular job (don’t put ‘the money’!)

• what you can offer the employer

• what your long-term career goals are.

Don’t repeat info already included. Structure it well so it’s easy to read.

What about referees?

• Follow the instructions - most forms ask for two referees. Both might need to be employers, or one might need to be an academic or even a personal referee from a professional person who knows you well, such as a teacher

• Check with your referees first that it’s ok with them. You could also tell them beforehand what your career aims are, so they know what to include in their reference

• Include full contact details for referees.

What if I've got a criminal record?

The law about criminal records is complicated and you should get advice from careers advisors or the Citizens’ Advice Bureau. If your convictions are not ‘spent’ you should disclose them.

If your convictions are spent you may not need to disclose them, apart from certain exempt jobs such as jobs working with children and other vulnerable people, health care jobs, jobs in the legal profession; with these jobs you always need to disclose convictions, even if they are spent. However, the application form should make this clear.

How do I answer any medical questions?

Be honest about all health information. Employers are trying to find out if a medical check will be necessary. If you have any doubt about health questions, speak to your doctor.

Why have they sent me a form about my ethnic background?

Organisations often ask you to fill in an ethnic background form. This is not used for selection and is usually used by the human resources department to check they are receiving applications from all sections of the community.

What about online application forms?

Fill in online forms with the same care and attention as handwritten ones. But there are a few additional hints and tips:

• keep a copy of any passwords you need

• print off a copy and jot down ideas on it (saves internet connection time!)

• check your answers using spell check on a word processor

• print off a copy of the completed form to refer to before interview

• make sure the info you send will be secure

• save the info every few minutes to avoid losing it in the event of a system failure

• don’t use a jokey e-mail address to send it from!

• check your form before sending, paying attention to drop-down menus – one slip of the mouse can choose the wrong option for you

Phew! why does it take so long?

Filling in your first application form may take most of the day. However, it should take less time the next time you fill one in, as you’ll be familiar with your skills, experience, strengths and weaknesses. You might also be able to cut and paste paragraphs into other applications. But make sure it’s relevant and doesn’t mention the wrong employer or job.

I need some help - who can I talk to?

If you've got an application form and need some advice, call us on 0800 100 900. We're here from 8am to 10pm seven days a week so even if you're at work all day, you can still call us in the evening or at the weekend. Or you can email an adviser.