Applying for work: filling in application forms

Employers use application forms to help them to choose who to interview, so it’s worth taking plenty of time to get it right. When you are filling in the form remember that it will be one of many. Make sure your form doesn’t let you down.

Top tips

• Read the form carefully before you start, and make sure you follow any instructions (for example, use BLOCK CAPITALS when asked).
• Also read the job advert or job description, and have a copy to hand.
• Take the time to fill the form in well, and give as much detail as you can.
• Use black ink. It photocopies well.
• If possible, practice on a photocopy of the form before you complete the original.
• Fill in the form somewhere quiet, you’ll make more mistakes if you can’t concentrate.
• Keep your writing neat and clear.
• Don’t eat or drink near the application form. Jam is pretty hard to remove!
• Never let children or pets near an application form, unless you want it chewed or drawn on!
• Complete all the sections. If a question doesn’t apply to you, draw a neat line through it, or write ‘Not Applicable’.
• Try to make the best use of space in the form. If you need more space use an extra sheet of paper.
• Check your spelling, grammar and punctuation. If possible, get someone else to check your draft before you complete the original.
• Make sure the information you give is truthful and accurate.
• Keep a copy of the completed form to use again when filling in other forms. You can also use it to prepare for questions at the interview.
• Make sure you get the form in by the closing date. Reply to the advert as soon as you can, so that you have plenty of time before you return it.
• Contact your referees before you apply to confirm that they are willing to give you a reference.

Filling in application forms: Guidelines

Personal details

Fill this section in as accurately as you can. Include the postcode in your address, your telephone number with the standard dialing code and your e-mail address, if you have one.

Qualifications

Even if you didn’t sit all or any of the exams, still note down the subjects you took in school. You may have gained some knowledge and skills that the employer will consider useful. However, be prepared to explain why you didn’t sit exams and why you chose those particular subjects.

If you can’t remember the exact years when you sat exams, check with your school pastoral care teacher or college tutor. They might be able to help. If you have gained a Higher pass in a subject, you don’t have to mention the Standard Grade in that subject. Mention exams you are about to sit as well as exams where you already know the results. You can list them according to the date you sat them, or group them by the type of qualification.

Your exam certificate will also list which Core Skills (Communication, Numeracy, Problem Solving, Information Communication Technology and Working with Others) you have achieved. You should also mention these in this part of the application form.

Work experience

All experience matters. Don’t just note any paid work you have, or have had in the past. Note all relevant experience you’ve gained: the paper round, the school organized work experience, any part-time or voluntary work. Some young people, for example, look after younger brothers or sisters after school. This can show an employer that you are mature and reliable.

Often employers want to know about previous work experience because you may have developed skills which could be useful in the workplace. For example, the fact you enjoy experimenting with hair and regularly style your friends’ hair could be a talking point at a salon interview.

Interests 

Don’t write one word answers. They say nothing about you. Try to make it sound as if you are really interested in what you do in your spare time.

Look below at how a hobby can be developed.

I go swimming …

Why? - It’s fun and you get plenty of exercise

When?  - Most weekends and some evenings

Where? - The local pool

Get the idea? Use this simple memory jogger to help boost your answers. There is no need to use all the headings noted above, just pick a few to help improve your entry in this section of the form.

Further information

Most people find this section the most difficult. This section is your chance to say why you should get the job and what you have to offer. It also lets you show how well you match up with what they are looking for in the job advert. Employers are most interested in this section. This is your chance to ‘sell yourself’ as the best candidate for the job. Stress what you can do, not what you can’t. You could include:

• why you want to work in that type of job;
• your relevant skills and personal qualities;
• why you think you’d be good at the job; or
• your career goals, if relevant.  

You could try the exercises in the separate article Knowing Your Skills if you are not sure about your relevant skills.

Declaration

Some application forms have a ‘declaration’ statement just before the signature. You must be sure that all the information you have given is correct before you sign this.

Accompanying Letter 

When you send off the application form, accompany it with a short letter. In this, you might like to highlight a couple of points that illustrate your suitability for the job (as illustrated in the example of a letter to accompany a Curriculum Vitae (CV))

Final note - where to get help

Your local Careers Scotland Centre has qualified staff who can help with this and may even run workshops. Take your form into the centre and let staff have a look. Ask them whether they would interview you and listen carefully to any helpful hints they can offer.