Application forms (Experienced Job Seeker)

Basic points to consider:

Electronic application forms

Most application forms are now digitally available on the company website. In some cases you have to print this out, fill it up on paper and post it in the usual way. If you make a mistake, print out a second copy and start again rather than make an untidy change.

However more often now you have to fill up the form directly on the Internet.

• Security: at some point there should be an assurance that the information you submit will be protected against fraud. If no such notice appears, you should contact the firm to ask about this.
• Fill up each page carefully: for some you'll have to type information into some spaces (fields) while others will involve a drop-down menu that you choose from. 
• Answer all questions. Some fields, often marked by an asterisk,  are compulsory and until you fill them in you cannot proceed to the next page.
• Prepare answers to open-ended questitons - such as 'Why do you want this job?' on a separate word document and copy and paste them into the form. 
• As you complete each page click to move on to the next. Usually there is a back-button to return to the previous page if you want to change something.
• Save your work every few minutes. If you get called away for some reason in the middle save what you have done before leaving the computer.
• Give positive reasons for leaving a previous job: 'I want more scope for career development.' Never slag off a previous employer. 
• When you've finished the whole form you should read it over carefully before clicking on 'Submit'.
• If possible, print a copy of the completed form before you click the submit button so you can check it for mistakes. If you can’t print out the form, keep a copy of the Word document you used to practise your answers on. You can use it for other forms and to help you to prepare for the interview.
• Usually you get an email within a few minutes to acknowledge that your form has gone through.

Some companies still use paper application forms. It's best to get hold of two forms so that you can practise on one first.

Paper (Traditional) application forms

• As soon as you see the advert, ask the company to email or post you a form. That way you can receive the forms through the post, fill them up without a rush, and still return them on time.
• Read any instructions carefully before you start. Then follow them.
• Practise on a photocopy before you do the original. See that the completed form (the fair copy) is clear and tidy. No scores out or changes with Tippex. 
• Fill up all the sections. If a question does not apply to you, draw a neat line through it, or write ‘Not Applicable’.
• Let someone else check the spelling on your draft photocopy before you fill up the real form.
• Post it in good time before the closing date. Even first class mail can take a couple of days.

How to fill up the sections:

Personal details

Include your address with postcode, your telephone number with standard (UK) dialling code and your e-mail address if you have one.

Qualifications

If you did not sit any exams, still note the subjects you studied at school. Your CV (Curriculum Vitae) can help you make sure the dates are accurate. (See the article 'Writing your first CV'.)

Employment history

List all your experience, including voluntary work, part time work and seasonal work. In each case briefly outline your duties. Don’t leave any gaps in the dates.

If you have been unemployed, say so, and mention what you did with your time. Mention any periods when you have been at home caring for family members. Tell about the experience and skills which you gained in this way. These could be relevant to the job you’re applying for. Put this in the Further Information section if there is no space in the Employment History section.

Interests

Mention in particular interests that show skills relevant to the job you are applying for: perhaps organisational skills, reliability, team spirit or even the ability to get up early in the morning! Don't lie - you may be caught out in the interview.

Criminal convictions

Your answers should be totally honest as required by the Rehabilitation of Offenders Act. Many employers use Disclosure Scotland to check up police records.

Health

The form might ask about your health. It might ask you how much you have been off sick from your present job. Answer the questions honestly.

Further information section (such as your experience, skills and training)

This is an open space on the page where you are free to write what you want. You might think this is the most difficult section of the form, since you get no help on what sort of information to give.

If possible, write this part on a word processor so that you can make changes and put in additions as you think of them while keeping a proper beginning and a proper ending. If you must write it by hand, make a draft first and copy it on to the form once you're satisfied with it.

Use this bit as a ‘selling tool’ to help gain an interview. Write something which will catch the employer’s eye. The size of the area on the form shows how important this section is.

When you fill up this part, read the job description and the job advertisement again. Think about the skills, qualities and experience the employer wants. Now think about the skills and qualities you have and which you can offer the company. The article on ‘Knowing your skills’ should help with this.

Include:

• Skills you learned from past work, paid or voluntary. Skills you learned at school, college, university, training.
• Your personal qualities. Are you reliable, hardworking, enthusiastic, honest, motivated?
• Interests which have to do with aspects of the job. Interests which show or highlight your skills and qualities.
• Why you are right for the job; why you want the job. Look at your skills, experience and personal qualities. Use the information you have gathered about the firm. (See the article on ‘Where to look for a job'.)

References

Most employers ask for two referees. If possible choose people who know what you are like as a worker or as a student. At least one should be a manager from your past or present job or a teacher from a school or college where you studied. If this is not possible, then ask somebody in a respected job who knows you well.

If you are working at the moment you may not want your present employer to know that you are applying for jobs. In this case write in your form ‘references can be supplied.’ You can then give the names and addresses of referees if your application gets further.

Check with your referees beforehand that they agree to your naming them. Do not attach open references to your form. Most firms do not accept these.

Declaration

Check that all the statements you have made and the information you have given are correct. There may be a declaration about this above the space for your signature. Read it carefully.  

Accompanying letter

Email or post a short letter along with the application form. Here, mention a couple of points from the application form which show your suitability for the job. See the example 2 letter in the article on ‘Jobsearch Letters’. Keep photocopies for your own reference of both the application form and the accompanying letter.

Checklist for application forms:

• Read the instructions carefully before you start.
• Read the job advertisement and job description before you start.
• Get information about the company before you start.
• Think about the type of person the company wants.
• Practise on a photocopied form.
• Use the same style of writing or printing all through the form.
• State clearly the name of the job you are applying for.
• Keep the form clean and tidy.
• Fill in all sections or write ‘Not Applicable’ if that is the case.
• Plan out the ‘Further Information’ section carefully on a piece of paper. This is where you sell yourself as suitable for the job.
• Check the whole form for mistakes in spelling or grammar.
• Keep a photocopy of the completed form.
• Remember to enclose the covering letter.