Completing the Application Form

As an experienced recruiter I always found it hard to understand how many people couldn't complete an application form correctly. After all, they'd been sent some information, asked to respond to a set of questions and given guidelines on any particular or peculiar requirements, so why would they still get it wrong?

On occasions we had well over 100 applications for a single job, all of which needed to be read and scored against a set of criteria. A mammoth task which often needed doing quickly. One simple way to reduce the workload was to remove any forms that hadn't been completed according to the guidelines. Harsh maybe, particularly as it was possible that these were from good candidates, but then they hadn't created the best first impression.

How can you make sure that application form you've labored long and hard over doesn't find its way into the trash? Follow these helpful guidelines to make sure your completed application form stays in the right pile:

Always, always make a copy of the form before you start. Whether it's a paper or electronic application form never work on the original until you've planned exactly what you're going to write. The reason is obvious...

Read all the information you've received, including the application form itself, thoroughly BEFORE you start to complete anything. Check where different information goes so you avoid duplication. Look for things like date order required. Employment history sections usually want you to list your current or most recent position first, then work backwards. Other sections such as education or qualifications may ask for these in the opposite order, from earliest to most recent. So check!!

Don't forget the basics — spelling, punctuation and grammar are vital. When completing an electronic application form use a spell checker AND read through to spot those non-spelling errors that slip through (the extra word you forgot to delete when you edited). Use complete sentences with capital letters where appropriate (I not i). With paper application forms there may be specifications about ink color (you may like blue but it's a pig to photocopy) or to use full capitals in a section

Work from a resume or CV that you've already prepared rather than trying to remember everything without any reference material

If you're completing a paper application form check how much space you have for different areas and consider whether this is sufficient. You don't want your information crammed so close together that it can't be read. It's usually okay to continue on a separate sheet of paper that you attach to the form as long as you indicate that you have done this

Electronic application forms offer many challenges. Some boxes may expand to give you more space, others may be a fixed length. There could be rogue formatting in the form such as italics, a different typeface or font size that's been missed when proof reading. So spend some time getting to know the form before you start to complete it

If you're completing an electronic application form make sure you save your work regularly. There is nothing worse than spending time on the form, then losing your internet connection together with all your hard work. If there is no way to save work during inputting, type your information onto a copy of the form then copy and paste into the on-line version so you can complete this part of the process as quickly as possible

When the application form asks for employment dates it's usually acceptable to put month and year rather than exact detail. Avoid just putting the year as this could be misleading

Addresses of previous employers are unlikely to require every detail. In most cases the town will suffice, especially for those employers way in your past, although you may want to give a little more detail for recent employers

Your recent experience is likely to be more relevant for the post, unless you are making a career change, so give more information about this than jobs from several years' ago. With practice it's possible to summarize earlier, more junior roles in just 1 or 2 sentences

If asked for salary details of distant jobs, you don't need it down to the last penny. Rounded amounts are fine

Avoid leaving gaps in your employment history. The recruiter's eye is always drawn to inconsistencies such as this, so don't give them the opportunity to make assumptions or get suspicious. A simple statement such as 'at home caring for my family', or 'not in paid employment' will suffice, and you can expand on anything that's relevant to the position you're applying for in the appropriate sections of the application form

Include voluntary work in your employment history, especially where this was on a full time basis. This is a valuable experience that may have given you skills and experience useful for the position

If asked about your health record be honest. It's easy for this to be checked with your recent employers. Don't assume that a poor health record will go against you, but do be prepared to discuss this at interview if asked

Provide referees if requested, ideally having asked them first. For your current employer you should be able to specify whether they can be contacted before interview or job offer. If this isn't clear, and you don't want contact to be made unless you're offered the job, make sure you say this somewhere on the form and in any covering letter. Employers understand this is a sensitive area and should respect your wishes. A successful candidate will be offered a job subject to references anyway

The most challenging sections to complete on application forms are always those 'free form' areas where you get to sell yourself, perhaps by answering specific questions about your suitability for this position. Where exactly do you start and how much do you write?

Hopefully you have received some information about both the organization and the vacancy in your application pack. This is your first focus:

If you have a job or person specification the company has analyzed the role in detail, and may also have identified elements of the person specification that are essential or desirable, so they're giving you lots of hints. Work through the information and address each essential item on the person specification, demonstrating how you meet this, where appropriate giving a brief example.

Examples don't need to be from recent work history, although it is always useful if they are. Just because you did something 3 jobs ago it doesn't mean you don't still have that skill. Similarly a skill or experience you gained in a voluntary or part-time position, or from a totally different sphere can be just as valid. Someone who was able to organize innovative and exciting parties for groups of up to 50 children definitely has some good planning and organizing skills to offer, so don't sell yourself short.

Try to address as many of the elements on the job description and person specification as you can, especially the essential ones, as short listing may be done against these. Don't worry if you can't hit every last one though.

Some application forms invite you to include additional information as well. If you feel you have important skills or experiences that don't fit into the needs of this particular role, you can include these here, explaining how you feel they could benefit the company. In some cases these additional qualities could set you apart from other candidates.

A word of caution: you should present your skills, abilities and potential in the most positive way that you can when completing the application form, but stay within the realms of truth. If you try to sell yourself way beyond your capabilities or significantly embellish your achievements you're likely to be found out. You'll be interviewed by people who know the job, and they'll be able to spot things that don't ring true.

You may also find you're talking about things that other people know about, such as a conference you attended or a project you were involved in. It would be extremely embarrassing, not to mention the end of your chances, to find out you were being interviewed by someone who not only had first hand knowledge of the experience you were talking about, but also had a very different recollection of it, and your part in it, from your own.

And finally ... before you hit the button or seal the envelope do 2 things:

Give the completed application form a final proof read and general check to see you haven't missed anything AND take a copy so you can remember what you wrote when preparing for your interview!