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Employment Application Form Guide: Essential Information for Employers

A comprehensive guide to employment application forms for HR managers, startup founders, and small business owners - learn legal requirements, best practices, and how to avoid common pitfalls.

Introduction

An employment application form is a critical document that helps employers gather consistent information from job candidates and make informed hiring decisions. This standardized form serves as the foundation of your hiring process, collecting essential details about applicants' qualifications, work history, education, and other relevant information. For HR managers, startup founders, and small business owners, understanding how to create and use employment applications properly is crucial not only for finding the right talent but also for maintaining legal compliance and protecting your business from potential liability.

Key Things to Know

  1. 1

    Employment applications are legal documents that can be used as evidence in employment-related lawsuits, so accuracy and legal compliance are essential.

  2. 2

    Applications should be consistent with your employee handbook, job descriptions, and other company policies to avoid contradictions that could create legal vulnerabilities.

  3. 3

    Update your application forms regularly to reflect changes in employment laws, which vary significantly by location and are frequently amended.

  4. 4

    Consider having applicants complete the form even if they submit a resume, as applications provide standardized information and include legal acknowledgments and authorizations.

  5. 5

    Train hiring managers on proper application review procedures to ensure consistent evaluation and avoid discriminatory practices.

  6. 6

    Maintain confidentiality of all application information and store completed applications securely, with access limited to those with a legitimate business need.

  7. 7

    Consider having your employment application reviewed by an employment attorney familiar with the laws in your jurisdiction before implementing it in your hiring process.

Key Decisions

Small Business Owner

Startup Founder

HR Manager in Growing Company

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EMPLOYMENT APPLICATION FORM

[COMPANY LOGO PLACEHOLDER]

[COMPANY NAME]
[Company Address]
[City, State ZIP]
[Phone Number]
[Website]

INSTRUCTIONS

Thank you for your interest in employment with [COMPANY NAME]. Please complete this application thoroughly and accurately. Type or print clearly in ink. Complete all sections, even if you are attaching a resume. Incomplete applications may not be considered.

This application will remain active for [NUMBER] days. If you wish to be considered for employment after that time, you must submit a new application.

If you require a reasonable accommodation to complete this application or during any phase of the application, interview, or employment process, please notify the Human Resources Department.

PERSONAL INFORMATION

Legal Name:
Last: _________________________ First: _________________________ Middle: _________________________

Other Names Used: _________________________________________________________________

Current Address:
Street: _____________________________________________________________________________
City: _________________________________ State: _____________ ZIP: _____________________
How long at this address? ___________

Previous Address (if at current address less than 3 years):
Street: _____________________________________________________________________________
City: _________________________________ State: _____________ ZIP: _____________________
How long at this address? ___________

Contact Information:
Primary Phone: () _____________________ □ Cell □ Home □ Work
Secondary Phone: () _____________________ □ Cell □ Home □ Work
Email Address: _____________________________________________________________________

Emergency Contact:
Name: _________________________________ Relationship: _______________________________
Phone: (_____) _____________________ Email: _________________________________________

POSITION INFORMATION

Position Applied For: ________________________________________________________________

Employment Type Desired (check all that apply):
□ Full-Time □ Part-Time □ Temporary □ Seasonal □ Internship

Availability:
□ Weekdays □ Weekends □ Evenings □ Overnight □ Rotating Shifts

If part-time, specify hours or days available: ____________________________________________

Date Available to Start: //_____

Desired Salary/Wage: $________________ □ Hourly □ Annually □ Negotiable

How did you learn about this position?
□ Company Website □ Job Board (specify): _________________ □ Social Media
□ Employee Referral (name): _____________________________ □ Other: _________________

Have you previously applied to [COMPANY NAME]? □ Yes □ No
If yes, when and for what position? __________________________________________________

Have you previously worked for [COMPANY NAME]? □ Yes □ No
If yes, dates of employment and position: _____________________________________________

Do you have any relatives currently employed by [COMPANY NAME]? □ Yes □ No
If yes, name and relationship: ______________________________________________________

WORK ELIGIBILITY

Are you legally authorized to work in the United States? □ Yes □ No

Will you now or in the future require sponsorship for employment visa status? □ Yes □ No

Are you at least 18 years of age? □ Yes □ No
(If no, you may be required to provide work authorization)

If the position requires, do you have a valid driver's license? □ Yes □ No □ N/A
License Number: _________________________ State: _______ Expiration Date: ____________
Class/Type: ___________________________

EDUCATION HISTORY

High School

Name of School: ___________________________________________________________________
City: _________________________________ State: _____________
Did you graduate? □ Yes □ No □ Currently Enrolled
Diploma/GED: □ Yes □ No Year Received: __________

College/University

Name of Institution: _______________________________________________________________
City: _________________________________ State: _____________
Did you graduate? □ Yes □ No □ Currently Enrolled
Degree/Certificate: __________________________ Major: _______________________________
Minor: ________________________________ Year Received: __________

Graduate School

Name of Institution: _______________________________________________________________
City: _________________________________ State: _____________
Did you graduate? □ Yes □ No □ Currently Enrolled
Degree: __________________________________ Field of Study: __________________________
Year Received: __________

Vocational/Technical/Other

Name of Institution: _______________________________________________________________
City: _________________________________ State: _____________
Did you graduate? □ Yes □ No □ Currently Enrolled
Certificate/Diploma: _________________________ Field of Study: ________________________
Year Received: __________

Additional Education

Name of Institution: _______________________________________________________________
City: _________________________________ State: _____________
Did you graduate? □ Yes □ No □ Currently Enrolled
Certificate/Degree: __________________________ Field of Study: ________________________
Year Received: __________

EMPLOYMENT HISTORY

List your employment history starting with your most recent position. Account for all periods of employment and unemployment for the past [NUMBER] years. Attach additional sheets if necessary.

Current or Most Recent Employer

Employer Name: ___________________________________________________________________
Address: _________________________________________________________________________
City: _________________________________ State: _____________ ZIP: ___________________
Phone: () _____________________
Job Title: ________________________________________________________________________
Supervisor Name: ______________________________ Title: _____________________________
Dates Employed: From (MM/YYYY): / To (MM/YYYY): / or □ Present
Starting Salary/Wage: $___________ □ Hourly □ Annually
Ending Salary/Wage: $____________ □ Hourly □ Annually
Hours Worked Per Week: __________
Job Duties and Responsibilities: _____________________________________________________

Reason for Leaving or Seeking New Employment: _______________________________________

May we contact this employer? □ Yes □ No □ Later (please specify): _____________________

Previous Employer

Employer Name: ___________________________________________________________________
Address: _________________________________________________________________________
City: _________________________________ State: _____________ ZIP: ___________________
Phone: () _____________________
Job Title: ________________________________________________________________________
Supervisor Name: ______________________________ Title: _____________________________
Dates Employed: From (MM/YYYY): / To (MM/YYYY): /
Starting Salary/Wage: $___________ □ Hourly □ Annually
Ending Salary/Wage: $____________ □ Hourly □ Annually
Hours Worked Per Week: __________
Job Duties and Responsibilities: _____________________________________________________

Reason for Leaving: _______________________________________________________________

May we contact this employer? □ Yes □ No

Previous Employer

Employer Name: ___________________________________________________________________
Address: _________________________________________________________________________
City: _________________________________ State: _____________ ZIP: ___________________
Phone: () _____________________
Job Title: ________________________________________________________________________
Supervisor Name: ______________________________ Title: _____________________________
Dates Employed: From (MM/YYYY): / To (MM/YYYY): /
Starting Salary/Wage: $___________ □ Hourly □ Annually
Ending Salary/Wage: $____________ □ Hourly □ Annually
Hours Worked Per Week: __________
Job Duties and Responsibilities: _____________________________________________________

Reason for Leaving: _______________________________________________________________

May we contact this employer? □ Yes □ No

Employment Gap Explanation

If you have any gaps in your employment history of three months or more, please explain:

SKILLS & QUALIFICATIONS

Professional Skills

Please list any skills, qualifications, or experience that you feel would especially qualify you for the position for which you are applying:

Computer Skills

Please list software programs in which you are proficient and your level of proficiency:

Certifications & Licenses

Please list any professional certifications or licenses you currently hold that are relevant to the position:

  1. Type: ________________________________ Issuing Authority: _________________________
    Number: ______________________________ Expiration Date: __________________________

  2. Type: ________________________________ Issuing Authority: _________________________
    Number: ______________________________ Expiration Date: __________________________

  3. Type: ________________________________ Issuing Authority: _________________________
    Number: ______________________________ Expiration Date: __________________________

Language Proficiencies

Please list languages other than English in which you are proficient:

  1. Language: ____________________________
    □ Speak: □ Basic □ Intermediate □ Fluent
    □ Read: □ Basic □ Intermediate □ Fluent
    □ Write: □ Basic □ Intermediate □ Fluent

  2. Language: ____________________________
    □ Speak: □ Basic □ Intermediate □ Fluent
    □ Read: □ Basic □ Intermediate □ Fluent
    □ Write: □ Basic □ Intermediate □ Fluent

PROFESSIONAL REFERENCES

Please provide three professional references who are not relatives.

Reference 1

Name: ___________________________________________________________________________
Relationship to You: _______________________________________________________________
Company: ________________________________________________________________________
Position: _________________________________________________________________________
Phone: (_____) _____________________ Email: ________________________________________
Years Known: __________

Reference 2

Name: ___________________________________________________________________________
Relationship to You: _______________________________________________________________
Company: ________________________________________________________________________
Position: _________________________________________________________________________
Phone: (_____) _____________________ Email: ________________________________________
Years Known: __________

Reference 3

Name: ___________________________________________________________________________
Relationship to You: _______________________________________________________________
Company: ________________________________________________________________________
Position: _________________________________________________________________________
Phone: (_____) _____________________ Email: ________________________________________
Years Known: __________

MILITARY SERVICE (OPTIONAL)

Have you ever served in the U.S. Armed Forces? □ Yes □ No

If yes, please provide the following information:

Branch of Service: _________________________________________________________________
Dates of Service: From (MM/YYYY): /__ To (MM/YYYY): /__
Rank at Discharge: ________________________________________________________________
Type of Discharge: ________________________________________________________________
If other than honorable, please explain: _______________________________________________

Please describe any training or experience received in the military that may be relevant to the position for which you are applying:

ADDITIONAL INFORMATION

Is there any additional information you would like us to consider?

VOLUNTARY SELF-IDENTIFICATION (OPTIONAL)

[COMPANY NAME] is an Equal Opportunity Employer. In compliance with government regulations, we request the following information, which will be used solely for government reporting purposes. Providing this information is completely voluntary, and refusal to provide it will not subject you to any adverse treatment. This form will be kept separate from your application and will not be used in any hiring decisions.

Gender:
□ Male □ Female □ Non-binary/third gender □ Prefer to self-describe: ___________________
□ Prefer not to say

Race/Ethnicity:
□ Hispanic or Latino
□ White (Not Hispanic or Latino)
□ Black or African American (Not Hispanic or Latino)
□ Native Hawaiian or Other Pacific Islander (Not Hispanic or Latino)
□ Asian (Not Hispanic or Latino)
□ American Indian or Alaska Native (Not Hispanic or Latino)
□ Two or More Races (Not Hispanic or Latino)
□ Prefer not to say

Veteran Status:
□ I am a protected veteran
□ I am NOT a protected veteran
□ I choose not to self-identify

Disability Status:
□ Yes, I have a disability (or have previously had a disability)
□ No, I don't have a disability
□ I choose not to self-identify

LEGAL ACKNOWLEDGMENTS AND AUTHORIZATIONS

Equal Employment Opportunity Statement

[COMPANY NAME] is an Equal Opportunity Employer. We consider applicants for all positions without regard to race, color, religion, sex, national origin, age, disability, veteran status, sexual orientation, gender identity, genetic information, or any other legally protected status in accordance with applicable federal, state, and local laws.

At-Will Employment Disclaimer

I understand and agree that, if hired, my employment with [COMPANY NAME] will be "at-will," meaning that either I or [COMPANY NAME] may terminate the employment relationship at any time, for any reason or no reason, with or without cause, and with or without prior notice. I understand that no representative of [COMPANY NAME], other than the [TITLE OF AUTHORIZED PERSON], has the authority to enter into any agreement for employment for a specified period of time or to make any agreement contrary to the foregoing, and that any such agreement must be in writing and signed by both myself and the [TITLE OF AUTHORIZED PERSON] to be valid and binding.

Truth in Application Statement

I certify that all information provided in this employment application, as well as in any accompanying resume, cover letter, or other documentation, is true, accurate, and complete to the best of my knowledge. I understand that any falsification, misrepresentation, or omission of any facts in these documents or during any interviews may be cause for denial of employment or immediate termination of employment regardless of the timing or circumstances of discovery.

Background Check Authorization

I understand that, as a condition of employment consideration, [COMPANY NAME] may conduct a background investigation including, but not limited to, verification of my education, employment history, and criminal record. I hereby authorize [COMPANY NAME] and its representatives to contact my previous employers, schools, references, and other sources to verify the information provided in my application and to obtain any additional job-related information about my qualifications. I release all parties involved from any liability for providing or requesting such information.

Fair Credit Reporting Act Disclosure

I understand that, as part of the application process, [COMPANY NAME] may obtain a consumer report and/or investigative consumer report about me for employment purposes. Such reports may include information about my character, general reputation, personal characteristics, mode of living, and credit standing. I understand that I have the right to request disclosure of the nature and scope of any investigative consumer report obtained. I further understand that [COMPANY NAME] will provide me with a separate disclosure and authorization form specifically related to consumer reports if such reports will be obtained.

Drug Testing Authorization

I understand that [COMPANY NAME] maintains a drug-free workplace and that, if an offer of employment is extended to me, I may be required to submit to a pre-employment drug test. I hereby consent to such testing if required as a condition of employment.

ADA Accommodation Statement

I understand that if I have a disability and require a reasonable accommodation during the application process or to perform the essential functions of the job for which I am applying, I may request such accommodation by contacting the Human Resources Department. [COMPANY NAME] will evaluate any such request on a case-by-case basis.

Data Privacy and Retention Notice

I understand that the personal information I provide in this application will be used for recruitment and selection purposes. If I am hired, this information will become part of my personnel file. If I am not hired, my application and any related documents will be retained for a period of [NUMBER] years, after which they will be securely destroyed in accordance with [COMPANY NAME]'s data retention policy. I understand that [COMPANY NAME] will take appropriate measures to protect the confidentiality of my personal information in accordance with applicable privacy laws.

Electronic Signature Authorization

By typing my name below, I am electronically signing this application. I understand and agree that my electronic signature is the legal equivalent of my manual/handwritten signature on this document and that by electronically signing, I am legally bound by all statements made in this application to the same extent as if I had signed a paper version of this document.

Applicant's Signature: ____________________________________________________________

Printed Name: ___________________________________________________________________

Date: //_____

FOR EMPLOYER USE ONLY

Date Application Received: //_____

Received by: _____________________________________________________________________

Interview: □ Yes □ No Date: //_____

Notes: __________________________________________________________________________

Action Taken: ____________________________________________________________________

New Mexico Requirements for Employment Application Form

Ban the Box Law (New Mexico Criminal Offender Employment Act (NMSA 1978, § 28-2-3))

New Mexico's 'Ban the Box' law prohibits private employers from inquiring about an applicant's arrest or conviction history on an initial employment application. Criminal history inquiries must be delayed until after an applicant has been selected for an interview or a conditional offer of employment has been made.

Equal Employment Opportunity (New Mexico Human Rights Act (NMSA 1978, § 28-1-7))

Employers must not discriminate against applicants based on race, color, national origin, ancestry, sex, sexual orientation, gender identity, religion, age, disability, serious medical condition, or spousal affiliation. Application forms should not request information that could be used for discriminatory purposes.

Federal Anti-Discrimination Provisions (Title VII of the Civil Rights Act of 1964, Age Discrimination in Employment Act, Americans with Disabilities Act, Genetic Information Nondiscrimination Act)

Employment applications must comply with federal laws prohibiting discrimination based on race, color, religion, sex (including pregnancy, sexual orientation, and gender identity), national origin, age (40 or older), disability, or genetic information.

Immigration Status Verification (Immigration Reform and Control Act (8 U.S.C. § 1324a))

Employers must verify the identity and employment eligibility of all employees. Applications should include a statement that employment is contingent upon providing documentation required for Form I-9 completion, but should not request specific documentation prior to hiring.

Pregnancy Accommodation Notice (New Mexico Pregnant Worker Accommodation Act (NMSA 1978, § 50-4A-1))

New Mexico requires employers to provide reasonable accommodations for employees with conditions related to pregnancy, childbirth, or related medical conditions. Applications should not inquire about pregnancy status.

Salary History Inquiry Limitations (New Mexico Human Rights Act (NMSA 1978, § 28-1-7) and Fair Pay for Women Act (NMSA 1978, § 50-4A-1))

While New Mexico does not have a specific law prohibiting salary history inquiries, best practices align with the growing national trend to avoid requesting salary history information on applications to prevent perpetuating wage discrimination.

Social Media Privacy (New Mexico Social Media Privacy Act (NMSA 1978, § 50-4-34))

Employers in New Mexico cannot request or require that applicants provide passwords to personal social media accounts or access to private social media content as a condition of employment.

Medical Marijuana Accommodation (Lynn and Erin Compassionate Use Act (NMSA 1978, § 26-2B-9))

New Mexico's medical cannabis law provides employment protections for qualified patients. Applications should not inquire about medical marijuana card status, and employers cannot take adverse action based solely on an applicant's status as a medical cannabis cardholder.

Age Verification Compliance (Age Discrimination in Employment Act (29 U.S.C. § 621-634))

Applications may request date of birth or age only for legitimate purposes such as verifying that applicants meet minimum age requirements for certain positions. Such inquiries must be job-related and consistent with business necessity.

Disability Accommodation Notice (Americans with Disabilities Act (42 U.S.C. § 12101))

Applications should include a statement that reasonable accommodations are available for qualified individuals with disabilities during the application and hiring process, but should not inquire about disability status before a conditional job offer.

Consumer Credit Report Authorization (Fair Credit Reporting Act (15 U.S.C. § 1681))

If employers intend to obtain consumer credit reports on applicants, they must provide clear disclosure and obtain written authorization. The application should include appropriate disclosure and consent language if credit checks will be conducted.

Background Check Disclosure (Fair Credit Reporting Act (15 U.S.C. § 1681b(b)(2)))

If background checks will be conducted, applications must include a clear and conspicuous disclosure made in a document consisting solely of the disclosure that a consumer report may be obtained for employment purposes, and the applicant's authorization must be obtained.

Military Service Inquiry Limitations (Uniformed Services Employment and Reemployment Rights Act (38 U.S.C. § 4301-4335))

Applications may ask about military service but should not request information about the type of discharge unless there is a bona fide occupational qualification. Discrimination based on military status is prohibited.

At-Will Employment Disclosure (New Mexico common law (Melnick v. State Farm Mut. Auto. Ins. Co., 106 N.M. 726, 749 P.2d 1105))

New Mexico recognizes at-will employment. Applications should include a clear statement that employment is at-will, meaning either party can terminate the employment relationship at any time, with or without cause or notice, unless modified by a written agreement.

Truth in Application Statement (New Mexico common law (fraud and misrepresentation principles))

Applications should include a certification statement where applicants affirm that all information provided is true and complete, acknowledging that false statements or material omissions may result in disqualification or termination if hired.

Workers' Compensation Disclosure (New Mexico Workers' Compensation Act (NMSA 1978, § 52-1-1) and Americans with Disabilities Act)

Applications should not inquire about previous workers' compensation claims, as such inquiries could violate disability discrimination laws unless directly related to the applicant's ability to perform essential job functions.

Genetic Information Protection (Genetic Information Nondiscrimination Act (42 U.S.C. § 2000ff))

Applications must not request genetic information, including family medical history, genetic test results, or information about genetic services received by the applicant or family members.

Language Proficiency Requirements (Title VII of the Civil Rights Act of 1964 (42 U.S.C. § 2000e) and EEOC Guidelines)

If language proficiency is required for a position, applications may inquire about language skills only if they are job-related and consistent with business necessity. English-only policies may be discriminatory unless justified by business necessity.

Drug Testing Disclosure (Drug-Free Workplace Act of 1988 (41 U.S.C. § 8101))

If pre-employment drug testing will be conducted, applications should include notice that job offers may be contingent upon passing a drug test. New Mexico has no specific state law regulating workplace drug testing, but federal contractors must comply with the Drug-Free Workplace Act.

Pay Equity Compliance (New Mexico Fair Pay for Women Act (NMSA 1978, § 28-23-1))

New Mexico's Fair Pay for Women Act prohibits wage discrimination based on gender. Applications should be designed to evaluate qualifications without perpetuating gender-based pay disparities.

Frequently Asked Questions

A comprehensive employment application form should include: applicant contact information, position being applied for, work availability, employment history (with company names, dates, positions, and reasons for leaving), educational background, professional certifications or licenses, skills relevant to the position, references, and a legal disclaimer. You may also include sections for voluntary self-identification for EEO purposes, criminal history questions (where legally permitted), and authorization for background checks. Be sure to include a signature line where applicants certify that all information provided is accurate and truthful.

If you plan to conduct background checks, include a separate authorization section in your application form that clearly explains: what information will be verified (employment history, education, criminal records, etc.), who will conduct the check, how the information will be used, and the applicant's rights under the Fair Credit Reporting Act (FCRA). The authorization must be clear, conspicuous, and separate from other text. Obtain the applicant's signature specifically for this authorization. Some states have additional requirements beyond federal law, so verify local regulations. Remember that background checks cannot be conducted without explicit written consent from the applicant.

Yes, online employment applications are increasingly common and offer several advantages: they streamline data collection, reduce paperwork, allow for easier storage and retrieval of information, and can integrate with your applicant tracking system. However, ensure your online application is accessible to people with disabilities (compliant with ADA and Web Content Accessibility Guidelines), includes the same legal disclaimers and certifications as paper forms, securely stores sensitive applicant information, and allows applicants to review their information before submission. Also provide reasonable accommodations for applicants who may not have internet access or require alternative formats.

Federal regulations require employers to keep all employment records, including applications, for at least one year from the date the record was made or the personnel action was taken, whichever is later. For federal contractors, this retention period extends to two years. If an applicant or employee files a discrimination charge, you must maintain all relevant records until the case is resolved. As a best practice, many employers retain applications for three years to cover various state and federal requirements. Store applications securely, with limited access, to protect applicants' personal information and comply with privacy laws.

While using a standardized application form ensures consistency and simplifies your hiring process, you may need position-specific variations. A basic template can work for most positions, with supplemental sections for specialized roles. For example, positions requiring specific certifications, licenses, or technical skills might need additional questions. Similarly, management positions might include questions about leadership experience. The key is maintaining core compliance elements across all versions while tailoring certain sections to job-specific requirements. This balanced approach helps you gather relevant information while maintaining a standardized process that treats all applicants consistently.

Essential disclaimers for employment applications include: an at-will employment statement (if applicable in your state) clarifying that employment can be terminated at any time by either party; an equal opportunity employer statement affirming your commitment to non-discrimination; a truth certification where applicants acknowledge that providing false information may result in termination or rejection; authorization for reference and background checks; and a statement that the application does not constitute an employment contract. In states with specific requirements, you may need additional disclaimers regarding drug testing, credit checks, or social media policies. Have your legal counsel review all disclaimers to ensure compliance with current laws.