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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: ____________________________________________________________________

Washington Dc Requirements for Employment Application Form

Ban the Box (Fair Criminal Record Screening) (D.C. Code § 32-1341 et seq., Fair Criminal Record Screening Amendment Act)

Employers in DC cannot inquire about an applicant's criminal background during the initial application process or before a conditional offer of employment. Criminal background checks can only be conducted after a conditional offer is made.

Marijuana Testing Limitations (D.C. Code § 32-931, Cannabis Employment Protections Amendment Act)

DC employers cannot test job applicants for marijuana use until after a conditional offer of employment has been made, with exceptions for safety-sensitive positions.

Wage Transparency (D.C. Code § 32-1451 et seq., Wage Transparency Act)

Employers must disclose the wage range for positions in job postings and are prohibited from asking about salary history during the application process.

Human Rights Act Protections (D.C. Code § 2-1401.01 et seq., DC Human Rights Act)

Applications must not discriminate based on protected characteristics including race, color, religion, national origin, sex, age, marital status, personal appearance, sexual orientation, gender identity, family responsibilities, genetic information, disability, political affiliation, or status as a victim of an intrafamily offense.

Credit Information Protection (D.C. Code § 2-1402.11(a)(4), Fair Credit in Employment Amendment Act)

Employers are restricted from using credit information for employment decisions with limited exceptions for specific positions.

Unemployment Status Protection (D.C. Code § 32-1361 et seq., Unemployed Anti-Discrimination Act)

Employers cannot discriminate against applicants based on their unemployment status and cannot include statements in job postings indicating that unemployed individuals will not be considered.

Title VII Compliance (42 U.S.C. § 2000e et seq., Title VII of the Civil Rights Act of 1964)

Applications must not discriminate based on race, color, religion, sex (including pregnancy, sexual orientation, or gender identity), or national origin.

Age Discrimination in Employment Act (29 U.S.C. § 621 et seq., Age Discrimination in Employment Act (ADEA))

Applications must not discriminate against individuals 40 years of age or older or request date of birth or graduation dates that could be used to determine age.

Americans with Disabilities Act (42 U.S.C. § 12101 et seq., Americans with Disabilities Act (ADA))

Applications must not include questions about disabilities before a job offer is made and must provide reasonable accommodations for applicants with disabilities during the application process.

Genetic Information Nondiscrimination Act (42 U.S.C. § 2000ff et seq., Genetic Information Nondiscrimination Act (GINA))

Applications must not request genetic information, including family medical history.

Immigration Reform and Control Act (8 U.S.C. § 1324a, Immigration Reform and Control Act (IRCA))

Applications must include language indicating that employment is contingent upon verification of identity and legal authorization to work in the United States, but should not ask about citizenship status during the application stage.

Fair Credit Reporting Act (15 U.S.C. § 1681 et seq., Fair Credit Reporting Act (FCRA))

If background checks will be conducted, applications must include clear notice and obtain written authorization from applicants.

Pregnancy Discrimination Act (42 U.S.C. § 2000e(k), Pregnancy Discrimination Act)

Applications must not discriminate against applicants based on pregnancy, childbirth, or related medical conditions.

Equal Pay Act (29 U.S.C. § 206(d), Equal Pay Act)

Applications should not request information that could lead to gender-based wage discrimination.

Uniformed Services Employment and Reemployment Rights Act (38 U.S.C. § 4301 et seq., Uniformed Services Employment and Reemployment Rights Act (USERRA))

Applications must not discriminate against applicants based on military service or obligation.

Paid Family Leave Notice (D.C. Code § 32-541.01 et seq., Universal Paid Leave Amendment Act)

Applications should include notice about DC's Paid Family Leave program, which provides eligible employees with paid time off for qualifying family and medical leave events.

Language Access Requirements (D.C. Code § 2-1931 et seq., Language Access Act)

Applications may need to be provided in multiple languages based on the demographics of the applicant pool in accordance with DC's Language Access Act.

At-Will Employment Disclaimer (DC Common Law on Employment-at-Will)

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, unless modified by a written agreement.

Sick and Safe Leave Act Notice (D.C. Code § 32-531.01 et seq., Accrued Sick and Safe Leave Act)

Applications should include information about DC's Accrued Sick and Safe Leave Act, which provides employees with paid leave for illness, preventive care, or addressing domestic violence issues.

Minimum Wage Act Notice (D.C. Code § 32-1001 et seq., Minimum Wage Act Revision Act)

Applications should include notice about DC's minimum wage requirements, which are higher than the federal minimum wage.

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.