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  • Writer's pictureiBrainy Team

Employee Job Application Form: Free Word Template & PDF

These free employee job application forms and templates will streamline your hiring process. With a simple and easy-to-use PDF format or Word Format, you can start collecting job applications from potential candidates today. Also, this guide will teach you how to adjust the application form to your specific needs.

Download The Free Employee Job Application Form

New employee filling out employee job application form

Table of content:

  1. Introduction

  2. Why use an employee application form?

  3. DOWNLOAD the Free Employee Job Application Form

  4. What information should be included in the form?

  5. Questions you can write on Employee Job Application Form

  6. Advanced Questions You Can Ask

  7. How to Customize the Template for Your Business

  8. Tips for Reviewing and Selecting Candidates

  9. Best Practices for Maintaining Compliance with Employment Laws

  10. The Importance of Employee Application Forms

  11. Best Practices for Creating Employee Application Forms for Deskless Workers

  12. How iBrainy Enhances Employee Application Form Processes

  13. Conclusion

  14. Legal Disclaimer


Streamline your hiring process with our comprehensive guide on Employee Job Application Forms. In this blog post, we'll provide you with a free Word template, PDF, and valuable insights on crafting the perfect application form to attract top talent.

Discover best practices for creating a user-friendly form that gathers essential information about potential candidates while maintaining compliance with employment laws. Let's dive in and explore how you can optimize your recruitment efforts with a well-designed Employee Job Application Form.

Why use an employee application form?

Using an employee application form is a crucial step in the hiring process. It allows you to collect important information from potential candidates, such as their work experience, education, and contact information. This information can help you determine whether the candidate fits the position and your company. Additionally, having a standardized application form can help ensure that all candidates are evaluated fairly and consistently.

Download the Free Employee Job Application Form

Employee Job Application Form
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Employee Job Application Form
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What information should be included in the form?

The employee application form should include basic information such as the candidate’s name, contact information, and work experience. It should also include questions about the candidate’s education, skills, and qualifications for the position. Other important information to include may be the candidate’s availability, references, and any relevant certifications or licenses. It’s important to tailor the form to the specific position and company needs while also ensuring that it complies with any legal requirements for hiring.

Once you have all the relevant information, you can conduct a better interview and show yourself as a good manager who is prepared and interested in a potential employee.

New employee training in a coffee shop

Questions you can write on Employee Job Application Form

When creating an Employee Job Application Form, it's essential to ask relevant and concise questions that help you gather important information about potential candidates. Consider including the following questions on your form:

  1. Personal details: Full name, address, phone number, and email address.

  2. Eligibility: Are you legally authorized to work in the United States?

  3. Position and availability: What position are you applying for, and when are you available to start work?

  4. Employment preferences: Are you seeking full-time, part-time, temporary, or seasonal work?

  5. Previous employment: Please provide information on your last three employers, including company name, position, dates of employment, and reason for leaving.

  6. Education background: List your high school, college, or other relevant educational institutions, including graduation dates and degrees earned.

  7. Certifications and skills: Do you have any professional certifications or specialized skills relevant to the position?

  8. References: Provide contact information for three professional references who can attest to your work experience and qualifications.

  9. Work schedule: Are you available to work evenings, weekends, or holidays, if required?

  10. Accommodations: Do you require any accommodations to perform the job's essential functions for which you are applying?

Remember to keep your application form clear, concise, and compliant with applicable laws and regulations. By asking the right questions, you can gather valuable insights about candidates and streamline your hiring process.

Advanced Questions You Can Ask

Incorporating advanced questions on your Employee Job Application Form can provide deeper insights into an applicant's suitability for the position. Consider including the following advanced questions on your form:

  1. Career objectives: What are your short-term and long-term career goals, and how does this position align with them?

  2. Relevant experience: Describe a specific project or accomplishment in your previous roles that demonstrate your aptitude for the position you are applying for.

  3. Problem-solving skills: Provide an example of a challenging situation you faced at work and explain how you resolved it.

  4. Teamwork abilities: Share an experience where you successfully collaborated with colleagues to achieve a common goal. Teamwork is important to improve employee satisfaction and relations.

  5. Leadership experience: Have you held any leadership roles in your previous positions? If so, please describe your responsibilities and achievements.

  6. Adaptability: Describe a situation where you had to adapt to a significant change in your work environment or responsibilities.

  7. Conflict resolution: Explain how you have previously resolved conflicts or disagreements with colleagues or supervisors.

  8. Motivation and work ethic: What motivates you to perform at your best in the workplace, and how do you maintain a strong work ethic?

  9. Job-specific knowledge: How have you stayed up-to-date with industry trends and developments relevant to the position you are applying for?

  10. Cultural fit: How do your values and work style align with our company culture and mission?

Including these advanced questions can help you, as a manager, to better understand an applicant's qualifications, experience, and compatibility with your organization. Be sure to strike a balance between gathering comprehensive information and keeping the application form concise and user-friendly.

How to Customize the Template for Your Business

To customize the employee application form template for your business, start by reviewing the questions included and removing any that are not relevant to the position you are hiring for. You can also add additional questions that are specific to your company or industry. Make sure to include any legal requirements for hiring, such as equal opportunity and anti-discrimination policies. Once you have customized the form, save it as a PDF and start collecting job applications from potential candidates.

New Restaurant cook with his boss

Tips for Reviewing and Selecting Candidates

Reviewing and selecting candidates is a crucial step in the hiring process. To ensure you choose the most suitable applicants for your organization, consider the following tips:

  1. Establish clear criteria: Develop a set of specific criteria that align with the job requirements and your organization's values. Use these criteria to assess each candidate consistently and objectively.

  2. Required skills and qualifications

  3. Relevant experience

  4. Cultural fit

  5. Soft skills, such as communication, problem-solving, and teamwork

  6. Review applications thoroughly: Carefully read each candidate's application materials, including resumes or forms, cover letters, and any additional documentation. Look for evidence of the established criteria and take notes to help with later comparisons.

  7. Conduct structured interviews: Use a structured interview format to ensure all candidates are asked the same questions, allowing for a fair and consistent evaluation. Prepare open-ended and behavior-based questions that encourage candidates to share their experiences and demonstrate their skills.

  8. Check references: Contact each candidate's professional references to verify their employment history, job performance, and work ethic. Prepare a list of questions to ask references to gather consistent information about each applicant.

  9. Assess cultural fit: Evaluate how well a candidate's values, work style, and personality align with your organization's culture. Consider using personality assessments or situational judgment tests to gain further insights into a candidate's compatibility with your team.

  10. Involve team members: Include key team members in the selection process to gather diverse perspectives and ensure a candidate is a good fit for the team they will be working with.

  11. Communicate with candidates: Maintain open communication with candidates throughout the selection process. Keep them informed about their status and provide feedback when appropriate. Note that Millennials and Gen Z require even higher communication levels.

  12. Take your time: Avoid rushing the selection process. Give yourself ample time to evaluate each candidate thoroughly, make informed decisions, and avoid costly hiring mistakes.

By following these tips, you can effectively review and select the most qualified candidates for your organization, ensuring a strong and productive team that contributes to your company's success.

Best Practices for Maintaining Compliance with Employment Laws

Maintaining compliance with employment laws is essential for protecting your business and employees. Adhering to these regulations helps create a safe and equitable work environment while reducing the risk of legal issues. Here are some best practices for ensuring compliance with employment laws:

  1. Stay informed: Keep up-to-date with the latest federal, state, and local employment laws and regulations that apply to your business. These may include wage and hour laws, anti-discrimination statutes, workplace safety regulations, and family and medical leave provisions.

  2. Create clear policies: Develop comprehensive, easy-to-understand policies aligning with employment laws. Make sure these policies are documented in your employee handbook and accessible to all employees.

  3. Anti-discrimination and harassment policies.

  4. Workplace safety procedures.

  5. Compensation and benefits guidelines.

  6. Leave policies, including family, medical, and personal leaves.

  7. Train employees and managers: Regularly conduct training sessions to educate employees and managers on their rights and responsibilities under applicable employment laws. Ensure everyone understands the importance of compliance and the potential consequences of non-compliance.

  8. Implement consistent practices: Establish fair and consistent practices for hiring, promotions, terminations, and other employment-related decisions. Consistency helps minimize the risk of discrimination claims and ensures equal opportunities for all employees.

  9. Maintain accurate records: Keep detailed and accurate records of employee information, such as hours worked, wages paid, and any disciplinary actions taken. Proper recordkeeping is essential for demonstrating compliance with employment laws.

  10. Establish reporting and complaint procedures: Implement a clear process for employees to report potential violations of employment laws or company policies. Encourage employees to come forward with concerns and ensure all complaints are investigated promptly and thoroughly.

  11. Regularly review and update policies: Periodically review your company's policies and procedures to ensure they remain in compliance with current employment laws. Update your employee handbook and training materials as needed to reflect any changes.

By following these best practices, you can maintain compliance with employment laws and foster a safe, inclusive, and equitable work environment for all employees.

The Importance of Employee Application Forms

When hiring deskless workers, it's crucial to have a well-structured employee application form to gather essential information about prospective candidates. A properly designed form can:

  1. Streamline the hiring process: By collecting relevant information about applicants, employers can easily compare and assess candidates, speeding up decision-making.

  2. Ensure legal compliance: Employee application forms help employers gather the necessary information to confirm that candidates are legally eligible to work in the United States.

  3. Provide a foundation for onboarding: The data collected from application forms can be used to create personalized onboarding experiences, fostering engagement and long-term success for new hires.

Best Practices for Creating Employee Application Forms for Deskless Workers

  1. Focus on the essentials: Keep your application form concise and straightforward. Request only the most crucial information, such as personal details, education, employment history, and references. Avoid asking for sensitive information, like Social Security numbers, unless necessary for hiring.

  2. Optimize for mobile: Since deskless workers often rely on smartphones, ensure your mobile application form is mobile-friendly.

  3. Implement clear instructions: Provide clear instructions for completing the form, including any required documents or additional steps to be taken.

  4. Use conditional logic: Implement conditional logic to show or hide questions based on previous answers. This can make the form more efficient and user-friendly.

  5. Keep accessibility in mind: Design your application form to be accessible to all users, including those with disabilities. Utilize features such as alt text for images and properly structured headings.

  6. Include an applicant's statement: Add a section for the applicant to certify that the information provided is accurate and complete. This can help protect your company from potential legal issues.

  7. Test and refine: Regularly test your application form to ensure it functions correctly and provides a seamless user experience. Collect feedback from users and make necessary adjustments.

How iBrainy Enhances Employee Application Form Processes

iBrainy is a powerful employee management app designed to simplify the process of creating and managing employee application forms. Its features include:

  1. Generative AI for creating quizzes and training materials: iBrainy's AI-powered features can help you generate engaging quizzes and training materials for prospective employees, making the onboarding process more effective.

  2. Employee scheduling: Easily plan work shifts for your deskless employees, ensuring smooth operations and optimal staffing levels.

  3. Time tracking: iBrainy's time tracking feature enables you to monitor employee hours accurately, ensuring compliance with labor laws and accurate payroll processing.

  4. Compliance and Safety: Stay up-to-date on the latest compliance and safety regulations, and ensure that your deskless employees receive the necessary training to adhere to these standards.

  5. Employee engagement and communication: Foster a positive work environment and keep your deskless employees engaged through streamlined communication channels and updates provided by iBrainy.

  6. Forms and read & sign: Create custom forms for various purposes, such as employee evaluations and incident reports, and track when employees have read and signed important documents.

  7. HR features: Manage employee records, benefits, and other HR-related tasks using iBrainy's built-in HR features.

  8. Advanced analytics: Make informed decisions based on data-driven insights provided by iBrainy's advanced analytics tools.


In conclusion, a well-crafted Employee Job Application Form is crucial for streamlining your hiring process and gathering essential information about potential candidates. With our free Word template and PDF, you can easily create a customized application form tailored to your organization's needs.

By focusing on clarity, conciseness, and compliance, you can attract the best talent and ensure a smoother recruitment experience. Download our free template and PDF today to optimize your hiring process and discover top candidates that will contribute to your company's success.

Legal Disclaimer:

The content provided on, including templates, forms, and resources, is for informational purposes only and is not intended as legal, financial, or professional advice. While we strive to ensure the accuracy and reliability of the information on our website, does not guarantee the completeness or suitability of the content for any specific purpose. By using this website, you agree to hold and its affiliates harmless from any claims, losses, or damages resulting from the use of the information provided. We strongly recommend consulting with a qualified attorney, financial advisor, or other professional for advice tailored to your individual situation.

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