Top 15 Employee Application Templates | 2023

Employee application templates make it easier to collect the same information from each candidate. Using the same template for each employee allows you to keep all of your hiring processes more organized. To get the right information from applicants, it’s critical to know what to include on an employee application template. 

Below is the table of content.

What is the significance of an employee application template? 

A good employee application includes all of the information required to consider an applicant. Employers begin by developing templates that request specific information about the candidate, such as contact information and work history.

Using an employee application template ensures that the employer receives the necessary information from each candidate in the same format, making it easier to determine if they meet the requirements.

It is common to request that candidates complete an employment application in addition to submitting a resume. 

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Employee applications that are commonly used

Applicants may submit either solicited or unsolicited employee applications. Employers typically use these methods to obtain applications.

The preparation and gathering of forms required during the application process is an important detail that you must attend to if you intend to hire employees.

Main Application:

The primary employment application is a form that allows you to quickly determine whether an employee is qualified to come in for an interview.

It serves as a supplement to the employee’s resume while also providing the information needed to conduct background and credit checks.

Personal information about the candidate, including Social Security and driver’s license numbers, educational history, and a list of previous employers, are all required components of a proper employment application.

You can include almost any question about the candidate that you need to know, such as whether he is willing and able to do the heavy lifting.

You can request a list of skills, accomplishments, and organisations to get a more comprehensive picture of the applicant’s diverse abilities. A sample application form can be found in the Resources section.

Form for Information Release:

An information release, also known as an application waiver, is a form that must be submitted in addition to your main employment application. It is a legal document that permits you to conduct additional background checks on the candidate.

When conducting credit and background checks, you must provide a copy of this signed form to prove that you have the legal authority to access this information.

If you intend to require drug testing, you can include a clause in this employment application form to obtain permission.

W-4 Withholding Certificate:

The Employee’s Withholding Allowance Certificate is another form that some employers provide during the application process (W-4).

Also, the W-4 form tells you how many withholding allowances the applicant wants to claim if hired so that your company can properly withhold federal and state taxes from the new employee’s regular check.

There are the forms which employee application forms come in: 

Online: Applicants fill out job applications on company websites and job boards.

Paper: Candidates fill out a paper application form on-site or at a job fair kiosk. Following that, candidates should be prepared to interview.

Email: Instead of filling out an application form, the applicant sends a cover letter and resume to the employer via email.

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Resume vs job application

Some employers and recruiters require candidates to submit a job application or a resume. So, what’s the distinction?

An employee application requests specific information about a candidate, whereas the candidate entirely creates a resume. The candidate has the option of including or excluding information from their resume.

However, to be considered for a position, they must answer all questions on a job application.

Requesting a candidate’s resume and completing a job application can provide you with additional information about the job seeker. You can also cross-reference their data.

Using both documents may provide you with more information about the candidate. Additionally, you can tailor future questions to the candidate based on information found on a resume and application.

What should an employee application template include? 

Finding good employees necessitates precisely defining what you expect from a candidate. Here are some fundamental elements to include in your employee application template: 

#1. Getting in Touch:

Begin by including lines for applicants’ contact information in your job application template. You will require their full name, address, phone number, and email address. Include an optional line indicating the best time of day to contact them and their preferred method of contact.

#2. Title of the position

Include this section to make it easier to sort through applications, especially if you’re hiring for multiple positions at once. Candidates can also apply for multiple job openings if they are similar.

The number of applicants can be determined by sorting job applications by position titles. Knowing how many candidates there are allows you to estimate how much time it will take to create a shortlist of qualified candidates.

#3. Background in education

Include a section for a candidate to fill out their educational background. Add lines for their degree or diploma, the name of their school, the year they graduated, and, if applicable, they’re major. Add multiple education sections so that candidates can detail their post-graduate degrees.

#4. Experience on the job

The job experience section allows the candidate to go into greater detail about their work history. Allow the candidate to make a list of previous job titles, companies, dates of employment, and a brief description of duties.

Add a line for their supervisor’s phone number or email address to verify employment information. Add optional lines for their starting and ending pay if you want to get a sense of their salary range. If you need to run background or reference checks, include an address line.

#5. Certifications

Include a section on a candidate’s certifications, particularly if they are required for a specific job. Include lines for the title of the certification or license, the granting body, and the data obtained.

It is optional to include a skills section. Allow candidates to list a few of their best skills to determine if they’re a good fit.

#6. Availability

Include a section for the candidate’s possible start date. You must ensure that they are available when you require a new hire to begin. You can also prepare for their orientation and onboarding by learning about their availability. 

Employee Application Template

To make your job easier, create a standard employee application template. Consider some of the information you might request from applicants:

  • Formal name
  • Address, phone number, and email address are required.
  • Eligibility to work in the United States Schools attended, degrees earned, and graduation dates.
  • Qualifications
  • Accessibility (when can the candidate start working)
  • Previous companies at which I worked Previous positions held Previous dates of employment.
  • Permission to contact a former employer
  • Salary Expected
  • References

List of Questions in a Job Application Form.

Many job application forms also include questions to help you learn more about a candidate. The questions you ask may differ depending on the job order. Here are some questions to include on a job application form:

  • What motivates you to work for [Company]?
  • Tell me about a time when you had to make a tough choice.
  • Why do you wish to leave your current position?
  • Can you tell me about your most recent teamwork experience?
  • Describe your ideal boss.
  • Tell me about a personal accomplishment that you are particularly proud of.
  • What are your strong points, and how would they help you in this position?

It might be a good idea to limit your questions to the most important ones. You can ask more traditional and behavioural interview questions as the candidate progresses through the pipeline.

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Employee application frequently includes competency questions. Here are some examples:

‘Kindly describe a previous situation in which you worked as part of a team. Describe the role you played.’

‘Describe a time when you explained something complex to a group or individual; demonstrate how you assisted them in understanding this concept.’

Also, ‘Describe a time in your life when changes force you to try something new or different. Describe what you did and how you dealt with it.’

Employers ask these questions to get a sense of how you would operate in the workplace and interact with others. The STAR method (Situation, Task, Action, and Result) can assist you in writing effective responses to competency questions.

What not to ask on an employee application

When asking applicants for information, you should proceed with caution. You should never inquire about anything illegal or private.

Do not ask candidates about their race, gender, age, religion, or disability. This could result in unintentional discrimination, which could lead to a lawsuit.

Many states have recently prohibited employers from asking candidates about their current or most recent salaries. Do not ask the candidate how much money they make. However, you can inquire about their salary expectations. For more information, contact your state.

In some states, asking candidates on an employment application form if they have ever been convicted of a crime is also illegal. Before you begin drafting the form, make sure you are familiar with the laws of your state.

Useful Hints for Using an Employee Application Template:

  • Make a generic application available for applicants to download, fill out, and email back, print and return physically, or print it out and hand it to potential applicants.
  • Share this information to do it all electronically, via download and email if you use job posting sites for advertising your job.
  • To ensure that applicants meet your requirements, compare the responses you receive on the generic application form immediately to your job description.
  • Check completed application forms immediately to ensure that they are filled out correctly and that candidates meet the minimum requirements.
  • Before deciding who to interview, compare your favourites side by side.
  • Keep good applications on file even if you can’t hire the applicant right away – it’s always a good idea to have a pool of potential employees on hand in case of a hiring emergency.

That should be all you need to replace your old employee application form with new printable applications or to start using them at your business and cross another task off your new hire checklist.

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Top 15 Employee Application Templates 

Here are 15 examples of employee application templates you could use: 

When necessary, you can use this basic job application form. It’s a one-page form with personal information, whether your former employee can be contacted and what type of job you are looking for.

Employee Application Template

Template 2

The template allows you to collect all necessary information about the candidate, including the type of jobs desired.

employee application template

Template 3

This employee Application template requests applicants’ contact information, referrals, availability, employment eligibility status, and health information.

employee apllication template

Template 4

This simple employee application template is used to collect personal information from a potential employee.

Employee application template

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Template 5

This is a simple job application template designed to generate leads and applications. Very beneficial to your human resources department.

employee apllication template

Template 6

Employee Application Form, which asks the job seeker basic questions to understand their profile and what types of jobs they are looking for.

Employee applcation template

Template 7

This Employee Application Form gives you the candidate’s personal and contact information and background information.

Employee Application Template

Template 8

Here’s a lovely employee application template that will help you find new employees quickly. Ideal for recruiters.

Employee Application Template

Template 9

A straightforward employee application Form that collects personal and contact information, educational background, current employment status, and desired position.

Employee Application Template

Template 10

A job application form allows the user to collect all of the information about a prospective employee.

Employee Application Template

Template 11

Employers use a basic employment application form to collect information about job applicants, including personal information.

The Simple employee application template contains the essential candidate fields, allowing you to collect applicants’ contact information as well as the position they are applying for.

Learn about your candidates’ work history and other skills. You can select a great candidate using this Employment application form.

Employee Application Template 11

Do you want to hire someone and find out when they can start? This is the template for you!

Employment Application Template 12

An employee application template allows the user to collect all of the information about a prospective employee.


Employee application templates aid in the pre-screening of job applicants and the creation of more complete candidate profiles. You can use them to: 

  • Reduce your applicant pool based on job-related skills and experience.
  • Identify dealbreakers (via knockout questions) so that you can qualify candidates who are a good fit for the role.
  • Connect with truly qualified candidates who can show you samples of their work or explain how their experience relates to the position. 

Yes-or-no, open-ended, multiple-choice, and upload questions are the most common types of questions (e.g. uploading a work sample.) Avoid asking illegal interview questions on employee application forms or at any other time during the hiring process. 

Frequently Asked Questions Concerning Employee Application Templates In 2023

Do employers request for resume and cover letter when hiring?

It is ultimately up to you whether or not to review a cover letter. Many employers require a resume as well as a cover letter. This is because a cover letter frequently fills in details about an applicant’s job experience that a job form or resume cannot. Whether or not a cover letter is requested, many job candidates include one.

Is job application forms important for hiring?

When you’ve decided to hire, consider using a job application form. This way, you’ll be ready to hand out job applications to candidates. Because an employee application form is based on a template, it is possible to compare the job applications of multiple applicants more easily than resumes.



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