How To Create Job Application Form (With Templates)

Having trouble finding important details in a stack of messy resumes?

Not sure how to compare candidates fairly when every application looks different?

A job application form template can be your solution.

It helps businesses collect clear and organized information from every applicant, making hiring faster and easier.

This guide will explain how these forms simplify hiring, what to include, and how employers can adjust them for different job roles.

What is a Job Application Form Template?

A job application form template is a ready-made document that employers use to gather key details from job applicants.

Instead of asking for resumes in different styles, employers use this form to get clear and structured information such as:

Name and contact details
Education and qualifications
Work experience
Skills and certifications
References

This makes it easier to compare applicants fairly and speeds up the hiring process.

Keeping all information in the same format also helps with better record-keeping for future hiring needs.

Why is a Job Application Form Important for Employers?

Using a job application form template benefits employers in several ways:

1. Fair and Legal Hiring

A job application form keeps the hiring process fair by collecting the same type of details from all candidates.

This also helps avoid discrimination and provides proof that hiring decisions are based on qualifications.

2. Faster Shortlisting

Looking through resumes can take a long time because every candidate presents their details differently.

A standardized form makes it easier to find key information quickly and compare candidates fairly.

3. Better Record-Keeping

A job application form acts as an official record of an applicant’s details.

If a candidate is hired, the form becomes part of their employee file. If they are not selected, their details can still be kept for future job openings.

For businesses that hire frequently, such as retail stores, restaurants, and factories, keeping a pool of job applicants can be helpful.

What Should Be Included in a Job Application Form Template?

A well-designed job application form template should be easy to fill out while collecting all necessary information.

1. Personal Information

Candidates should provide basic details, including:

Full name
Identification number (NRIC or passport)
Contact details (phone number and email)
Home address

2. Job Position Details

This section includes:

The position applied for
The department
The date of application

3. Educational Background

To know the educational background better, applicants need to add:

Their highest level of education
The institutions they attended
Any certifications or professional training

For technical or professional roles, this section helps employers check if the candidate has the required qualifications.

4. Work Experience

Employers need to know applicants' work experience to check the relevancy of the experience with the position applied and decide whether the applicants can be processed to the next step. So, add these details below:

A list of previous employers
Their job titles and responsibilities
The duration of employment

5. References

Employers often ask for contact details of previous employers or supervisors who can confirm an applicant’s work history and skills.

This helps verify if the candidate’s experience is valid.

6. Declaration and Signature

A declaration allows applicants to confirm that all information provided is true.

Employers may also add a section asking for permission to do background checks if needed.

Types of Job Application Form Templates

Different industries and job roles may need different types of job application forms. Here are the most common templates used by employers:

1. General Job Application Form

A basic template that can be used for any industry. Suitable for businesses that hire often, such as retail, customer service, and office jobs.

2. Industry-Specific Templates

Some businesses need customized forms to collect specific job-related information. Examples include:

Healthcare: Include questions about medical certifications.
Engineering & IT: Details about programming skills or technical expertise.
Logistics & Transportation: Driver’s license number or past delivery experience.

3. Customizable Formats

Job application forms can be created in different formats depending on how they are shared:

PDF dorms: Easy for digital applications and printing.
Excel templates: Best for bulk data entry and record-keeping.
Online forms: Useful for businesses that accept job applications through websites.

Step-by-Step Guide to Using a Job Application Form Template

Step 1: Select the Right Template

Choose a template that fits the job role and industry. A general template can be used for multiple positions, with small adjustments.

Step 2: Customize the Template

Each job is different, so employers may add or remove sections as needed. For example:

Adding a section for specific job skills
Removing unnecessary fields to keep the form simple

Step 3: Share the Form with Applicants

Employers can distribute the job application form template in different ways:

Company websites: For online job applications.
Email: When responding to job inquiries.
Printed copies: For walk-in applicants.

Step 4: Review Applications and Shortlist Candidates

Once applications are collected, employers can easily compare candidates based on the structured format. This saves time and helps in selecting the best applicants.

Download Your FREE Job Application Form Templates

To help employers get started, here are two free downloadable job application form templates:

1. General Job Application Form

Download here: Template 1 (Editable PDF) | Template 2 (Excel Format)

Employers can download, edit, and use these templates to make hiring more organized and efficient.

2. Industry-Specific Templates - Healthcare

Malaysia Healthcare Job Application Form
(For positions such as Doctors, Nurses, Pharmacists, Medical Technicians, etc.)

Personal Information

Full Name: _________________________________________
NRIC/Passport Number: ______________________________
Date of Birth: _______________ Gender: ☐ Male ☐ Female
Contact Number: ____________________________________
Email Address: _____________________________________
Address: __________________________________________

Position Applied For

Desired Position: ____________________________________
Preferred Department: ☐ Medical ☐ Nursing ☐ Pharmacy ☐ Administration ☐ Other: ___________
Availability to Start: ________________________________

Education & Qualifications

Highest Qualification: _______________________________
Institution: ________________________________________
Year of Graduation: _________________________________
Professional License/Certification (if applicable): ________

Work Experience

Previous Employer: _________________________________
Job Title: _________________________________________
Duration: _________________________________________
Key Responsibilities: _______________________________

Healthcare-Specific Questions

Are you certified by the Malaysian Medical Council (MMC)/Malaysian Nursing Board/Other? ☐ Yes ☐ No
Do you have experience with electronic medical records (EMR)? ☐ Yes ☐ No
Are you willing to work shifts, including nights and weekends? ☐ Yes ☐ No

Declaration

I declare that the information provided is true and accurate.
Signature: ________________________ Date: _____________

3. Industry-Specific Templates - Retail

Retail Job Application Form
(For positions such as Sales Associates, Store Managers, Cashiers, etc.)

Personal Information

Full Name: _________________________________________
NRIC/Passport Number: ______________________________
Date of Birth: _______________ Gender: ☐ Male ☐ Female
Contact Number: ____________________________________
Email Address: _____________________________________
Address: __________________________________________

Position Applied For

Desired Position: ____________________________________
Preferred Store Location: _____________________________
Availability to Start: ________________________________

Education & Qualifications

Highest Qualification: _______________________________
Institution: ________________________________________
Year of Graduation: _________________________________

Work Experience

Previous Employer: _________________________________
Job Title: _________________________________________
Duration: _________________________________________
Key Responsibilities: _______________________________

Retail-Specific Questions

Do you have experience with point-of-sale (POS) systems? ☐ Yes ☐ No
Are you comfortable working on weekends and public holidays? ☐ Yes ☐ No
How would you handle a difficult customer? ________________

Declaration

I declare that the information provided is true and accurate.
Signature: ________________________ Date: _____________

4. Industry-Specific Templates - Engineering

Engineering Job Application Form
(For positions such as Civil Engineers, Mechanical Engineers, Electrical Engineers, etc.)

Personal Information

Full Name: _________________________________________
NRIC/Passport Number: ______________________________
Date of Birth: _______________ Gender: ☐ Male ☐ Female
Contact Number: ____________________________________
Email Address: _____________________________________
Address: __________________________________________

Position Applied For

Desired Position: ____________________________________
Preferred Field: ☐ Civil ☐ Mechanical ☐ Electrical ☐ Other: ___________
Availability to Start: ________________________________

Education & Qualifications

Highest Qualification: _______________________________
Institution: ________________________________________
Year of Graduation: _________________________________
Professional Certification (e.g., BEM, IEM): _____________

Work Experience

Previous Employer: _________________________________
Job Title: _________________________________________
Duration: _________________________________________
Key Projects/Responsibilities: ________________________

Engineering-Specific Questions

Are you registered with the Board of Engineers Malaysia (BEM)? ☐ Yes ☐ No
Do you have experience with AutoCAD/other engineering software? ☐ Yes ☐ No
Are you willing to travel or relocate for projects? ☐ Yes ☐ No

Declaration

I declare that the information provided is true and accurate.
Signature: ________________________ Date: _____________

5. Industry-Specific Templates - Logistics & Transportation

Logistics & Transportation Job Application Form
(For positions such as Drivers, Warehouse Managers, Logistics Coordinators, etc.)

Personal Information

Full Name: _________________________________________
NRIC/Passport Number: ______________________________
Date of Birth: _______________ Gender: ☐ Male ☐ Female
Contact Number: ____________________________________
Email Address: _____________________________________
Address: __________________________________________

Position Applied For

Desired Position: ____________________________________
Preferred Location: _________________________________
Availability to Start: ________________________________

Education & Qualifications

Highest Qualification: _______________________________
Institution: ________________________________________
Year of Graduation: _________________________________

Work Experience

Previous Employer: _________________________________
Job Title: _________________________________________
Duration: _________________________________________
Key Responsibilities: _______________________________

Logistics & Transportation-Specific Questions

Do you possess a valid driver’s license (e.g., GDL, PSV, Lorry)? ☐ Yes ☐ No
Are you familiar with warehouse management systems (WMS)? ☐ Yes ☐ No
Are you willing to work long hours or overtime? ☐ Yes ☐ No

Declaration

I declare that the information provided is true and accurate.
Signature: ________________________ Date: _____________

FAQs about Job Application Form Templates

What information should be included in a job application form?

A job application form should collect personal details, job history, education, references, and a declaration section. Employers may also add job-specific questions.

How can I customize a job application form template for my company?

Employers can adjust sections, add specific questions, or change the format to suit their hiring needs.

Are there legal requirements for job application forms in Malaysia?

Employers must follow Malaysian labor laws when collecting personal data. Information should be relevant to the job and not discriminatory.

Can job application forms be submitted online?

Yes, many businesses use online portals or email applications for easier hiring.

How do I ensure my job application form is accessible to all applicants?

Employers can offer both digital and printed forms to make it easier for candidates to apply.

To conclude, using a structured job application form saves time, keeps records organized, and improves the overall hiring process.

Whether hiring for entry-level positions or specialized roles, having a well-designed job application form is a simple but effective way to make recruitment more efficient.

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