Application Forms

Employers use application forms to compare groups of candidates and will often be your first point of contact with an employer.   Follow our information and advice to make your application stand out. This includes an overview on how to prepare and ensure you provide what the employer is looking for.

Once you have completed all sections of the form make sure you check everything before submitting.  We can provide advice and feedback on your draft application or help you get started.  Find out how you can arrange to meet a careers adviser.

Preparation

Before you start filling in the application form you need to do some preparation.  This will help you show strong evidence and make sure that you don’t miss anything important.  Follow our step by step guide:

  • Set aside a few hours to spend on your application, if you speed through it you are unlikely to be successful.
  • Research the organisation and the sector to help you understand the requirements for the role.  Use the organisation’s website and social media channels. If you need to demonstrate your commercial awareness or industry knowledge use our Career Guides and TargetJobs as great starting points.
  • Gather everything that you will need - a copy of the job advert, job description, person specification, your CV and your background research.
  • Carefully read through the instructions on the job application.  Pay particular attention to any word limits and the deadline.
  • Print off, download or screenshot the application form.  You can then prepare your answers in a separate document and paste them in when ready.

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Filling in the form

A successful application form will get you to the next stage of the recruitment process. Make sure your form demonstrates how you meet the criteria and encourages the employer to invite you to interview.

Application form - Typical sections and format

Application forms will vary but most will include the following sections:

  • Personal information - basic details including name and contact details.
  • Education - provide information on your academic achievements, including qualifications and courses.
  • Work experience - list your employment history and describe your main duties and responsibilities in each role.  Some application forms may also provide the option to include any voluntary experience.
  • Questions or personal statement - your opportunity to show that you have the required knowledge, skills and motivation.
  • References - provide contact details for the required number of referees. Current students and recent graduates can put an academic referee and a previous employer. Graduatejobs.com provides some good advice. 

Writing style

Application forms require a professional and clear writing style.  Employers are looking for candidates that can write with confidence and prove that they meet the requirements for the role.

To write an effective application form consider:

  • Using Action Verbs [Pdf] such as transformed, delivered, achieved and inspired.
  • Choosing descriptive words to show your motivation such as effective, consistent, determined and adaptable.
  • Structuring your response; making sure you answer the question.
  • Selecting relevant examples from your recent studies, work experience and other interests.
  • Showing that you are enthusiastic and motivated about what the role and organisation are offering.
  • Checking your spelling and grammar.

Job Criteria or Person Specification

A person specification is often supplied alongside the job description and provides a detailed criteria for the role.  The person specification sets out the knowledge, skills and experience the employer is looking for. If the employer has provided this information it is essential that you use it to plan and structure your application form answers. Follow our advice on how to prove you meet the criteria:

  • Essential and Desirable requirements - The criteria is often split into ‘essential’ and ‘desirable’ requirements. You can use this information to decide if you are suitable for the role.  You will need to be able to demonstrate that you have a majority of the ‘essential’ criteria to make it through to the next stage. Think carefully about each criteria, you may have evidence that you could provide from a related field or experience gained on your course.  You might not have the specific experience required, but you might gain some credit.
  • Match your skills - Work through the person specification mapping your skills and experience to the requirements.  Plan this out on a list or use a mind map if it helps to view it visually. You need to draw upon examples from different areas of your study and experience; so plan out which evidence is best suited to each area of the person specification.
  • Give examples - You need to provide clear evidence that you can meet the criteria.  It is not enough to simply state that you meet the requirement. Provide specific and detailed examples from your study, work and interests.
  • Structure your response - You can use the same order and headings provided in the person specification to structure your answer.  This will make it easier for the employer to read your form and match your experience to the job criteria.

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Answering questions

The application form may include a selection of questions to find out why you want the job and your suitability.  Employers only want to recruit people who are genuinely enthusiastic about applying for the role. You will need to answer the questions in full and convey a strong interest and an understanding of the role and company.

Competency-based questions 

The questions will focus on the skills that are required for the role. Typical skills or competencies may include the ability to work in teams, commercial awareness, problem-solving skills, communication skills, IT skills, aptitude for leadership, ability to manage multiple tasks and so on.

Examples of questions:

  • Tell us about a time when you had to lead a group on a specific task. What did you do and what was the outcome?
  • Provide details of an occasion when you had to persuade others to accept a particular viewpoint. What approach did you follow and what was the result?

Strengths-based questions 

Some application forms may include strengths-based questions to find out about an applicant’s personal qualities. Strength-based questions focus on what candidates enjoy doing and are naturally good at, rather than focusing on what they can do. 

Examples of questions:

  • When did you achieve something you were really proud of?
  • Describe a successful event you have contributed to.

Other questions 

You may also be asked to fill in additional sections or questions that ask about your voluntary work or external interests.  You need to take the same approach to these questions, ensuring that you keep the job requirements in mind and think of relevant examples. 

STAR technique 

Use the STAR technique to help you provide evidence to answer the questions. This is a simple approach based on providing the following information: 

Situation or context of the particular example you are providing.

Task – what you had to do to achieve the desired result.

Action – what you actually did. The important word here is YOU. They want to know about your contribution so concentrate the bulk of your answer on this aspect.

Result – what was the outcome? 

Now look at  the following example so that you can see how to answer this type of question using the STAR technique: 

Question: “Can you identify a time when you needed to be able to show that you could manage a number of tasks at once. How did you prioritise what you did and what was the outcome of the strategy used?”

Situation:  “In my final year I needed to complete my dissertation alongside working part-time at X company; in addition I also had responsibility as the Secretary for the University Athletics Society.  I needed to balance these challenges and keep to all the set deadlines”.

Task: “I had to achieve sales targets whilst in my part-time job and keep to a research schedule for my dissertation.  I was also involved in the organisation of both local and regional athletics meetings as part of my remit for the athletic club members”.

Action: “I reviewed the requirements and expectations for each area in discussion with tutors and colleagues. I was able to assess the scale of the tasks and used a spreadsheet to identify and track all commitments.  I decided upon appropriate and achievable timings in order to ensure that each objective was satisfactorily met within the relevant deadline”.

Result: “All tasks were completed to a satisfactory standard and within agreed deadlines”.

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Writing a personal statement

Increasingly, job application forms are asking candidates to complete a section which outlines their suitability for the job. Here the responsibility lies very much with the applicant to provide the right information. You need to think about what the employer wants and how you can present that information in the best way.

Start by checking what is required; make sure you understand any instructions and follow them to the letter. Have they specified a structure or asked for any specific information? Is there a word count? Familiarise yourself with the requirements in the Job Description and Person Specification.  Use our advice on ‘filling in the form’ to make sure you meet the job criteria and person specification. 

Write in a style which is true to yourself and which reflects your enthusiasm for the role, but remain professional throughout. Try not to be “chatty” – this is a formal piece of writing and as such needs to be well structured and informative. You need to make your opening paragraph as strong as you can; back up all your claims with evidence and make all your statements meaningful.

How to structure your Personal Statement

Write your personal statement in a structure that makes it easy for the employer to find the information relevant to them. Use short, well-structured sentences.  You can use the headings in Person Specification to organise your writing which makes it easier for the selector to cross reference your evidence against their specification.

  • Sub-headings - use these to help plan and organise what you want to write. You can start by writing some bullet points under each heading which you can then build on with more detail and examples. 
  • Tailor your statement - respond to the job description and person specification for each role you apply for.  Don’t be tempted to copy and paste from previous applications. Think about relevant skills and examples from all areas of your experience: your course, volunteering, paid employment, work experience, clubs and societies.
  • Evidence - by providing evidence of what you have achieved you are showing that you can apply your skills in real life situations. You can also demonstrate how you have grown and developed your skills and knowledge, or how you have added value to the organisation. For example: the person specification may demand excellent oral and written communication skills but the job description may include taking minutes, talking with clients over the phone and giving presentations. If you have done these specific things before it would be useful to mention them by way of evidencing your ability to communicate.
  • STAR technique - Use this approach to structure your examples, see our advice in ‘answering questions’ for more details.  Do be aware that such examples can be quite wordy; you may need to summarise or consider if this works in a personal statement where there is a tight word limit.
  • Career goals - You can outline how the role fits with your personal career plans; especially if training is offered or if the role gives you the opportunity to gain professional accreditation. You will need to make sure that your goals are aligned with what the company or organisation is able to offer.
  • Motivation - demonstrate why you want the job and what motivates you to work in this environment, company or organisation. You can refer to aspects of the job that you find attractive, possibly referring to the training offered or to what you have found out about the company.
  • Conclusion - Make your conclusion meaningful; reiterate your enthusiasm and suitability for the role and if possible highlight how you might add value to their organisation.

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Speculative applications

Speculative applications involve sending a CV and covering letter to an employer asking whether they have any vacancies in the sector you are interested in, even if the company is not currently advertising for a role. They are a great way to access "hidden jobs" that go unadvertised and are filled by speculative applications or networking.

When should speculative applications be used?

  • Speculative applications may be suitable if you want to work in a particular geographical area or highly focused field (i.e. sports psychology) or if you want to work in a small, but popular, area such as film and broadcasting.
  • Smaller employers may not recruit as regularly so speculative applications may be well received - they can save the company a lot of time and money in advertising.
  • If you are looking for vacation work, work experience or work shadowing, approaching specific companies directly may be beneficial.
  • Speculative applications are not just effective in niche or popular areas, they are also accepted in areas such as law, civil engineering and management consultancies.

How do you find contacts?  

Identify one or two fields of work that you would like to go into and do some research. You could try the following:

  • Visit our Jobs Board - You can search for organisations by business area under the vacancies menu
  • Use the online Hampshire Business Directory to explore specific sectors and gather contact details on local employers. 
  • Look at job boards for your chosen sector - even if a company is not advertising for exactly what you want, use the name and address to contact the company to ask them about the sort of work that you do want.  Use our Career Guides as a starting point.
  • Build up a network of contacts. Usually people are happy to talk about their areas of work and can provide you with further contacts. Academic staff, particularly in business and technology departments, may have excellent links with local industry and commerce, which could help you develop your network.
  • Gaining work experience through paid or voluntary work can help you generate a good network of contacts. You can then use this when applying for positions.
  • LinkedIn - You can use LinkedIn to search for companies who employ people in the sort of job role that you are interested in or local companies operating in your sector of interest.

Making the application

The speculative application requires a CV and covering letter. To write a good speculative letter, you need to have carried out some thorough research using the resources detailed in the previous section. You need to decide what you can do for the potential employer based on your knowledge of what they do. When you’ve found out all you can and considered the skills, aptitudes and experience that you have to offer, you’re ready to contact them.

  • Wherever possible target your speculative letter to a named individual. You can usually find this information out by phoning the company and asking who is responsible for recruitment for the section you are interested in.
  • Your covering letter should target the company you are applying to - a standard letter is dull and will not be read with interest. Explain why you want to work for the company and what you think you can bring to the work area.
  • A follow up phone call will demonstrate your enthusiasm for working for the company; if you plan a follow up call say so in your covering letter.
  • Specify what you are actually looking for; avoid unfocused requests e.g. “anything suitable for my qualifications and experience”.
  • Your application may be kept on file for several months if there is nothing suitable now. Get back in touch in a couple of months to remind the company you are still interested.
  • If you are sending out a number of speculative letters, ensure that you keep a record of who you have contacted and when.

You can find an example cover letter for a speculative application on the Graduate Prospects website.

Our advisers can provide feedback and advice on your CV and Covering Letters. You can either call in to the centre to use our drop-in service or book online.

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