Free Employee Application Form Template
Download a customizable job application form for your hiring process. Covers personal details, work history, education, references, and legal authorizations.
Download Template (Word) →What's in This Template
| Section | What It Covers |
|---|---|
| Personal Information | Full name, address, phone, email, and position applied for. |
| Employment History | Previous employers, job titles, dates, responsibilities, and reason for leaving. |
| Education | Schools attended, degrees earned, graduation dates, and fields of study. |
| Skills & Qualifications | Relevant skills, certifications, licenses, and technical proficiencies. |
| References | Professional references with name, title, company, phone, and relationship. |
| Availability | Start date, schedule preferences, full-time or part-time availability. |
| Authorization & Signature | Consent for background check, at-will acknowledgment, accuracy certification, and signature. |
How to Customize the Template
Add your company branding
Replace the placeholder header with your company logo, name, and contact information. Consistent branding makes the application look professional and reinforces your employer brand.
Adjust fields for your needs
Add role-specific questions, remove sections that do not apply, or add fields for certifications and licenses required in your industry. Keep the form as short as practical to maximize completion rates.
Review the authorization language
The authorization section includes standard at-will and background check consent language. Have your legal team review and adjust this language to comply with your state and local laws.
Add an EEO statement
Include an Equal Employment Opportunity statement to demonstrate your commitment to fair hiring practices. While not always legally required, it is a best practice that protects your organization.
Legal Considerations
- EEO compliance — Do not ask questions about race, religion, national origin, age, gender, marital status, disability, or other protected characteristics. Title VII and state laws govern what you can and cannot ask.
- ADA considerations — Do not ask about disabilities or medical conditions on the application. You may only ask if the candidate can perform the essential functions of the job, with or without reasonable accommodation.
- Ban-the-box laws — Over 35 states and 150 cities have laws restricting when you can ask about criminal history. Many prohibit the question on the initial application. Check your jurisdiction before including criminal history questions.
- Salary history bans — A growing number of states and cities prohibit asking about a candidate's salary history. This is designed to reduce pay inequality. Check local laws before including compensation history questions.
Frequently Asked Questions
Common questions about employee application forms.
Personal info, work history, education, skills, references, availability, and an authorization section for background checks and at-will employment acknowledgment.
Yes. A resume is candidate-created and formatted however they choose. An application form is employer-created and standardized, ensuring you collect the same information from every candidate.
It depends on your location. Many states and cities have ban-the-box laws that prohibit asking about criminal history on the initial application. Check your local requirements.
A single standardized application form works for most roles. You can add position-specific supplemental questions as needed.
Streamline Your Onboarding Process
Once you've hired the right candidate, HiveDesk helps you track their time, manage schedules, and monitor productivity from day one. $5/user/month.