The two main types of application form are the standard application form (SAF) supplied by most University careers services and employers application forms (EAF).  It is essential that if you are responding to an employer advertisement that you fill in the correct form.

The content of application forms varies considerably.  However, the majority of forms have three types of 'questions': factual; analytical; administrative.  These are outlined in further detail below.

Types of Questions

Factual

Factual questions enable the employer to identify any relevant experience and qualifications.  It also gives them an insight to how you manage your life, e.g. do you change jobs often, are you into continuous professional development etc.

• Personal details: Name; Address; Date of Birth; etc.
  
• Education and Qualifications
  
• Work History (include voluntary as well as paid)
  
• Extra-curricular activities (also in analytical)
  

Analytical

Analytical questions enable the employer to gauge your skills and abilities in specific areas depending on the job being applied for.

Analytical questions tend to begin with phrases like 'Why do you….?', 'How did you…?', 'Give an example of when you'

These questions are critical in the assessment of your application.  Therefore, you must take your time and think carefully before answering these questions.  It is always best to draft out a few versions before actually filling in the form.

With each question, try to evaluate the reason behind the question and provide your answer accordingly.  Remember there are no right or wrong answers!  Keep your answers relevant and individual.

These questions include topics such as

• Career choice - why are you applying for this job?  What skills have you got for the job?
  

• Extra-curricular activities - all work and no play can give a potential employer the impression that you can only do one thing at a time and are not as well rounded as other candidates.  If you do not do anything outside University/College/School, think about possible voluntary work or take up a hobby (eg playing five-a-side football).  Believe it or not, extra-curricular activities can demonstrate teamwork and communication skills! Whatever you do, do not put down anything you cannot back up or expand on at an interview!
  

• Problem-solving skills - you may be asked to give an example of a problem you have solved or a project you have completed.  The process you followed is more important than the problem itself so do not spend too much time focusing in on what the problem was but make sure that you detail your approach into analysing and solving it!
  

• Teamworking - I will not be exaggerating if I say that nearly every organisation or company involves working in teams of some form or another.  Mainly employers are trying to identify your experience of working in teams to see if you understand the benefits and potential problems of teamwork.

• Communication Skills – Communication skills can cover explaining ideas, negotiating abilities, report writing skills etc.

Administrative Details

All application forms usually require details of referees. Always ask permission first before using someone’s name. It is always best to have one academic reference and one from outside academia eg if you have done any vacation work, try your manager.

Do not worry about any medical questions - just be honest!

Ethnic Monitoring is now a regular occurrence and is usually required by the Commission for Racial Equality. The information on your ethnic origin is not used for the selection process.

Whatever you do, do NOT forget to sign the completed application form. Please bear in mind that if you have lied on your form and are discovered at a later date, you may be fired! So, tell the truth!

General Hints and Pointers for Completing Application Forms

Most companies have a clear job specification and will match your form against this specification to see how you compare. A lot of organisations provide this specification with the application form. The more research you carry out prior to filling in a form, the more likely you are to get the job!

You should spend a considerable amount of time thinking about the following and noting down details of

• What the job involves – some employers send out clear job and person specifications. If you do not have these, consider ringing up and asking for more details (politely!) or use contacts for more information.

• What the company/organisation is looking for

• What you have to offer them

• The job

• The company/organisation – ensure that you know about the company’s philosophy, their business, their structure, their successes etc. by reading annual reports, using business directories eg Kompass, internet searches etc.

• Yourself (your skills) – actually sit down and list your skills and abilities and match them up to the companies requirements. Make a list of the knowledge, skills and experience gained by analysing all your experience (work or otherwise – examples of leadership ability can include organising trips or parties). Ask yourself if your skills and abilities match up to those required (usually specified in the job specification). Can you demonstrate that you understand what the job is about?

The Golden Rules for Completing Application Forms

1. Always use the form specified

2. Photocopy the application form (have at least two copies if not three and store the original safely!)

3. Read through the form (fully and including the small print!) before contemplating any of the questions

4. Read any literature about the employer before you start filling in the form

5. Note and follow all instructions so that you complete each section in correctly and don’t do anything silly, eg putting your first name into the surname box

6. Use black ink and write clearly – in capitals if your handwriting is quite messy. Typed forms are acceptable but they should be well typed.

7. Make sure that you use a clear layout which is easy to follow (use bullet points where you can, leave spaces between major points etc. etc.)

8. Check for mistakes in grammar and spellings

9. Ask referee’s permission to use their name

10. In the sections where you are asked about your skills and abilities, tackle every point in the job specification and person specification. Continue on a separate sheet if necessary or complete the any other information section. Specifications often state desired skills and essential skills so you could use a matrix as outlined below.

    Attributes/Skills	Essential	Desirable
    Qualifications	B.Eng (Hons) 2.1 Mechanical Engineering	M.Sc in Manufacturing Engineering

11. Check your draft fully and get someone else to read it. Once satisfied, copy out onto the actual form.

12. Complete ALL relevant sections of the form. Do NOT leave any sections blank, write N/A (not applicable) if necessary.

13. ALWAYS keep a copy to read before the interview!

14. Ensure that you include a covering letter unless otherwise directed by the prospective employer.

15. Label any extra pages clearly with your name and the post applied for.

16. Try not to waffle, be concise. You do not have to write in sentences. Bullet points used appropriately will do.

17. Make sure your dates tally, ie check through any dates to ensure that there are no discrepancies/mistakes.

18. When giving dates for things done, eg holiday jobs, indicate time-span with month and year.

19. Send the right form to the right employer. Believe it or not, it does happen!

20. Draw most on your most recent activities / experience – it doesn’t necessarily have to be work-related.

21. If you can’t recall any examples, try talking to family and friends, who may be able to remind you abouta ctivities that you have forgotten or qualities you don’t realise you have.