Customizing a Job Application Template: Guide and Legal Tips

What is a job application template?

A job application template is a standardized form that employers use to collect consistent information from job applicants, including contact details, work history, education, and references. 

Using a template makes the hiring process fair, efficient, and compliant with employment laws. 

These templates have become essential tools for small businesses and human resource (HR) professionals who need to streamline their recruitment while still gathering all necessary information in a way that protects applicants’ rights and keeps the business compliant with the law.

Why use a job application template?

A well-designed job application template serves as the foundation for fair and efficient recruitment. It helps businesses:

• Standardize the information they collect
• Improves the applicant review process
• Save time when reviewing applications
• Reduce the risk of potential discrimination claims

Templates are designed to be customizable based on the position you’re hiring for, the concerns your business has, and the requirements for the industry. But they also help you avoid asking for information that you’re not legally entitled to ask for.

Benefits for small businesses and HR teams

Small businesses and HR teams gain significant advantages from using job application templates. These forms create a paper trail for compliance purposes, streamline the screening process by organizing information consistently, and reduce the time spent collecting basic candidate details. 

Templates also help inexperienced hiring managers ask appropriate questions while avoiding potentially discriminatory inquiries. Additionally, having all candidate information in a standardized format makes it easier to maintain organized records and respond to any employment verification requests in the future.

Benefits for job seekers

Job seekers also benefit from standardized application forms. These templates provide clear expectations about what information employers need, helping candidates prepare comprehensive responses. The structured format ensures applicants don't accidentally omit important details that could strengthen their candidacy. Furthermore, standardized applications level the playing field by giving all candidates equal opportunity to present their qualifications, regardless of their resume design skills or access to professional resume services.

How is a job application template different from a résumé?

A job application template is usually an employer-created standardized form that collects specific information from all candidates in a consistent format. A résumé is a candidate-created document that highlights their best skills and showcases their responsibilities at previous employers. Resumes can give employers insight into a candidate’s abilities and can help verify the information the candidate enters on the job application.

Applications typically require more detailed information, including complete employment history with no gaps, specific salary information, references with contact details, and legal disclosures or certifications.

Essential sections of a job application template

A comprehensive job application template must include several key sections to gather all necessary information while maintaining legal compliance. Each section serves a specific purpose in the evaluation process and helps create a complete picture of the candidate's qualifications and suitability for the position. 

Understanding what to include and why ensures your application form meets both your hiring needs and legal requirements.

Personal information

The personal information section forms the foundation of any job application. Include fields for the applicant's full legal name, current address, phone number, and email address. It’s also standard to include a field for preferred pronouns and an optional field for a LinkedIn profile or professional website. 

Avoid asking for information that could lead to discrimination, such as date of birth (beyond confirming the applicant is 18 or older), marital status, or Social Security number (which should only be collected after a job offer is made).

Position and availability

This section clarifies the specific role the candidate seeks and their availability to work. Include fields for the position title, desired salary or hourly rate, employment type preference (full-time, part-time, or temporary), and available start date. 

Add questions about willingness to work overtime, travel requirements, and shift preferences if relevant to the position. Also include a question about how the applicant learned about the position, which helps track your recruitment efforts.

You may also want to include questions about an applicant’s ability to come into the office if you’re hiring for a hybrid position. If you’re hiring for a remote role, consider including a note about the remote status and any travel expectations associated with the role.

Work eligibility

Federal law requires employers to verify that all employees are legally authorized to work in the United States. Include a simple yes/no question asking, "Are you legally authorized to work in the United States?" followed by a note that proof of work authorization will be required upon hire. Avoid asking about citizenship status, visa type, or nationality, as these questions could constitute discrimination. Simply confirming work authorization is sufficient at the application stage.

Education

The education section should capture relevant academic credentials while remaining inclusive of various educational paths. Include fields for high school, college, and post-graduate education, with spaces for institution names, locations, degrees or certificates earned, and graduation status or expected graduation dates. 

Consider adding fields for relevant certifications, professional development courses, or vocational training. Make sections optional where appropriate, as not all positions require specific educational credentials.

Employment history

A detailed employment history helps verify the candidate's experience and identify relevant skills. Request information for at least the past 10 years or the last three positions, whichever is less. For each position, include fields for employer name, address, phone number, supervisor name, job title, employment dates, starting and ending salary, primary responsibilities, and reason for leaving. 

Consider adding a checkbox asking if you may contact each employer, as some candidates may not want their current employer contacted.

References

Professional references provide valuable third-party perspectives on a candidate's work performance and character. Request at least three professional references, specifying that they should not be relatives. For each reference, include fields for name, title, company, relationship to applicant, phone number, and email address. Some employers also include a field asking how long the reference has known the applicant and in what capacity.

Additional questions and disclosures

This final section addresses specific job requirements and legal disclosures. Include relevant questions about physical requirements (using legally compliant language), professional licenses or certifications, willingness to undergo background checks or drug testing, and any potential conflicts of interest. 

Add a statement about equal employment opportunity and any required legal disclosures. End with a signature line and date field, along with a statement that false information may result in termination.

How to customize and use your job application template

Customizing a job application template for your specific business needs requires careful consideration of both your hiring requirements and legal compliance obligations. The process involves more than simply adding your company logo—it requires thoughtful adaptation to reflect your company culture, specific position requirements, and industry standards while maintaining legal compliance. Taking time to properly customize your template ensures it serves as an effective screening tool while protecting your business from potential legal issues.

Step 1: Download your chosen format

Begin by selecting the format that best suits your needs from our downloadable templates above. Consider your technical capabilities, how candidates will submit applications, and your team's preferred review method. Download the template and save it to a secure location where your HR team can access it. Create a master copy that remains unedited as your baseline template.

Step 2: Add business name and logo

Open your downloaded template and replace the placeholder business name with your company's legal name throughout the document. Add your company logo to the header, ensuring it's properly sized and doesn't interfere with the form's readability. Include your business address, phone number, and website in the header or footer. If you have multiple locations, consider creating versions for each location or adding a field for applicants to select their preferred location.

Step 3: Modify sections and questions as needed

Review each section carefully and modify questions to align with your specific hiring needs. Remove sections that aren't relevant to your positions (for example, commercial driver’s license information for office jobs or professional certifications for retail positions) and add industry-specific requirements. When adding new questions, ensure they directly relate to job performance and don't venture into protected class territories. 

Consider creating different versions for different position types. For example, your application for warehouse positions might emphasize physical capabilities, while office positions might focus more on technical skills.

You’ll also want to specify if the position is for an employee or a contractor, and if the position will require full-time or part-time hours.

Step 4: Add disclaimers and consent sections

Include necessary legal disclaimers at the end of your application. Add an at-will employment statement if applicable in your state, Equal Employment Opportunity statement, and authorization for background checks if you conduct them. Include a consent statement for contacting references and previous employers. 

Add a certification statement where applicants affirm that all information provided is accurate and understand that false information may result in termination. Consult with legal counsel to ensure all required disclosures for your jurisdiction are included.

Step 5: Save, print, or upload digitally

Save your customized template in multiple formats to accommodate different distribution methods. Create a print-friendly version for in-person applicants and a fillable digital version for online submissions. 

If using an applicant tracking system (ATS), ensure your template is compatible with the system's requirements. Test the form thoroughly before distribution—have someone complete it to identify any issues with formatting, unclear questions, or technical problems with fillable fields.

Step 6: Store completed forms securely

Establish a secure system for storing completed applications, as they contain sensitive personal information. Digital applications should be stored in password-protected folders with limited access. Physical applications should be kept in locked filing cabinets. 

Implement a retention policy that complies with federal and state requirements – typically, applications must be kept for at least one year, but some jurisdictions require longer retention periods. Once that time lapses, you can decide if you want to keep or shred the applications.

Legal and compliance considerations for job applications

Understanding and adhering to employment law is crucial when creating and using job application templates. In 2025, employers face increased scrutiny regarding fair hiring practices, data privacy, and Equal Employment Opportunity compliance. Federal laws, including Title VII of the Civil Rights Act, the Americans with Disabilities Act (ADA), and the Age Discrimination in Employment Act (ADEA), along with various state and local regulations, govern what you can and cannot ask on job applications. 

Staying compliant protects your business from costly discrimination lawsuits while ensuring a fair hiring process for all candidates. 

Which questions to avoid

The Equal Employment Opportunity Commission (EEOC) prohibits discrimination based on race, color, religion, sex (including pregnancy, sexual orientation, and gender identity), national origin, age (40 or older), disability, or genetic information. Questions that directly or indirectly reveal information about these protected characteristics should be avoided. 

This includes seemingly innocent questions that could reveal protected information, such as:

• Asking for graduation dates (which can indicate age) 
• Requesting a photo (which reveals race and potentially other protected characteristics)
• Asking about medical conditions 
• Asking about disabilities
• Requesting information about an applicant’s marital status

This is far from an exhaustive list. The important thing to remember when creating or customizing your job application template is to focus exclusively on questions that directly relate to the candidate's ability to perform essential job functions.

State and local law variations

Employment law varies significantly by state and locality, with some jurisdictions providing additional protections beyond federal requirements. For example, many states now prohibit asking about salary history, while others have "ban the box" laws that restrict when you can ask about criminal history. 

Some cities have added protections for characteristics like hairstyles, weight, or political affiliation. 

It’s essential to research the specific requirements in every jurisdiction where you hire. Consider consulting with local employment law attorneys to ensure compliance with all applicable regulations.

Legal vs. illegal sample questions

Understanding the difference between legal and illegal questions helps protect your business while gathering necessary information.