Job application form template
A clean, standard application applicants can fill on screen.
A job application form collects the same facts from every applicant so you can compare them fairly. This one asks only for what a hiring decision needs, which matters because human rights rules in Canada and the US restrict what an application can ask.
Opens a fillable version in your browser. Free, no account, nothing uploaded.
Fields in this form
- Full name
- Phone
- Position applied for
- Available start date
- Work history
- Education
- I certify the above is accurate
- Signature
About the job application form
A job application form collects the same core information from every applicant so you can compare candidates fairly. It usually covers contact details, the role applied for, work history, education, and availability.
This fillable version can be completed on screen and returned as a PDF, which is easier to read and file than handwriting.
When you need it
- You are hiring and want consistent applications.
- You need a simple form for walk-in or in-store applicants.
- You want applicant details in a tidy, printable format.
Where it stands legally
Ontario: the Ontario Human Rights Commission says application forms should not ask, directly or indirectly, about race, ancestry, place of origin, colour, ethnic origin, citizenship, creed, sex, sexual orientation, gender identity, gender expression, record of offences, age, marital status, family status or disability. The only age question allowed is whether the applicant is 18 or over. The Commission also advises against asking for a Social Insurance Number on the form (it can reveal immigration status; ask after a conditional offer) and against requesting photos. Employment-related medical questions at the screening stage are not allowed under the Code. Other provinces have similar codes.
United States: federal law bars discrimination on race, colour, religion, sex, national origin, age (40 and over), disability and genetic information, and the Equal Employment Opportunity Commission warns that questions on those topics at the application stage can be evidence of discrimination. Many states and cities also ban asking about salary history or criminal history on the initial application.
Personal information you collect on an application is covered by privacy law (PIPEDA or the provincial equivalent in Canada). Collect only what you need, tell applicants why, keep it secure, and set a retention period.
The certification checkbox matters: a false statement on an application is a common lawful reason to end employment later, but only if the form told the applicant that.
General information, not legal advice. Rules differ by province, state and city, and they change. Confirm the current rule where the document will be used.
What each field means and how to fill it
| Field | What it means | How to fill it |
|---|---|---|
| Full name | How the applicant wants to be identified. | Ask for the name they use. Legal name and ID can wait until an offer. |
| Phone and email | How you will contact them. | Ask for the best number and an email they check. |
| Position applied for | The job and location. | Applicants write the posting title. Add the posting reference if you run several. |
| Available start date | When they could begin. | A date or notice period. Do not ask why. |
| Work history | Recent relevant jobs. | Employer, title, dates, main duties. Ask for the last few positions, not a full life history. |
| Education | Qualifications relevant to the role. | Highest level completed and any licence or certificate the job requires. Do not ask for graduation years, which reveal age. |
| I certify the above is accurate | The applicant confirms the information is true. | Keep the wording plain. It lets you act later if something was false. |
| Signature | Confirms the certification. | Typed or drawn signature and date. |
How to fill this out
- 1Employers: post the form with the job title and reference filled in, and say how long you keep applications.
- 2Applicants: enter the name and contact details you want the employer to use.
- 3List recent work history with employer, title, dates and main duties, and education relevant to the role.
- 4Give an available start date, tick the certification, sign, and download the PDF to send back.
Common mistakes to avoid
- Asking for date of birth, a photo, a SIN, or marital or family status on the form.
- Asking for a driver's licence copy up front when driving is not essential to the job.
- Collecting more history than you will read, which creates privacy obligations without hiring value.
- No certification statement, so a false claim cannot be relied on later.
- Keeping applications indefinitely with no retention rule.
- Applicants: leaving dates off work history, or listing a phone number that goes to voicemail nobody checks.
What makes it work, and when you need more
Usually fine with this template
- Small businesses that want the same baseline from every applicant.
- Walk-in, in-store and event hiring where a resume is not expected.
- Seasonal and hourly roles with a short screening process.
Use the official form or get advice
- Roles that need a background check, credit check or medical, which have their own consent and timing rules.
- Positions requiring proof of work eligibility. In the US that is Form I-9 after hire, not on the application.
- Unionized workplaces or government employers with their own application rules.
- If you are unsure whether a question is allowed, leave it off and ask a lawyer or your provincial human rights body.
Worked example (illustrative)
Made-up names and figures to show what a completed job application form looks like. Not a real transaction.
| Job application, illustrative | |
|---|---|
| Full name | Jordan Bell |
| Phone / email | 555-0100 / jordan@example.com |
| Position | Front counter associate, posting FC-22 |
| Available start date | Two weeks from offer |
| Work history | Barista, Corner Cafe, 2024 to present: customer service, cash, opening. Cashier, Green Grocer, 2022 to 2024. |
| Education | High school diploma. Food handler certificate, current. |
| Certification | Ticked, signed |
Related official forms, tools and guides
- How to fill out a job application: for applicants
- Employment offer letter: the next step after a successful application
- Form I-9 (US): employment eligibility verification after hire
- TD1 (Canada): payroll tax credits form for new hires
- Direct deposit form
- HR PDF tools
Frequently asked questions
What should a job application form ask?
Contact details, the role, availability, a short work history and education summary, a certification that the information is true, and a signature. Keep it to what the hiring decision needs.
What can an employer not ask on an application in Ontario?
Anything that reveals a protected ground: age or date of birth (other than whether the applicant is 18 or over), marital or family status, citizenship, disability, record of offences, and the rest of the Code grounds. The Human Rights Commission also advises against asking for a SIN or a photo at this stage.
Can applicants fill it on a phone?
Yes. The fillable PDF works on phones, tablets and computers, and the applicant downloads a finished copy to send back.
Is this a substitute for a resume?
It works alongside a resume and gives you a consistent baseline for every applicant.
How long should I keep applications?
Set a retention period, tell applicants what it is, and delete on schedule. Privacy law expects you to keep personal information only as long as you need it.
Sources checked
- Ontario Human Rights Commission, Designing application forms (prohibited grounds, age question, SIN, photos)
Checked 2026-09-19. This page is general information and not legal, tax or financial advice.