What is a Job Application?
If you have been looking for a job, you must have come across the term job application.
A job application is a small application form that companies ask applicants to fill up to gain knowledge about their education, work experience and skills. Nowadays, most of the job applications forms are filled online. In this blog, we will tell you everything you need to know about job applications.
- Job application: What is it?
- How to fill up a job application?
- How to write a job application email?
- Job application subject line
- How to follow up on a job application?
- Difference between a job application letter and job application cover letter
- Example of a job application letter
- Cover letter sample for job application
Job application: What is it?
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A job application simply is a form that recruiters asks all applicants to fill out. Nowadays, you will find that third party HR websites such as BambooHR, Workday etc. will ask you to fill up the job application online.
A job application is essential because recruiters ask the same questions to every potential candidate. With a job application, they get a consistent format with the answers, making it easier to screen the candidates.
Job applications also go by the name of the Employment application. So, don't get confused.
Do not mix up a job applications and a resume or cover letter. The recruiter might ask you to fill up the job application even if you provided a resume and cover letter.
Let us see how to fill up a job application.
How to fill out a job application?
Unlike a resume or cover letter, you do not need to write anything from scratch or format anything to highlight key points. In a job application, the questionnaires are already there. You just have to answer the questions with accurate and truthful information carefully.
When you sit down to fill out the job application, make sure you have all the information ready with you. Here is a list of information a job application typically asks:
Personal Information
- Name
- Address
- Contact Number
- Email ID
- Social Media Profile
- Portfolio
Education
- Schools or Universities
- Certifications
- Projects
- Degrees/Diplomas
- Graduation Dates
- GPA
Work Experience
- Names and phone numbers of previous employers
- Position Held
- Supervisor's Name
- Dates of Employment
- Reason for Leaving
References
- A list of three to five references, their name, designation and contact information
Position You are Applying for
- Title of the position
- Salary Expectations
- When can you join
Resume & Cover letter
- Most job applications have the option to upload a resume and cover letter with the job application
At the end of the job application, there is an option for e-signature. This e-signature is necessary because it implies that all the information given by you is accurate and it may also give permission to the employer to use this information during a background check.
Hiration Pro Tip: You don't necessarily have to answer all the questions. For example, if there is a question asking you about religion, sexuality, marital status, age etc., you can skip those questions.
How to make the best impression when filling out job application?
Before you start filling out the job application, take a good look at it first. It will help you understand what information is required to fill out the job application.
If you are applying in person, ask for two copies of the job application. In case you make a mistake on one, you can always rectify the error in the second application.
Follow the instructions
Read the instructions carefully before filling out the job application. A slightest error can get your job application rejected.
Tip: You can search online if the company has any sample job application on their website. You can download the filled up job application and run through it to understand the job application process better.
Take your time
A job application is not lengthy. And it may look easy to fill-up the form. Many candidates think the same and make mistakes while filling the job application. Instead, think of a job application as a first opportunity to impress the recruiter.
Make sure your application does not have any grammatical errors and is well written. If the potential employer sees a well-written job application, they might see you as a good fit for the organization.
Review your job application
Always read your answers carefully before submitting. It will expose silly mistakes and help you make your answers error-free.
Also, make sure you are not leaving any questions blank. This is especially important for offline applications. Online applications do not allow answer submissions unless you answer all the required questions.
Always give correct answers
Do not provide false information on the job application to make yourself stand out. The recruiters always do a background check before hiring someone. If they found out that your provided information was false, it might disqualify your application and even ban you from applying again.
Fill out the experience section chronologically
Similar to a resume, when you provide the work history in the job application, list the most recent work experience on top and walk backwards from that. Make sure to add as many details about your job responsibilities as possible.
Tip: You don't need to provide a lot of work history. 2-3 previous work histories are enough.
If you are a fresher or don't have much work experience, you can put N/A on the job work history section.
Don't miss an opportunity to provide something special
Every job application has a section called "Additional information". Don't make the mistake of providing a generic answer to this question or skipping it. This section is the opportunity to highlight your strengths and achievements to the recruiter.
For example, you can say if you have won any awards in your previous job or led any critical projects. Take the time to think about a couple of achievements in your last employment and list them on the additional information section.
You find out on some job applications; recruiters ask this question: "Why do you want to join our organization?"
Do not give a generic answer. Instead, do proper research on the organization, the position you are applying for and list down the reasons why you think you will be the perfect candidate for this position.
Research the industry standard salary
Before you fill out the section salary expectations, do some research on the role's average industry rate. This will make sure that you are not giving an impossible figure for your position.
Also, make sure that you are not giving any exact value. Instead, give a salary range. It shows that you are flexible and open to negotiations.
Some applications may ask you to provide your current CTC, answer that question truthfully.
Provide keywords
Keywords are essential for your resume as well as job applications. Recruiters nowadays run the job applications through an ATS software to sort candidates. So, make sure to include the keywords relevant to the job profile on your job application.
You can easily identify these keywords by searching through similar job roles.
Keep your Linkedin profile updated
Most of the job applications nowadays ask you to provide your Linkedin profile. And if they like your job application, they will most likely check your Linkedin profile as well. So, make sure your Linkedin profile is up-to-date and professional,
How to write a job application email?
Gone are the days when candidates had to go and apply for a job physically. Nowadays, recruiters prefer receiving job applications via emails.
But with thousand job applications coming into a recruiters inbox, how do a candidate stand out of the crowd?
Let us see some factors to consider to write a perfect formal email for your job application:
What to include in your job application email?
Your job application email's primary objective is to make the hiring manager understand why you are the best candidate for the job. To make sure, you need to include some essential details in your job application email:
- Suitable subject line
- Purpose of writing the email
- What role you are applying for
- Your qualifications
- What are you bringing to the table
- Your contact details
Here are some errors to avoid in your Job application email:
Sending a generic email template to everyone
If you search online, you will see thousands of good job application email templates. But you have to remember that, these email templates are generic, and meant to help you write your own job application email.
But if you use these exact templates for all of your job applications, it will not create any impression to the recruiter and eventually end up in the trash.
Forgetting to attach the resume
This is a common mistake every job-hunter did at some point in their job search. But this counts as a negative factor in front of the recruiter's eyes. So, always double-check if you attached the cover letter and resume with your job application before hitting the send button.
How to send a job application email?
You need to carefully structure your job application email so that it is short, to-the-point and provide all the information accurately. Here is a basic structure you can follow to create your job application email.
Subject Line
The subject line is the most important part of your job application. The hiring manager gets a lot of job application emails each day. And you need to make your subject line stand out among thousands of job applications. To do that, you can include your name and the job title you are applying for into the subject line.
Salutation
Make sure to have the correct salutation when you write your job application email. Remember, you are not sending the email to a whole organization. You are sending email to a person, the hiring manager. So, always start your email with the name, i.e. "Dear Mr Smith" or if the name is not available use "Dear Hiring Manager". Do not start your email with "Hey" or "Hello Team" etc.
First Paragraph
The first paragraph gives the hiring manager some context on why you are writing the email, where you find the job opportunity, when did you find the job vacancy, etc.
Example:
"I came across a job posting on your website for an experienced video editor. I believe that my previous experience as a videographer and video editor makes me an ideal candidate for this job."
Second Paragraph
The second paragraph is your opportunity to showcase your skills and pitch your candidature to the hiring manager. Emphasize your top skills and what you can bring to the organization. You can also highlight your previous job responsibilities and achievements.
Example:
"I have 3 years of experience in Videography and video editing where I helped the video production team to produce videos for social media ad campaigns. I also deployed video editing software to improve video and sound quality for 40+ videos. Additionally, I also rendered assistance in script-writing and Consulted directly with the Director throughout the post-production process for 15 videos. I am confident that I will be a valuable part of your organization."
Third Paragraph
Use the third or final paragraph to thank the hiring manager for reading the email and also mention that you are enclosing your resume with the email. Also mention that you are eager to hear from the hiring manager about the interview process.
Example:
"I have attached my resume and cover letter for your consideration. Please take an instant to evaluate it and consider my application for the video editor position. I am looking forward to hearing back from you. "
Closure & Email Signature
At last, include a simple yet courteous closing statement to end your email. And under that include your name, phone number, email id, and Linkedin profile link.
Example:
"Thank you for your time and consideration.
Yours sincerely,
Your Name
Mob:
Email Id: "
Here are some simple dos and don'ts for your job application email
Do:
- Most people nowadays check their emails from their mobile phone. So make sure to write a short email subject line.
- Include the job title and your name in the subject line. When the recruiter searches the job title, they will easily find your email.
- If you have a reference, include it in the subject line as well. Example: "Video Editor Job application; Ref: Peter Parker."
- Attach your resume labelled with your name. Example: "Jon Doe Resume"
- Don't start your email with "Hey" or "Hi". Address the hiring manager properly.
Don'ts:
- Don't write a generic subject line. Recruiters search on the email search box by keywords or job title. If your job application does not contain keywords, it may not get found.
- Do not copy-paste everything from your resume. Talk about your achievements, what can you bring to the table and how you think the organization can help you grow.
- Don't send a word file resume. The layout can distort in different office versions. Instead, use a resume builder tool to build a pdf resume.
Job application subject line
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Your job application subject has the most critical role in the job application process. A good subject line gets you noticed by the interviewer and your chances of getting an interview increase significantly. In this section, we will talk about how to write a perfect subject line for your job application.
Make sure you are using a decent email id
Make sure you are sending the job application email from a professional email id, which contains your first name and last name. i.e. john.doe@gmail.com. Not like this: johntherock@gmail.com.
Read the job description and follow instructions
Many job applications ask you to follow a particular pattern in the subject line or include specific keywords in the subject line. If you do not read the job description carefully, you may miss these essential instructions and end up in the trash.
Write clearly the purpose of the email
Clearly state the purpose of your email in the subject line. You can do it by including the job title in the subject line, or you can also include the term "job application" on the subject line to help the recruiter identify your application immediately.
Include keywords on the subject line
Recruiters often use filters to sort from thousands of job applications. So, make sure to include important keywords on the subject line as well as throughout the email so that it is easily discoverable by the recruiter.
Write your name on the subject line
Include your name on the subject line to make sure recruiters easily recognize you. They usually don't have a lot of time to go through the emails. So, including your name in resume will make their job much easier and increase the chance of your email being opened.
Use personalization
This is not entirely possible every time, but add some personalization if possible in the job application email subject line.
It can be anything, from including the recruiter's name on the subject line to highlighting one of your skills that the job requires in the subject line.
Anything that piques the recruiter's interest can increase your chances of getting an interview significantly.
Proofread
Always make sure to proofread and rectify any grammatical errors before sending your email.
Job application email subject line examples
Here are a couple of Email subject line examples to help you write better subject lines for job applications:
When you are sending the job application:
- Job application: Video Editor, (Job ID: #22121) - John Doe
- Job application for Digital Marketing Executive Job - John Doe
- Job ID #9298: Junior Analyst job application - John Doe
- Job application: Digital Marketing with 2+ years of Facebook ad experience - John Doe
- Seeking new opportunity: Creative Writer - John Doe
When you have a referral:
- Referral from Mark Wilson: Application for Video Editor - John Doe
- Referral: Dino Maria - Content Creator Profile - John Doe
When you are following up on the job application
- Following up for Job application for Digital Marketing Executive- John Doe
- Meeting follow up - Job application: Video Editor- John Doe
- Interview follow up - Sales Executive Position - John Doe
Follow up on a job application
You have done your research and filled up the job application form perfectly.
You think "I have done my best! Nobody can stop me from getting an interview."
You wait. But alas. You hear nothing but crickets. Why is that?
Well, a simple answer is, you never sent a job application follow up email. Interviewers want to give you a chance, but why should they bother if you don't show any interest?
This section will tell you everything you need to know about following up on a job application via email.
How to follow up on a job application?
Now we know that following up is an essential part of the job application. But when you follow up, you need to make sure that you are doing it the right way.
Use your connections
Go through your connections and see if someone has any contacts with the company you are applying for.
If they do, ask them to put in a good word for you to the hiring manager or introduce you to the hiring manager.
Get the contact details right
Now let's talk about the common mistake everybody makes when sending out follow up emails to the hiring manager.
In general, email id of hiring managers are not posted on job portals. Instead, a public email address is given most of the time. Many candidates send their follow up emails on those generic email ids. No wonder, most of the time why they don't get any reply.
When you send follow-up emails, you need to make sure that the email id is genuine and the hiring manager is actively using it. This may seem like detective work, but it is easier than you think.
If you want to know who is the hiring manager, just go to the company Linkedin page. Then click to "People". From here, you can search people by title, and it will show you who the hiring manager is. With a little bit of luck, you can even find their email address on the Linkedin profile.
If not, you can simply call the company's main desk and ask for the hiring manager's email id. They will provide it to you.
Don't be overly friendly
Hiring manager is not your friend. Remember that, when you send out your follow up email to the hiring manager. Being overly friendly or casual can backfire and cost you your interview. Hiring managers are trained to be friendly with every candidate. But that doesn't mean they are your friend. Be respectful and professional when sending out a follow-up email.
Be brief and write the email directly to the hiring manager
Now that we know who the hiring manager is and have their email address, It's time to send them a follow-up email for your job application.
Firstly, make sure you are addressing the email to the hiring manager properly.
Example:
Dear Mr. Haris,
Or
Dear Ms. Chole,
You might feel tempted to send a long follow up email explaining your achievements and why you are the best candidate for the job. But in practice, this is not a good idea.
You have already described your experience and achievements on your job application letter. No need to repeat it on your follow up letter as well. Besides, hiring managers get dozens of follow up emails every day, and they really don't want to read through a long email.
Instead, focus on writing a brief follow up email. Here are things to ensure when writing a follow-up email to the hiring manager
- The follow-up email has a clear subject line
- You are writing the email in a formal and professional language
- Show your interest in the job profile you applied for
- If you send your job application via email, always refer to that email, or send the follow-up email on the same email thread.
Ask a follow-up question
It is not bad to ask the hiring manager for an estimated timeline when the interview starts. This will give you time to prepare for your interview and clarify when you need to follow up again.
Don't be too pushy
Don't be overly pushy when following up. Unless the hiring manager failed to meet their deadline, don't follow up more than once every 1-2 week.
Even if they don't reply after three follow up emails, accept that they might not be interested in your profile.
Also, it is incredibly unprofessional to not reply after 2,3 follow up emails. If the company doesn't respect you now, how do you think they will respect you once you start working with them?
When to follow up on a job application?
There is no set rule for sending a follow up email after job application, but a general rule of thumb is to follow up after a week after sending your job application. And then once every week. If you still don't get any reply after three follow-ups, it is better to look for opportunities elsewhere.
Difference between job application letter and job application cover letter
There are different ways organizations follow for hiring. Some ask for job application, some ask for cover letter with a resume, and some ask for both. And it confuses many job seekers. In this section, we will make it clear what is the difference between a cover letter and job application letter:
Cover letter:
- A Cover letter is generally used to intrude the candidate and highlight their achievements to the hiring manager
- Cover letter's objective is to entice the hiring manager to read the resume
- Cover letter also includes key skills that match the job description
- The cover letter ends with a CTA to read the resume
Job Application Letter:
- A job application letter is similar to a resume. It provides detailed information about work experience and education of the candidate.
- It explains where the candidate found the job post and why he will be the best candidate for the job.
- It also highlights the skills and achievements of the candidate.
- Job application emails also enclose a resume but do not have a CTA at the end.
Cover letter for job application example
Here is a cover letter sample for job application:
"15th February 2021
Ms. Jenny Doe,
Hiring Manager
ABC Inc.
15, Lexington Avenue,
New York, NYRe: Video Editor
Dear Ms. Doe,
I am an enterprising video editor pursuing Videography Certification from ABC University, armed with hands-on experience in video editing best practices, 2D & 3D animation, subtitling, post-production, etc. I am also skilled at providing assistance to senior video editors in creating marketing videos. In addition to that, I excel in shooting short marketing videos to be used in marketing collaterals.
With a prolific track record in videography and video editing methodologies, I am
extremely interested in the profile of Video Editor at Lemon Videos.In my last stint as a Video Editing Intern at Qmedia Co., I have assisted the Senior Editor to ensure smooth running of editing systems. Rendered support to the editor by sourcing b-Roll and placing it within videos during production and managed over 100 hours of footage backup. I have established initial proposed storyboards and purpose for 30 videos and received client approval.
The passion for excellence that Lemon Videos has showcased to date has been nothing short of extraordinary. I am awed by its relentless commitment to encourage & help vulnerable groups by utilizing meticulously constructed welfare programs while demonstrating undying fidelity towards its employees. Owing to such values, I consider Lemon Videos to be my most
preferred employer.Enclosed for your consideration is my resume. I would appreciate the opportunity to further discuss my suitability and qualifications with you on call or in person.
Sincerely,
Katie WatsonEnclosures: Resume"
Sample of job application letter
Subject: Job Application: John Doe - Video Editor Post (#29813)
Dear Mr. Smith,
I came across a post on your website about a requirement for a video editor in ABC Corporation. I am interested in applying for the position of Video Editor in your company ABC corporation.
After reading the job description, I feel, my interests and skills perfectly align with the company requirements, and I feel I will be a valuable asset to the company.
In my last stint as a Video Editing Intern at Qmedia Co., I have assisted the Senior Editor to ensure smooth running of editing systems. Rendered support to the editor by sourcing b-Roll and placing it within videos during production and managed over 100 hours of footage backup. I have established initial proposed storyboards and purpose for 30 videos and received client approval.
I have attached my resume and cover letter for your consideration. I would appreciate the opportunity to further discuss my suitability and qualifications with you on call or in person.
Thank You.
Yours sincerely,
John DoeMobile:
Email Id: johndoe@gmail.com
Key Takeaways
Now that we have come to an end of this blog let us revisit some of the article's key takeaways:
- Don't leave any section blank when filling out the job application
- Make sure you are not making any mistakes on your job application
- Keep the job application grammatical error-free
- Fill up your work experience section chronologically
- Use the "Additional Information" section to highlight your accomplishments
- Use keywords throughout your job application to get it noticed by the recruiters
- Provide your updated Linkedin profile link in your job application
If you want to create a professional ATS-friendly resume by yourself, head over to the Hiration Online Resume Builder and create your resume in minutes.
Go to Hiration career platform which has 24/7 chat support and get professional assistance with all your job & career-related queries. You can also write to us at support@hiration.com and we will make sure to reach out to you as soon as possible.
