Free Job Application Form Template (PDF & Word) – 2026

The point of a job application form is to make the obligations of each party clear enough that a third party — a court, an inspector, an heir — can determine what was agreed without having to ask either side. The template on this page is structured to make that determination easy. Download it free in PDF or editable Word.

This page provides a free job application form template in PDF and Microsoft Word format, drafted to comply with federal EEOC, FCRA, and ADA requirements. The template includes the inquiries that are legally permissible at the application stage and omits those that are barred in salary history ban, ban-the-box, and similar jurisdictions.

Sections of a Compliant Job Application

• Position applied for. Title and date available to start.
• Contact information. Legal name, address, phone, email.
• Legal eligibility to work in the U.S. Yes/no question. Specifics deferred to I-9 verification.
• Age verification. Only «are you 18 or older?» — not date of birth at the application stage.
• Education. Schools attended, degrees, dates.
• Employment history. Past employers, dates, positions, reason for leaving. Do not ask salary history in salary-ban states.
• Skills and qualifications. Relevant licenses, certifications, languages.
• References. Names and contact information.
• Voluntary self-identification. EEO information collected separately from the hiring file.
• Background check authorization. Stand-alone FCRA-compliant disclosure.
• Certification and signature. Candidate certifies truthfulness, authorizes verification.

Questions to AVOID

• Age, date of birth (only «Are you 18 or older?»).
• Race, ethnicity, color, national origin (collected only on separate, voluntary EEO form).
• Religion or religious practices.
• Sex, gender identity, sexual orientation.
• Marital status, family composition, pregnancy.
• Disability status (only «can you perform essential functions with or without accommodation?»).
• Genetic information (GINA prohibits).
• Criminal history in ban-the-box jurisdictions.
• Credit history in jurisdictions that restrict it.
• Salary history in salary-ban states.
• Arrest record (versus conviction record).

Federal and State Compliance Notes

• Title VII / EEOC: Forbids discrimination based on race, color, religion, sex, national origin.
• ADA: Prohibits pre-offer inquiry into disability. May ask about ability to perform essential functions with or without accommodation.
• ADEA: Forbids age-based discrimination (40+).
• GINA: Prohibits collection of genetic information.
• FCRA: Requires written authorization for background checks. Must be stand-alone disclosure.
• State ban-the-box laws: 30+ states defer criminal inquiry until after conditional offer.
• State salary history bans: 20+ states prohibit asking about prior salary.
• I-9 Employment Eligibility: Verified after hire; the application asks only the threshold yes/no.

Common Mistakes

• Asking for date of birth or graduation year — proxies for age discrimination.
• Combining background check authorization with application — FCRA requires stand-alone.
• Requiring salary history in jurisdictions where it is banned.
• Including criminal history questions in ban-the-box jurisdictions.
• Asking about disability or accommodations before a conditional offer.
• Missing EEOC voluntary self-identification.
• No truthfulness certification — opens the employer to «I didn’t lie because no one asked».

Frequently Asked Questions

What is a job application form?

A job application form is a standardized document an employer uses to collect consistent information from job candidates: personal contact details, work history, education, references, and qualifications. The form supplements (or in some cases replaces) the resume and ensures consistent data for comparison and recordkeeping.

Why use a form instead of accepting only resumes?

A form provides consistency (every candidate provides the same information in the same format), legal protection (standardized questions reduce discrimination claims), recordkeeping (EEOC and other agencies expect uniform application data), and certifications (candidate signs attesting to truthfulness, authorizes background check).

What questions cannot be asked on a job application?

Federal and state law prohibit application questions that elicit information about: age (unless minimum age requirement), race, color, religion, sex, national origin, disability, pregnancy, marital status, genetic information. State laws often add: arrest records, salary history (many states), criminal history (ban-the-box states), credit history (some states).

Should the form ask about salary expectations?

Many states (California, Washington, New York, Massachusetts, Colorado, and others) have salary history bans. Asking about prior salary or salary expectations may be illegal in those states. Default to asking salary expectations only — and only where lawful.

Can I require candidates to disclose criminal history?

«Ban the box» laws in over 30 states and many cities prohibit asking about criminal history on the initial application. The inquiry must be deferred to after a conditional offer in those jurisdictions.

What about background checks?

The Fair Credit Reporting Act (FCRA) requires written authorization from the candidate before running a credit or criminal background check. The application form is typically where this consent is collected. Use a stand-alone disclosure document, not buried in the application.

Should the form include an EEO statement?

Yes. Federal contractors are required to display the Equal Employment Opportunity statement. Other employers are not strictly required but it is best practice and provides legal benefit in showing good faith.

How long should I retain job applications?

Federal law (EEOC) requires retention of applications for 1 year from the date of application or the date of the personnel action taken, whichever is later. For applicants of federal contractors, 2 years.

Download the Free Job Application Form

Important — read before downloading: this template is an educational resource, not a legal opinion. The structure and provisions follow standard U.S. practice but cannot account for every state-specific quirk or fact pattern. Treat it as 80% of the work done, with the remaining 20% being the customization to your specific transaction. A licensed attorney in your state should review the executed document if anything material is at stake.

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