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Six steps to design an employment application form

by , 02 June 2016
Six steps to design an employment application formWhen designing your employment application form, there are several rules you need to follow.

To make sure you cover all the mandatory elements and comply with the current regulations, we'll give you six steps to design a perfect employment application form.

And don't forget... You need to keep this in your employee file!

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Here are the six steps you can use when designing your employment application form: 

Step #1: Gather information

For this step, you must decide what information you want to get from an applicant. Also include disclosures, authorisation for checks, etc. that will cover your company from a legal perspective.

Step #2: Decide on the questions

As a next step, you need to decide which questions will likely give you the most appropriate answers that relate to the job. Ask questions that will give you information about who the candidate is. Also include questions on his past work experience and what his career aspirations are. You can then use this information to decide if he meets the job and the company's requirements.

Step #3: Confirm that your questions are legal and professional

 If you ask questions that are discriminatory or don't relate to the job, you can get into trouble at the CCMA. The candidate can lodge a claim of unfair discrimination. Remember: Our labour laws give job applicants the same protection against unfair discrimination as your employees!
Pay attention to the fact that you may not discriminate against an applicant in terms of: race, gender, sex, pregnancy, marital status, family responsibility, ethnic or social origin, colour, sexual orientation, age, disability, religion, HIV status, conscience, belief, political opinion, culture, language, birth or on any other arbitrary ground.

Make sure you check that all the information you ask for either relates to the job directly, career aspirations or checking information. If you're not sure your questions are correct, check with an expert or superior. Don't take unnecessary chances that may land you in the CCMA!

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Step #4: Create application templates

Draw up the actual form. Keep the following in mind:

• Include your company logo.
• Keep the look and feel of the form professional.
• Make sure you leave enough space for candidate's to write their answers.
• Where you ask for yes or no answers, put a checkbox rather than open spaces.

Where you want to limit the answer choices, have a tick-list that candidates can select from, and include an 'other' option for unusual circumstances.

Step #5: Proofread and 'trial run' the forms

Keep in mind that when you are pleased with the design and content of your application form, select a few colleagues to proofread it.

You should also ask them to fill them in as if they were applying for a job. Encourage open and honest feedback. Implement any necessary changes from the feedback you receive.
Step #6: Print the forms or upload them to your website

Once you complete and test the forms, you're ready to print them. After possible design adjustment to make the form suitable for online applications, you can also upload it onto your company website.

Also, don't forget that you must keep all application forms of unsuccessful applicants for a period of twelve months after…
Do you want to know the 70 questions to ask to get the most relevant information from your interviews? I'll tell you...

P.S. You also need to make sure your HR Policies and procedures are legal and will stand up if you're ever challenged at the CCMA. But we've done it all for you…

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