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Posted on: 16/05/2012 11:05.
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Online application forms

Applying online is increasingly the norm in graduate recruitment and some employers only accept electronic applications. Online applications need to be completed with the same amount of care as paper based application forms. First impressions created by good presentation, accurate spelling and well written sentences make a strong impact.

There are advantages and disadvantages to applying online.  Advantages include:

• You can apply equally easily from anywhere.
• Once you’ve pressed submit, your application form is delivered and you will receive an acknowledgement, usually by e-mail, and if you’re clever you can save and adapt your answers to other difficult questions, but make sure that you do adapt them really well to fit the particular question – it’s easy to spot an answer that has been used on a different form without being revised.

The disadvantages include:

• Poorly constructed forms or application system e.g. you may not be able to make changes to earlier answers, or the boxes for your text may not be big enough.
• Instructions can be poor and confusing.
• You might lose the lot if you’re unlucky, some systems won’t let you save or print a copy to keep.
• You might have no opportunity to explain things which are important, such as having a different type of entry qualification, being a mature student, having a disability, or having poor exam results.

You will need to spend the same amount of time planning your approach as if you were completing a paper application and follow the same advice.

There are particular features of electronic forms however, which you should be aware of:

• Check to see if there are any online help or guidance notes for applicants.  If you do get stuck there is usually a FAQs (frequently asked questions) page or helpline number you can ring.
• If you are given a username and password, make sure you keep a record of it.
• Don’t apply to more than one function with the same employer if you are told to choose just one area. You may be rejected automatically for not following instructions.
• Be prepared that some systems do not allow you to return to earlier pages.
• You may be able to save your work and go back to it later, but this isn’t always a good idea; even if there are no technical problems, you can forget your line of thinking.
• As all communication will be via email, make sure you check your email regularly and remember to use an appropriate e-mail address.

Hints and tips for online applications

• Print off a copy of the form, or note down the headings, sections and questions. You will then be able to plan your application offline.
• Create a Word document to write your answers for the form, separating each section by a line-break. Retain this information and cut and paste it into the form.
• Some forms will let you write as much as you like. Resist the temptation.  Give them sufficient relevant information to make them want to interview you but don’t waffle.  In most applications, however, there is a strict instruction with regard to the number of words/characters required (Word/Character Limit).  If there is a limit do not exceed it, but aim to use as much of the space as possible, to do yourself justice.
• Despite the informality of the Internet, spelling and grammar are important, and you should check carefully for errors before sending the document.  Note that not all electronic applications have a spell check facility.
• Save your answers.  Some systems do not allow you to print or save a copy, so keep records of the questions and your responses, you will almost certainly be able to re-use them in other online or paper applications but make sure you adapt them to the questions!
• Scanning software may be employed to search for keywords in areas such as job skills, job titles and educational achievement. Think carefully about the way you describe your interests and activities and use them to evidence key skills. If an electronic application form asks you to demonstrate your organisational skills, for example, make sure you include the word 'organise' in your reply.

The bottom line is that the success of your online application is dependent on the preparation you do beforehand and not on your technical or IT skills!

 

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