Online job applications: everything you need to know

Morris County Library > Reference > E-resumes

About online job applications

There is no "standard" online job application.
Forms, options, and instructions vary with job database and company. The three most popular options are HR database, e-mail attachment, & copy & paste.
READ the instructions!
Will the application let you save if you can't finish? Are there required fields? How do they want numbers to be expressed? (5/04, 5/2004, May 2004?)
Whenever possible, avoid applying via the Internet.
Retro? Absolutely. Most companies offer several options. "Back in the day" applying online made you special. Not anymore. Best case scenario? Someone in the company hands the hiring manager your resume. Or...you just show up, resume in hand. Neatly handwritten envelopes get the most attention.
Whenever possible, avoid the middleman.
Apply directly to the company rather than through employment agencies or resume databases.

FAQs

Do I have to write a cover letter if I'm sending my resume via e-mail?
Absolutely! Your subject lines should clearly reflect the job you are applying for [Re: Food chemist position]. Cover letter should clearly state why you're the best candidate for the job.

If they ask me to take an "optional" test should I do it?
Yes. These are not really "optional." These are usually personality or basic aptitude tests screening for minimum company requirements.

Why do they ask for my Social Security Number?
This has become a "standard" required field in many online applications. In some cases, you cannot continue the application process unless you supply this information. You have the option of inputting 000-00-0001. BEWARE OF IDENTITY THEFT. Make sure the site is secure/encrypted (https; padlock icon).

Why to they ask for my race and gender?
The federal Equal Employment Opportunity Commission (EEOC) requires this data. Responses are voluntary.

How much personal information should I release?
You must supply contact information. Name, cell, e-mail recommended.

Why is the company asking me to take an online test along with the application?
Some companies request/require applicants to take online tests. These are usually standard assessment tools to determine management potential, basic math/language skills, or personality. They use these to screen applicants, generally for entry-level jobs.

Is this a "legitimate" company/job application?
Companies registering with job webs must supply their Employer Identification Number (EIN). This cuts down on fraud. BEWARE ALL UNSOLICITED JOB OFFERS. Check to see if the company is listed in reference databases (ReferenceUSA, D&B Million Dollar Database, etc.). Is this executive search firm listed in Kennedy's Directory of Executive Recruiters? Do not rely on company web sites, which may be fronts. "Employment opportunities" asking you to accept money/transfer funds, reveal bank accounts/financial information, provide past addresses, and personal data (names of family members, maiden name, etc.). If it looks like a credit card application, it's probably bogus. Many of these solicitations are written with bad spelling and awkward grammar. Best way to identify a scam? Google the company name with the words: scam fraud. Better Business Bureau reports are online.

Four ways to apply online

Enter your information in a job database
Many companies require you to enter your information in their HR database. Job webs (Monster, CareerBuilder, etc.) also use this option for storing & distributing resumes. Registration is required and password-protected. This means your resume cannot be "Googled" or changed by someone else. Resume databases are relatively easy to use: simply fill out a pre-formatted questionnaire. NOTE: you cannot use your America's Job Exchange resume to apply for jobs on Monster or Kraft.
Copy and paste your resume to the employer's web site
Some employers offer the option to "copy and paste" your resume in plain text/ASCII format to their online job application. Plain text/ASCII (files that end in .txt) is standard protocol for Web document transmission. Rich Text Format (.rtf) retains your formatting and are sometimes accepted by copy and paste employment applications. NOTE: every application is different, including the size of the box provided for copy and paste. If your resume looks messy, take the time to make it readable. That's one of the reasons many job seekers create a separate plain-text resume...it saves time!
E-mail attachment
The advantage of the e-mail attachment is that it retains your resume's original format. NOTE: Some employers may not accept e-mail attachments (fear of virus transmission). It is best to find out before you send the resume.
Social networking: LinkedIn, blogs, personal web space
LinkedIn is fast becoming "the" place to upload professional profiles. Recruiters are searching this space look for/screen potential candidates. Uploading your resume to the Web ("googleable")works best for consultants and freelancers. It is an easy way for potential clients to review your credentials. NOTE: you can be Googled. Be careful what you share. Case in point: Michael Anderson

How to create a plain-text/ASCII format resume

Plain text eliminates ALL formatting (bold/italics/underlines, fonts/font size, creative margins). This makes it readable to the resume databases.

You have two options for creating a plain-text resume:

Type your resume into notepad or wordpad
...Excellent opportunity to skinny down your resume and emphasize your skills with keywords. Online resumes are typically shorter, punchier versions of their print counterparts.

Convert your print resume to plain-text format
...Plain text is a standard "save as" feature on word processing software.

Open your original resume
Select "save as" plain text or ASCII DOS TEXT
RENAME your resume to resume.txt
Close the file
Open resume.txt document (It will probably look very messy...that's okay!)
Tweak your resume to make it readable.

General guidelines for plain-text readability:

maximum line length is 65 characters (resize margins)
USE CAPITAL LETTERS FOR EMPHASIS
use space for clarity
use commas instead of colons, semicolons, hyphens etc.
use +, -, * instead of bullets (leave space between the mark and your first word). Better yet? skip these altogether.
Spelling kounts! Especially your keywords.

Sample plain-text resume

John M. Rice
johnrice@hotmail.com
JOB OBJECTIVE: DISTRICT SALES MANAGER
HIGHLIGHTS OF QUALIFICATIONS
Increased sales by 50 percent in three years
Expanded sales territory from 10 to 28 states
Managed sales force of 100 agents
Created sales associate training program
Responsible for 10 million dollar budget
SKILLS AND ABILITIES
Sales management, inventory control, Powerpoint, Excel
EMPLOYMENT HISTORY
Mega Sales Company, 1995-present
America's Best Widgets, 1991-1995
Joe's Super Food Products, 1989-1991
EDUCATION AND AWARDS
Gold Sales Award, Mega Sales Company, 2002
American Management Association, Sales Leader Certificate, 1995
University of Pennsylvania, BS Business Administration, 1989

[NOTE: we are not suggesting you skinny down your resume to the bare bone! This sample illustrates format only.]

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About this site

This is one of six Career Resource Seminars developed for job seekers in New Jersey. If you have questions regarding the content of this class or would like assistance finding your local resources, contact Lynne Olver (973)285-6931.