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Model documents and policies

Downloadable and customisable documents relating to job applications. For more information see the employment law pages.

Application form for external applicants
Application form for external applicants
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This job application form should be sent to external applicants and covers personal details, educational, technical and professional qualifications, personal development and a data protection statement referring to the availibilty of a privacy notice. Where you rely on consent for obtaining references, you should send the 'Form to gain consent from candidate to seek references' with the application form.
Application form for internal applicants
Application form for internal applicants
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This job application form outlines the process for internal applicants applying for internal jobs and allows the employee to add any information that is relevant to their job application. It also contains a data protection statement.
Competency application form
Competency application form
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This competency application form should be included in the application pack for job candidates. Applicants should use the form to set out how they meet the requirements of the role. It also contains a data protection statement.
Form for a job applicant to consent to a medical examination
Form for a job applicant to consent to a medical examination
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This form should be used to gain consent for a job applicant to undergo a medical examination. The form outlines they understand the examination is made in accordance with the provisions of the Employment Equality Acts 1998-2015.
Job applicant form to claim expenses for attending an interview
Job application form to claim expenses for attending interview
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This form is for a job applicant to claim expenses for attending an interview, with details of the journey, kilometres travelled and expenses incurred.
Job applicant form to grant the employer permission to verify qualifications
Job application form to grant employer permission to verify qualifications
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This form is for a job applicant to give their consent (or deny consent) for their qualifications to be verified by the company.
Previous employment continuation sheet
Previous employment continuation sheet
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This form can be attached to an application form if an applicant needs to list more details of their previous employment.
Reference check questionnaire
Reference check questionnaire
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Use this questionnaire to check through the applicant's references, including whether they have raised reasons why the applicant should not be employed.

Letter acknowledging request for an application pack
Letter acknowledging request for an application pack
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This letter acknowledges a request for an application pack, thanks the applicant for their interest in the position, outlines what is included in the application pack, gives the closing date for applications and sets out the selection process. It also contains reference to the privacy notice.
Letter from hirer to agency providing information on basic pay and conditions
Letter from hirer to agency providing information on basic pay and conditions
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Hiring organisations can use this letter template to provide the employment agency with information on basic pay and employment conditions including working time, access to collective facilities and access to information on vacancies.
Policy on reference checking
Policy on reference checking
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Use this policy to outline how the organisation will carry out reference checks during the recruitment process, including how the organisation will contact referees to receive the reference.

Form to gain consent from candidate to seek references
Form to gain consent from candidate to seek references
Last Modified

This form can be used to seek consent from a candidate to obtain references from a former employer, if consent is to be used as the lawful basis under GDPR for processing data. It should be sent with the application form.