Supporting Documents for a Job Application
Documents You May Need to Submit With a Job Application
When you're applying for a job, an employer may want more information than a copy of your resume and cover letter or a completed job application. The company may request what is known as "supporting documentation" when you submit a job application.
What are Supporting Documents?
Supporting documentation for a job application can include a resume, a cover letter, educational transcripts, writing samples, Veterans' Preference documents, portfolios, certifications, a reference list, letters of recommendation, and other documentation as specified in the job posting.
The information that is required varies depending on the job and the employer's hiring requirements.
Why Do Employers Request Supporting Documentation?
Getting supporting documentation from candidates helps companies evaluate applications. For many employers, a resume (or a resume and cover letter) provides all the information necessary. Other employers need more information to determine which applicants they will interview and eventually hire.
The reason for requesting information is to get a full picture of you as a candidate, or to provide confirmation of the details listed on your resume or job application. For instance, requiring a transcript as supporting documentation allows employers to confirm that you graduated, as well as your GPA.
Requesting documentation can also be a test of whether or not applicants can follow instructions. If a job posting mentions that candidates must submit a list of references with their application, hiring managers can sort all applicants who did not submit references into the "no" pile.
How to Submit Supporting Documentation
For employers, gathering up all this information at one time, whether it’s during the application process or after an initial interview, is a huge convenience. It allows the hiring manager to have all the pertinent information about candidates on hand, and cuts back on follow up emails and phone calls to request more documents.
Applicants may find collecting and submitting documents to be less of a convenience, and more of a hassle. Some documents may require a bit of digging to locate. For example, where is your Project Management Professional Certification, and who can you call to get a copy if you can't find your own?
Other documentation may require a bit of work to assemble. For instance, if you're submitting a list of references, you'll need to ask permission to use them as a reference, and inform them that someone from the company may be in touch shortly.
Label Your Documents With Your Name
Carefully label and name all files, including your name and details on what is in the document. Your references, for example, could be named "Sarah-Wong - References" or "Sarah Wong References." Avoid just naming them "references" since hiring managers tend to have a lot of files, and won't be able to easily identify your documentation. Follow a consistent naming pattern across all documents.
Follow the Directions in the Job Posting
Once you have all the supporting documentation gathered up, follow the employer's instructions as to how to submit it. Employers may ask for you to upload files or attach them in an email.
If employers request specific file formats (PDFs, for instance), make sure to follow those instructions.
Submit all your documents at once, with your resume or application. If you’re missing something, try to get a copy prior to submitting your application. Save yourself a step and have copies of everything you might need to job search on your computer, ready to compile and send.
Bringing Documentation to a Job Interview
If the company requests that supporting documentation be brought to the interview, bring a photocopy of each of the requested documents with you to leave with the hiring manager. Also be sure that you have everything else you need to bring with you ready to go.
The employer may request originals of some documents, like transcripts. If that's the case, request them ahead of time from the institution where you received them.
Here’s how to request a copy of a transcript from an educational institution.
List of Supporting Documents
The following is a list of supporting documents that may be required to be submitted with an employment application.
- Cover Letter
- Reference List
- Letters of Recommendation
- Writing Sample (essay, articles, or other writing samples)
- Employment Certificate
- Certifications (teaching or computer certifications, for example)