FYI
1799 Pennsylvania Street
P.O. Box 539
Denver, Colorado 80201.0539
303.839.5177 ■ 800.884.1328
www.msec.org
Revised: March 2011
STAFFING
Applications and Resumes - Review
Summary:
An organization’s success in large part can be attributed to a sound employment selection process. The
most effective hiring programs include numerous steps. One of these steps is taking applications and
resumes.
This FYI focuses on examining and using applications and resumes for screening applicants.
Other Resources Available on this Subject
Seminars:
Effective Interviewing Skills I
Effective Interviewing Skills I for Public Employers
Publications:
FYI - Staffing: Hiring Checklist
FYI - Staffing: Interviewing - Common Errors
FYI - Reference Checking: Pre-employment Screening
FYI - Staffing: Rejecting Applicants
FYI - Staffing: Proper/Improper Inquiries in the Pre-Employment Process
Services:
Pre-Employment Screening
Contacts:
Employment Law Services
Human Resource Services
Important Notice
The information provided herein is general in nature and designed to serve as a guide to understanding. These
materials are not to be construed as the rendering of legal or management advice. If the reader has a specific need or
problem, the services of a competent professional should be sought to address the particular situation.
© Copyright, 2011 Mountain States Employers Council, Inc. All rights reserved. Quotation from or
reproduction of any part of this report, in any form, without prior permission in writing from MSEC is prohibited.
Introduction
Applications and resumes are typically the first tools most organizations use to obtain
information needed to screen prospective hires. They provide contact information for an
applicant, such as name, address, and telephone number. They also provide information used to
determine an applicant’s qualifications for the job including education, training, work history,
and current certifications.
Applications and resumes can be useful tools for:

Eliminating applicants who are obviously unqualified.

Preparing for the employment interview.

Furnishing names, dates, and places for background verifications.

Providing information for personnel records.
Applications and resumes are a small part of the selection process. An effective hiring process
begins with a job analysis to ascertain key job requirements, which are ultimately identified in a
job description. Once this job analysis is completed and the job description is either written or
updated, the interviewer will develop a set of core interview questions, which will be asked of all
applicants, to determine how well they meet the minimum requirements of the job. The next step
concentrates on reviewing the information provided by each applicant in their applications and
resumes. By delaying this review until after the key job requirements have been identified and
the core questions have been developed, interviewers will be more likely to compare applicants
to the requirements of the job; instead of comparing applicants to other applicants. As a result of
this review, special additional questions may be developed for certain applicants to clarify the
information presented on an application or resume.
The Value of Applications and Resumes
Both applications and resumes provide valuable information about applicants. Employers are
advised to use applications and resumes when available, for all positions. The following
considerations may be helpful.
Applications

If well drafted, applications can solicit vital information about the background and
employment history of prospective employees (e.g., reasons for leaving previous jobs,
disciplinary actions, and criminal convictions) that may not be on a resume. If not well
drafted, they may only serve to obtain information which is irrelevant to the particular
job.
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
Application forms can serve as an effective vehicle for communicating a company’s
key employment requirements, such as passing a drug screening examination and a
post-offer physical examination. This information which is often communicated in a
carefully worded affidavit and signed by the applicants is important to an
organization’s exposure to legal liability. It puts applicants on notice regarding a
variety of issues, and obtains their consent on certain items.
Resumes

Resumes are more likely than applications to identify applicants’ specific
accomplishments on the job; however, applicants have determined which information
to include and which to omit on their resumes. This generally results in resumes that
emphasize applicants’ strengths, not their faults.

Resumes, often professionally prepared, may not be completely representative of the
applicant. Some may be inflated and, in some cases, untrue. When prepared by the
applicant, a resume may indicate the applicant’s organizational and communication
skills, which could be important job requirements.
What to Look for in an Application and/or Resume
Comparison to Job Requirements
Application and resume review is much more efficient when the screener consistently
evaluates the application against pre-determined criteria related to job requirements. Using
the same criteria to review applications, the interviewer can determine who does and who
does not meet the minimum requirements for the job. Those who do meet the criteria can be
interviewed. If information is unclear or incomplete, the reviewer can flag these areas for
further discussion.
When reviewing applications and resumes consider the following:
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
What is the overall presentation and appearance of the information on the application
and/or resume? Check for neatness, grammar, and spelling (if these criteria are jobrelated). A sloppy or unreadable application may have been completed in a hurry,
indicating a lack of interest or carelessness; or it may be an attempt to hide
information. On the other hand, it may be due to a physical inability to write neatly
or perhaps just poor penmanship which may or may not be critical to the job.

Were the directions on the application followed? Is all basic information included?
Blanks and omissions may indicate a lack of orientation to detail or follow through.

Does the applicant’s background meet all or most of the criteria necessary to be
interviewed for the job? Is the amount of experience adequate to meet your
specifications? Remember that anyone who meets the minimum standard is a
qualified applicant.

Has experience been acquired in settings comparable to your organization?

Are there transferable skills or knowledge that might be applied to your job?

If known, would the size of former employers indicate narrow, specialized experience
or broad, less in-depth experience? Which experience level is relevant?

Does the application or resume show specific accomplishments and results attained
by the applicant? Are they described in measurable terms?

Are non-job factors overemphasized? Highlighting these factors may be a way to
detract from job-specific requirements. For example, if a person has been out of
school for more than five years, the resume should be heavily weighted on work
experience, not on high school or college accomplishments. A concentration on nonjob factors may also indicate certain values held by the applicant, such as the resume
that gives great detail about current non-work aspects of a person’s life. This may be
a subconscious way of communicating that these aspects are where the applicant’s
real interests lie.
Red Flags
Once you have determined that the application and resume indicate the key qualifying factors
are present, identify any “red flag” areas that may need further information or clarification.

Are both months and years of employment specified? Stating years may be an
attempt to lengthen experience, omit a job, or cover gaps in employment.

Are gaps in employment explained?

Are there any overlaps in time or location? It is possible to work and attend school;
check accuracy of dates and locations.

How frequent are job changes? Rather than drawing conclusions about instability,
consider probing further for specific information about reasons for leaving.

Is earlier experience more relevant to your job than recent experience?
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
Are there inconsistencies between the resume and the application? Such
inconsistencies may indicate attempts to hide something, or they may just be
carelessness. Inconsistencies may not necessarily be a knock-out factor, but they
should be explored further.

What are the salary expectations of the applicant? How do they compare with the
salary history? How do they compare with the salary range for the job?

Are there unexplained or inconsistent progressions in salary and/or jobs? It is
important to discuss these with an applicant, but remember that career changes or
other factors may have been more important than salary at the time a job change took
place.

Are there other inconsistencies (e.g., level of education and type of job)? These may
suggest a person with a wide range of interests and capabilities or a person who is not
focused or committed. They may also indicate a person who has made a career
change or someone who is unsure of goals.

Are job titles clear? A title is not always representative of the job and is easily
embellished. Probing for clarification of specific job duties may be necessary.

Are accomplishment statements clear and specific? For example, look for “graduated
from” or name of degree rather than “attended” when referring to post-high school
education. When you see terms like “was involved in,” “member of,” “part of a
team,” “assisted,” “gained experience in,” etc., further exploration and explanations
are needed.

When will the applicant be available for work, and does their availability meet your
needs?

Has the application been signed and dated?
Integrity Factors
Characteristics such as a person’s basic integrity and trustworthiness can also be explored in
an interview. Look for the following when reviewing applications and resumes:
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
Is there a pattern regarding reasons for leaving? Are the reasons vague or do they
suggest underlying problems? Probe further, if the applicant is interviewed.

Has the applicant thoroughly answered all questions on the application? Be sure the
answers to direct questions, e.g., those that require a “yes” or “no” response, have
been adequately explained by the applicant where appropriate.

Are there vague employment situations, such as “self-employment,” “family
business,” or “temporary agency,” which may or may not be legitimate employment
positions?

Are there any convictions of law violations? How serious are they? Are they related
to job requirements?
Documenting on the Application and Resume
Usually applications are handwritten and include a statement signed by the applicant verifying
all information provided is true and complete. It is best not to taint the form with someone else’s
handwriting. Therefore, screeners and interviewers should not write on the application.
Resumes, on the other hand, are usually not handwritten and do not include a signed statement
certifying that the information is true. If you do write on the resume, be certain that the notes are
job-related, and do not suggest unlawful bias.
Summary
Carefully review applications and resumes and compare the information contained in them to the
job requirements. This provides a basis for screening applicants. It also serves as a starting
point for preparing a productive interview plan. Knowing how to use this information is an
important step in a successful employment selection process.
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