How to Apply for a Job - A Step-by-Step Guide to CVs, Cover Letters and Online Applications

A behind the scenes look at what employers are looking for in a job application

Applying for a job can feel like sending your CV into a black hole—especially if you've never worked in a Human Resources team. If you've been wondering how to apply for a job and actually get an interview, this article breaks down what really happens behind the scenes and how you can stand out.

The three most important skills to master are:

• How to write a CV

• How to write a cover letter

• How to complete online job applications

I've had a lot of practice teaching my friends and family how to apply for a job and prepare for interviews, and I'm always surprised at how little they know and the assumptions they make.

Their comments are usually along the lines of:

"They should know what I can do, I've worked there for years. I'm not filling out a CV."

"Why do I have to fill in an online application form? Why can't I just ring up and talk to someone?"

"I'm not doing a personality assessment. They're all b*llshit."

Unfortunately, justified or not, this mindset won't get you an interview.

The good news is that there is a system, and you can learn it.

The bad news is that you've got to follow the system whether you like it or not.

I've had all sorts of arguments with my friends and family about this. Even the most level-headed people can become surprisingly irrational about job applications.

They grudgingly admitted afterward that they did much better after applying my job application tips, though!

The hard truth is that no one likes the grunt work involved in applying for a job, but it's worth the effort if it makes you stand out from everyone else.

All you have to do is match your CV, cover letter, and online application to the job advertisement and position description.

Easy. Isn't that common sense? Isn't that what you do anyway?

Yes, but you have to do it in a detailed, structured way and use the exact words and phrases from the job advert and position description.

I'm not advocating lying. You need all the qualifications, skills, and experience you claim to have because if you don't, you'll perform poorly in the interview.

But many people don't know how to showcase what they've done to match what the employer wants.

If you're applying for a job, here's a step-by-step run down of how to do it:

1) Understand the job description before you apply

The first step is to carefully read the job advertisement and position description. If you're still unsure about the details, contact the recruiter and ask for more information.

If it looks like a job you'd like, print out the position description and CV.

Read them both again, line by line, without rushing. Many people skim a job description quickly and misunderstand what the role entails and what skills and experience are required.

A friend phoned me recently, excited about a job she'd seen advertised, and asked me to help with the application. I was confused when she sent through the details because the job she'd described on the phone didn't match what I was reading.

When we went through the position description together, she realized the job was a specialist role, not the generalist role she thought it was. She'd read the description of the team function, seen keywords in her area of expertise, and misunderstood the role. In her defense, the role title wasn't clear, and the specialty was mentioned only in the position description.

To prevent this from happening to you, go through the position description again with a highlighter pen and make sure you understand what the job entails, and the skills needed to apply for it.

If you still want the job, it's time to start preparing the content for your CV, cover letter, and online application.

2) Match your skills to the job to get an interview

Line managers and HR teams want to fill roles. They are delighted when a suitable candidate appears because it means they'll have someone in the job as soon as possible, getting on with the work. Plus, they won't have to go through the whole process of re-advertising.

It takes a long time to recruit a team member. Hundreds of applicants are whittled down to 20 phone or video screens and 3-5 interviews.

So, how do you compete with hundreds of other people to be one of the five lucky interviewees?

You show you've got what the line manager is looking for, and you'll do that by carefully matching your skills and experience to the exact words in the position description and the advert.

To do this, every time you see any of the following, copy it word for word into your spreadsheet

• Skills required

• Experience required

• Responsibilities

Don't paraphrase, you want the exact words.

You've now got a list of what the line manager wants. Next, you'll collate the evidence that shows you have those skills and experiences and put it into your spreadsheet.

For example:

Required: Needs to have experience of leading teams of 10 or more

Collated evidence in the spreadsheet (in your words): Lead teams at XYZ and ABC company. 7 and 12 team members.

What you write in the CV/cover letter/online application: I have three years experience of leading a team of 12 in my role as …

or 'At ABC company I lead a team of 12 for three years."'

Now that you've demonstrated you've got the skills, experience, and qualifications for the job, it's time to set them to work, getting you a new job.

3) Use the right words in your CV and Cover Letter

The third step is to create your CV, cover letter, and online application using the words from the job advert or position description.

Write a cover letter that grabs attention

The cover letter introduces you, explains why you want the job, and demonstrates why the recruiter should read your CV.

Include your name, phone number, email address, and a link to your LinkedIn profile.

Yes, it's in your CV and online application as well, but you want to make it as easy as possible for the recruiter to contact you. Don't make the recruiter hunt around for your contact details.

Emphasize what you can do for the organization, not what the organization can do for you. For example, "My skills are a good fit for the role, and I could make a valuable contribution to the HR team," rather than "I'm ready for a promotion, and your organization can give me the career growth I want."

Then, give a brief summary of your skills and experience, matching them to the words in the job advertisement.

This should be enough to entice the recruiter to read your CV and seal the deal.

How to write a CV that gets interviews

Your CV showcases why you should get an interview, so try to include as much of what the employer wants as you can while keeping it to two pages ideally and four pages maximum.

The CV details your qualifications, experience, and skills and also explains how you got to your current role.

Remember to use the exact phrases that are in the advert or the job description. Some of your experience may be from a prior role or even from outside of work, but make sure you get it all in.

As well as looking for a match for the role, explain any career gaps or any periods where you moved jobs every year.

If an employer knows you were nursing a sick relative, traveling, or building your house, they'll accept gaps in employment.

How to fill out an online application without losing your mind

No one likes filling out online applications, but they have to be done. And yes, the online application will ask for information that is duplicated from what you've put in your CV.

As annoying as this is, you have to play the game if you want the interview.

The online application may also ask if:

• You are allowed to work in the country where the job is based, and details of visas, residencies, and citizenship

• You've been convicted of any crimes

• You are currently awaiting trial for any crimes

• You have a driver's license, and if so, what type

• You're willing to complete a police/credit/health/psychometric check

• That you've submitted is true

You'll also have to upload your CV and cover letter, so make sure they are both named appropriately.

Final checklist - Submit an application that stands out

Your CV, cover letter, and online application will get you an interview, but you have to know how to showcase your abilities.

Many job vacancies have hundreds of applicants, so you need to stand out to get an interview. You do this by matching your application as closely as possible to what the employer is looking for.

Prepare your application well before the closing date so you have plenty of time to edit, format, and check if it makes sense.

Your job application to-do list:

• Read the job advert and position description carefully

• Highlight the skills, qualifications, and experience that you have attained

• Copy the requirements of the job, word for word, into a spreadsheet

• For each requirement, list the experiences, skills, and qualifications you have to meet it

• Write your CV, cover letter, and online application using the exact words in the ad/position description

• Check your application for spelling, grammar, and punctuation mistakes

• Check everything in your application talks about what you can do for the organization, not what you'll get

Common mistakes that could cost you the interview:

• Making assumptions about the job, what's required, or any of the relevant logistics such as location, amount of travel, and hours of work.

• Rushing your application, inaccuracies and grammar, spelling or punctuation mistakes

• Hiding the evidence in your CV or making the recruiter hunt for it. For example, assuming that stating you had a role as a manager shows you've managed people.

Now, all you need to do is push the Submit button and send your application on its way!

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