Should You Write Notes on An Application Form?

I agree with Michael’s comments and those in the brief article to which he links.

As a lawyer, I hate to see any kind of form or typed document that has handwritten notes on it. It may be difficult or impossible to determine who wrote them, and they may compromise or destroy the utility of a document that would otherwise be helpful.

If notes are instead maintained separately, there might be some possibility of keeping the notes from being discovered, particularly if the opposing party’s discovery requests are not broad enough.

I think, however, that to some extent the advice may confuse notes that may be appropriate at two different stages of the decisionmaking process.

Some applications or resumes are screened out before the interview stage. It can be helpful to have documentation of the reasons for this, which should be maintained on a separate page from the application or résumé.

Questions for a candidate who is not screened out that may be specifically raised by information on the application or résumé should be noted, to be raised at the interview stage. Then, in the interview, notes should be on a separate page or interview form.

Just my thoughts from the lawyer perspective; I know nothing about the hiring process except what gets employers in legal trouble.

Writing notes on an application can also lead to danger if the application includes an EEO data section — even one that is technically a separate part of the application. Allowing interviewers to see EEO information prior to selection can lead to discrimination charges even if any bias is unintentional (as it is in most cases).

We use a “screening criteria” form that is completed on each application to determine whether or not the person in question will be interviewed. If someone wants to know why Person X was interviewed but Person Y was not, the explanation is available since the criteria rating sheets are the same.