A solid job application checklist has 10 checks: confirm the ad is genuine, list what it asks for, use its keywords in your CV, keep the CV short and plain, leave out risky personal details, write a 1 page cover letter for that job only, answer any selection criteria with real examples, line up your referees, send PDFs with your name in the file name, and read everything one last time. Skipping them is an easy way to lose a shortlist spot, or to hand your details to a fake ad.
The checklist at a glance
Keep this open while you apply; the sections below explain each check.
Not sure which jobs are worth applying for yet? Start with our 6-step job search plan for Australia and New Zealand, then come back to this checklist for each application.
| # | Check | Done when |
|---|---|---|
| 1 | Is the ad genuine? | Nobody has asked you to pay, and you contacted them on details you found yourself |
| 2 | What does the ad ask for? | You have a written list of documents, criteria and the closing date |
| 3 | Keywords | The ad's job title and key skills appear in your CV, where they are true for you |
| 4 | CV length and layout | 1-3 pages, plain font, clear headings, dot points |
| 5 | Personal details | No photo, age or date of birth; no full street address |
| 6 | Cover letter | 1 page, addressed to a person, written for this job only |
| 7 | Selection criteria | Every criterion has its own heading and a real example |
| 8 | Referees | At least 2 people have agreed, ideally including a manager |
| 9 | Files | PDF unless Word is requested, your first and last name in each file name |
| 10 | Final read | Dates, titles and spelling checked; every claim is one you can back up |
Check 1: make sure the job is real before you send anything
Scamwatch says not to trust a job ad just because it appears on a trusted platform or website, because scammers post fake ads too. So check before you write a word.
Stop and look harder if any of these turn up:
- a recruiter contacts you out of the blue by text, WhatsApp, Signal or Telegram
- you are offered the job quickly with no interview
- you are asked to pay a recruitment fee, or to buy training materials before you start
- you are told to top up an account with your own money or cryptocurrency
- you are asked to pay for flights or accommodation for an interview, with a promise that it will be refunded
- someone wants your bank account details before you have accepted a job
The last two signs come from New Zealand's National Cyber Security Centre, which also says a genuine employer won't need your bank details until you have accepted an offer. Scamwatch says to stop and check any job that needs you to pay money to make money, and Immigration New Zealand says New Zealand employers cannot charge you fees for a job or make you pay their recruitment costs, even indirectly through a third party.
This is not a small problem. The National Anti-Scam Centre says losses to job and employment scams reported to Scamwatch rose from $13.7 million in 2024 to $24.8 million in 2025, an 81.5% increase. If something feels off, compare it with the Scamwatch guide to job scams and Immigration New Zealand's scam advice.
When a recruitment agency contacts you, Scamwatch suggests calling them back on a phone number you looked up yourself, and not letting anyone rush your decision. If you have already lost money or personal details, IDCARE, the national identity and cyber support service for Australia and New Zealand, can help you make a free plan on 1800 595 160.
Checks 2 and 3: read the ad like a brief, then borrow its words
Read the ad twice: once to decide whether you want the job, then as a to-do list of the documents it wants, how to send them, any selection criteria and the closing date. Write that list down before you open your CV.
Then mark every skill, tool, licence and duty the ad names. Tahatū, the New Zealand Government careers service, advises updating your CV for each job application using information and keywords from the job ad.
Borrowing words does not mean copying sentences: if the ad says "stock control" and your CV says "looked after inventory", use the ad's phrase where it is true. Whoever skims it first should find the match in seconds.
Checks 4 and 5: a short, plain CV with safe personal details
The Queensland Government suggests a neat, simple resume of 1-3 pages, depending on how long you have been working, with headings and dot points. Tahatū's target is 2 pages if you can, in a plain black font like Calibri 11, with short sentences, bold headings and plenty of white space. Its CV writing page has examples of both main CV types.
Two pages fits both countries; our guide to writing a CV for Australia and New Zealand walks through the layout section by section.
Personal details need a check of their own. Tahatū says it is usually best not to add a photo, your age or your date of birth. Scamwatch adds that you should be careful about putting your physical address or date of birth on a resume, and never send your passport or identity documents to an employer or recruitment firm unless you are certain they are genuine.
At this stage your city, country, phone and email are enough. Passport copies can wait until you have checked the employer.
Check 6: a 1 page cover letter written for this job
The Queensland Government says you only need a 1 page cover letter, addressed directly to the employer or contact person, and that every cover letter should be tailored to that particular job.
Tahatū makes two points worth keeping in mind. Employers usually read the cover letter before the CV, and the letter should not repeat everything the CV already says. If the ad gives no contact name, "Dear hiring manager" or "Kia ora" is fine.
A quick test: if you could send the same letter to another employer by changing only the company and job title, it is not tailored yet. Our cover letter guide shows how to rebuild it around the 2 or 3 things this employer cares about most.
Check 7: selection criteria answered with real examples
Some jobs, especially government jobs, ask applicants to address selection criteria, also called core or key capabilities. The Queensland Government says your responses should use relevant examples to show you have the experience, skills and abilities the job needs. Its resume and cover letter page covers both documents in one place.
A simple shape for each example: the situation, what you had to do, what you actually did, and what happened as a result. That is the STAR structure Tahatū recommends for interview answers, so the work you do here pays off twice. Our job interview tips show how to turn the same examples into 2 minute answers.
Answer every criterion in the order listed, each under its own heading.
Checks 8 to 10: referees, files and the final read
Referees
Tahatū says to include contact details for at least 2 referees if the job ad asks for them, ideally including a current or former manager. If the ad does not ask, "Referees available on request" is enough. Ask each person first, and tell them which job you applied for.
File format and file name
Tahatū advises sending your cover letter and CV as PDFs unless the employer asks for a Word version, with your first and last name in the file name. "Firstname-Lastname-CV.pdf" tells the reader whose file it is; "resume final v3.docx" does not.
The final read
Read every document once more, slowly, with the ad open next to it. Check dates, job titles and spelling. If you used an AI tool for a first draft, Tahatū says recruiters and employers can often spot AI-generated CVs and cover letters, and the results must be checked for errors and exaggerated claims. A tool such as Build AI CV can give you a tidy layout and a starting draft, but the facts and the final wording are yours to check.
How to apply for a job: the routine for each application
Once the checks become habit, every application follows the same order:
- Save a copy of the ad; it may disappear after the closing date.
- Run check 1 before you contact anyone or send any document.
- Write down every document, criterion and deadline the ad mentions.
- Copy your master CV and tailor the summary and recent roles with the ad's keywords.
- Write a fresh 1 page cover letter addressed to the contact person.
- Draft a short answer with one real example for each selection criterion.
- Confirm your referees, export everything as PDFs with your name in the file names, and do the final read.
- Submit, then note what you sent and when.
Ready to put it into practice? Browse the latest jobs on JobFinder, for example this front of house receptionist job in Perth, and run the checklist on a real ad. If an offer follows, our job offer checklist covers what the contract must include before you sign.
Common mistakes
- Trusting an ad because of where it is posted. Fake ads appear on trusted platforms too.
- Paying to apply, train or travel for an interview. A request for money before you start work is the clearest scam sign there is.
- One CV for every job, without the ad's own keywords.
- Oversharing on the CV: a photo, date of birth or full street address.
- Skipping a selection criterion or answering it with adjectives ("I am a strong communicator") instead of an example.
- Listing referees who have not agreed or do not know which job you applied for.
- Sending unchecked AI text with generic or exaggerated claims.
Frequently asked questions
What documents do I need for a job application?
Usually a CV and a cover letter, plus written answers to selection criteria when the ad asks for them and referee details if requested. Read the ad twice and list exactly what it wants before you start writing.
Should I send my CV as a PDF or a Word file?
Tahatū advises sending your CV and cover letter as PDFs unless the employer asks for a Word version. Put your first and last name in each file name so the employer can find your documents easily.
How long should a cover letter be?
The Queensland Government says 1 page is enough, addressed to the employer or contact person and tailored to that particular job. Tahatū adds that it should not repeat everything that is already in your CV.
Can a job ad on a well-known website still be fake?
Yes. Scamwatch says not to trust a job ad just because it appears on a trusted platform or website, because scammers post fake ads too. Stop and check any job that asks you to pay money before you can earn money.
Should I put a photo and my date of birth on my CV?
Tahatū says it is usually best not to add a photo, your age or your date of birth. Scamwatch also advises being careful about putting your date of birth or physical address on a resume.
Key takeaways
- Check that the ad is genuine before you send any document or money.
- Tailor your CV with the ad's own keywords for every application.
- Keep the CV to 1-3 pages, 2 if you can, and the cover letter to 1 page.
- Answer each selection criterion with a real example.
- Send PDFs named with your first and last name, after one final read.
