The ten most important tips for online applications

Classic application folder with pen

Traditional printed application folders are used less and less today. Many companies now prefer online applications and often provide dedicated applicant portals.

This simplifies the application process and can reduce costs for applicants. At the same time, online applications involve common pitfalls that can reduce your chances. Below are ten practical tips for successful online applications.

Our ten tips for successful online applications in PDF format​

  1. Work carefully and take your time. Online applications are easy to send in large numbers, which increases the risk of careless mistakes. Review your documents thoroughly, let someone else proofread them, and check again after a short break. Avoid errors such as outdated address data or number transpositions.
  2. Keep layout stable. Formatting may look different on the recipient side. PDF helps ensure your application appears exactly as intended and can be opened and printed reliably.
  3. Include complete application content. As with postal applications, include a cover letter, CV, certificates, and photo when required. Tailor the cover letter to the role and company. Usually, it is sufficient to attach the full cover letter and add a short version in the email body.
  4. Use a precise email subject line. Always mention the position. If available, include reference number and applicant name.
  5. Address the right contact person. If unsure, call in advance and verify the recipient details.
  6. Use professional contact details. Add your signature and contact data in the email and in the application document. Use a serious email address that includes your real name.
  7. Limit and structure attachments. Too many files are inconvenient for recruiters. Prefer one clearly named PDF file that combines all documents in the correct order (more on this topic). Use a clear naming pattern such as application_firstname_lastname_position.pdf.
  8. Optimize file size. Keep the file as small as possible without harming quality. A practical target is about 2 MB, with up to 5 MB only in exceptional cases. Scan certificates directly as PDF (or PNG) and apply PDF optimization before sending.
  9. Add a high-quality signature where appropriate. A properly scanned signature in CV and cover letter can create a more personal and professional impression.
  10. Run a final test before sending. Send the application to yourself first, open it in different email clients, and print a test copy once.