Keep A Record of Your Job Applications: Here's How

Graduate jobs

July 05, 2021

Applying to jobs can be a long slog — and nobody knows this better than fresh international graduates. During your job search you could be applying to 100s of jobs, so the risk of forgetting applications you’ve made, and making duplicate applications can be high. There’s a way to avoid this though, and it’s by keeping a record!


Why keep a record?


Keeping a record of everything you’ve applied for can really optimise your job search. Gone will be the days of forgetting applications, and scrambling to find the resume you sent that has since been updated multiple times. Keeping a record of who and where you’ve applied to can make the difference, as you’ll be able to track when you need to send a follow-up email, and easily recall the names of potential future bosses/managers. 


International students have shared that they apply to upwards of 50 openings on an average, and the highest we’ve heard is 190! When you’re applying for so many job openings, it’s hard to keep a mental note of where you’re at with each of these opportunities. Keeping this record can also soften the blow of a rejection, which is an inevitable part of the job hunt. Anooshka Pathak, Procurement Graduate at Rolls Royce, shared, “the one thing that helped me was to keep a record in a spreadsheet with details of the companies I had applied to and the updates on each application, to follow-up on each application. I was inundated with emails. So keeping the spreadsheet helped me understand that it is fine - it is not the end of the world if I don't get this one job, because I have 20 more I applied to. I applied to almost every job that was listed for about 6 months on Student Circus. I did get a lot of callbacks for interviews and tests. ”


Another great part of having a record is the fact that it’s also evidence of the hard work of job hunting. So when you’re feeling a bit down by a seeming lack of progress on the job front, you can always have a look at the length of your record and be proud of the effort that you’ve put in!


How to keep a record


The best way to keep a record is by making an Excel/Sheets spreadsheet with rows that easily distinguish between jobs/companies/industries. All you need to do is add jobs to each row each time that you’re done with an application and watch it grow in size. You can also keep it old school by taking pen to paper and listing each job you apply for that way. If you’re doing it this way, it’s best to keep the record in a file or stapled together, so that you won’t lose any pages. 


You can also find a job tracker on Student Circus too! Map My Journey helps students keep a track of all their job applications. It works by automatically picking up jobs that you have applied for on Student Circus, and you also have the option of manually adding other jobs that you’ve applied for outside of Student Circus. As well as being visually arresting, students can also add reminders and alerts for each of the jobs that they’ve applied for. 


In your record you should be tracking the following things:


1.Job title/Graduate Scheme Title

2. Company name: If you’re doing a very broad search, it’s worth grouping company names into the relevant career fields that they’re in too.

3. Contact Information: Name of contact person(s), mail address, email address and phone numbers you deal with throughout the process.

4. Application type: Did you apply via an online form or did you email them?

5. Source of job lead: Did you find out about the position through a referral, online job board, recruitment agency, company website or advertisement? Try and keep a copy of the job posting as it could be removed after the application date expires.

6. Materials sent: Include details of the version of your resume you sent, as well as the cover letter and other items that may be requested such as transcripts and work samples.

7. Date applied

8. Date of intended follow-up

9. Results of each application, e.g: an invitation to interview; request for more information; rejection; job offer.

10. Feedback: We always encourage international graduates to seek feedback from the hiring manager, especially if you’d made it past the initial tests & met the manager in an interview or assessment centre. Record this feedback and incorporate suitable changes to the newer, upcoming applications you will make. 

The job hunt can be tough but with these steps, it should hopefully be that little bit easier and less complicated. Good luck with your search! 

Written by Marco Marcelline
Marco is a freelance journalist who has written for the likes of Dazed and VICE UK. He also co-edits Kalu Mala, a zine that seeks to platform the creative talents of the Sri Lankan diaspora.

Photo by Kindel Media from Pexels

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