Application Documents:  Information on the Topic of Applications

The core components are:
• Cover letter
• Resume and portrait photo
• Certificates and supporting documents

Optional components are:
• Cover page
• Third page
• Samples of work
• References

- Curriculum vitae
A CV provides a well-structured overview of your professional and personal career. It contains the most important stages of your education and professional life in tabular form. A modern CV is usually structured chronologically backwards and comprises 1-2 pages. As a rule, a current portrait photo is integrated at the top left.

- Certificates and proof of qualifications
These include work references, school reports, university degrees, certificates of further education and other relevant qualifications. These provide evidence of the educational and professional stages listed in the CV and the experience and skills acquired as a result.

 
- Cover letter
The cover letter is usually the first page of an application. It should arouse the employer's decisive interest in placing your application in the “come in” pile. It is important to give a convincing indication of your own motivation and suitability for the position. When applying for a job advertisement, this should be referred to right at the beginning of the cover letter. The cover letter should be short and to the point and should not exceed one page.

- Curriculum vitae
A CV provides a well-structured overview of your professional and personal career. It contains the most important stages of your education and professional life in tabular form. A modern CV is usually structured chronologically backwards and comprises 1-2 pages. As a rule, a current portrait photo is integrated at the top left.

- Certificates and proof of qualifications
These include work references, school reports, university degrees, certificates of further education and other relevant qualifications. These provide evidence of the educational and professional stages listed in the CV and the experience and skills acquired as a result.

Other optional components:

- Cover page
Under certain circumstances, an optional cover page can give an application a very personal touch. The cover page usually contains a photo and the most important contact details.

One thing in advance, however: Sometimes it is good or downright advisable to leave what you have written for a day or two before sending it out and and then revise it again in peace and with a critical eye.

Formal aspects
• Length: Maximum one DIN A4 page
• Font and font size: Easy to read, for example Arial or Times New Roman, size 11 or 12.
• Page margins: Approximately 2.5 cm on all sides.
• Sender and recipient: Full contact details at the top of the page.
• Date and location: Current date and the place of residence.
• Subject line: Specific title of the position you are applying for.

Content structure
1. introduction
• Create a link to the job advertisement.
• Explain how you found out about the position.
• Briefly explain your interest in the position.
2nd main part
• Highlight your own qualifications and experience that are relevant to the position.
• Provide specific examples of skills.
• Explain why you are suitable for the position.
• Make reference to the advertising company (e.g. to its values, projects or products).
3. final part
• Express willingness for a personal interview.
• Mention possible starting date.
• Polite greeting.

Points to pay particular attention to
• Individualization: Each cover letter should be individually tailored to the specific position and company.
• Relevance: Focus on your skills and experience that are most relevant to the advertised position.
• Concreteness: Use examples and figures to demonstrate your achievements.
• Motivation: Make it clear why you want to work for this particular company.
• Error-free: Make sure your spelling, grammar and punctuation are correct.
• Active writing style: Use active verbs and avoid filler words - especially in constant repetition.
• Professionalism: The tone should be friendly and professional at the same time - that's not a contradiction in terms :)
• Actuality: Refer to current developments in the company or industry.

In principle, a CV can contain a portrait photo of you at the top right - but this However, this is not absolutely necessary.

Structure of the CV
Header
• Name, contact details such as: Telephone, e-mail address
• Optional: home address
• Heading CV
• Personal data
• Full name
• Date and place of birth
• Optional: Marital status, nationality
Professional background
• Current position first (antichronological)
• Time period, employer, position, main tasks
Education
• Highest degree first
• Period, educational institution, degree/degree program
Additional qualifications
• Languages
• EDP skills
• Further training
• Interests and hobbies (optional)
• Place, date and signature

What to pay particular attention to
• Actuality: The CV should be up to date.
• Completeness: Complete presentation of your career.
• Clarity: Clear structure and uniform format.
• Relevance: Focus on information that is important for the position you are applying for.
• Length: Maximum of 2 to 3 pages, one page is sufficient for career starters.
• Antichronological order: Most recent positions first.
• Pithy formulations: Short, meaningful descriptions of activities.
• Uniform design: Uniform formatting and font.
• Error-free: Careful check for spelling and grammatical errors.
• Individualization: Adapt CV to the respective job advertisement.
• Digital profiles: Links to relevant business profiles (LinkedIn, for example) can be added.

Application photo - some important aspects
Professional quality
• High-quality, up-to-date photo
• Professional background
• Good lighting
• Sharp image quality
Dress and appearance
• Office-appropriate, serious clothing
• Neutral, discreet colors
• Orderly, well-groomed hairstyle
• Friendly, self-confident facial expression
Technical requirements
• Passport photos in portrait format
• Size: approx. 3.5 x 4.5 cm
• Resolution: at least 600 x 800 pixels
• No selfies or private snapshots
Positioning
• Head and shoulder area visible
• Looking directly into the camera
• Natural body posture
• Neutral facial expression
To be avoided
• Sun or vacation pictures
• Group photos
• Private pictures
• Heavily edited photos
• Inappropriate casual clothing
Optional - but not mandatory
• An application photo is not mandatory
• Common in some industries, dispensable in others
• The decisive factor is usually the professional qualification

Relevance and selection
• Only include relevant and up-to-date documents that are important for the position you are applying for.
• Limit yourself to a maximum of 6 to 7 additional documents.
• Select the most important certificates:
  - Highest educational qualification
  - 2 to 3 current job references
  - Relevant further training certificates

Order and structure
• Order the certificates antichronologically (most recent first).
• Adjust the order to the position:
  - Educational qualification first, if this takes priority
  - Employment references first if you have a lot of professional experience

Formal information
• Only use copies, not originals.
• Ensure good quality copies and scans.
• Limit the file size for digital applications (maximum 300 kB per page).

Special features depending on applicant type
• Students/career starters: Last school reports, internship certificates.
• Graduates: Highest university degree, relevant internship certificates.
• Experienced professionals: Current job references, highest educational qualification, relevant certificates.

How to deal with problematic references
• Omit bad references, especially if they are recent references.
• Mention in the cover letter that you can bring further documents to the interview.

It is good to allow sufficient time for external and internal preparation. It is particularly advantageous to avoid stress in the run-up to job interviews. Planning the location of the appointment and how to get there will certainly help to avoid stress, having the necessary documents ready and having the intended clothing to hand. It is also certainly not a bad idea to think about what exceptional situations might occur. This will help you to arrive at your appointment relaxed and well prepared.

However, technical qualifications and punctuality are not the only decisive factors when filling vacancies. New employees should, for example, fit in as well as possible with the company image, particularly in the case of high-profile positions. Appearances such as clothing and hairstyle then play a decisive role. Or the new employee should fit in as well as possible with the existing team.

As is so often the case in communication: A relaxed, confident demeanor is certainly advantageous. Speaking clearly and slowly conveys an impression of competence, especially if you get to the point and don't get lost in details.

It is good to be well prepared for the questions you can expect and to think about possible trick questions. You should be well informed about your strengths and weaknesses.

The advantages of application training are:
• Improving the application documents
• Preparation for job interviews
• Feedback and guidance
• Increase in self-confidence

Known advice centers:
• Bundesagentur für Arbeit
  - Personal and digital advice on further training, career planning and career changes.
• Large educational institutions
  - TÜV Rheinland Akademie: Offers individual educational counseling and support in applying for funding.
  - IBB (Institut für Berufliche Bildung): Free and non-binding advice on funding opportunities.
  - WBS Trauning: Provides information about retraining opportunities and funding.

Types of further training:
• General or political training (language courses, media skills and the like)
• Further vocational training (deepening or supplementing professional knowledge)
• Further education at universities

Popular further training opportunities:
• Professional development through workshops, seminars and webinars
• Individual management coaching
• Internal training
• Meetings, trade fairs and conferences
• Industry meet-ups
• Part-time study or distance learning

Advantages of further training:
• Securing the workplace
• Higher qualification and possibly a higher salary
• Attractiveness for potential employers

Career planning:
• Further training as the key to career advancement and success
• Opportunity for professional development and goal setting

State funding:
• Many further training courses are subsidized by the state
• The basis is the Upgrading Training Act (e.g. Meister-BAföG)

Significance for companies:
• Further training should offer added value for the company
• Companies invest in training to benefit in the long term

Future orientation:
• Focus on future skills and competencies that are in demand in a modern working world
• Continuous adaptation to changing requirements

These reasons show that retraining is often a necessary measure. Below are some points to bear in mind when retraining.

Prerequisites:
• Minimum age of 18 years
• Completed or interrupted initial training
• At least three years of professional experience (if no initial training)
• Existing or impending unemployment
• Improving the professional situation through retraining

Types of retraining:
• School-based retraining (in vocational schools or vocational colleges)
• Dual retraining (in-company, with practical part in the training company and theoretical part at vocational school)

Financing and promotion:
• Possible cost units: Jobcenter or employment agency
• Education voucher for eligible retraining courses
• Additional subsidies such as further training allowance
• Bonuses for successful intermediate and final examinations

Duration:
• Usually up to two years, depending on previous professional training

Choosing the right retraining program:
• Consideration of own interests and abilities
• Analysis of earning potential in the desired professional field
• Weighing up between full-time and part-time retraining

Advice and research:
• Use of advisory services (e.g. employment agency, job center)
• Participation in information events organized by educational institutions
• Independent research into various professions and retraining opportunities

Legal basis:
• Regulated in §1, paragraph 5 of the Vocational Training Act

Aim of the retraining:
• Acquiring new skills and abilities for a job change or career reorientation
• Flexible response to changes in the labor market

Information on specialized sites

Preparing for job interviews and a little psychology.
• Hier demnächst weiterführende Links

Portals with information on the topics of further training and retraining.
• Hier demnächst weiterführende Links