The application documents
The classical way of applying for a job is via handing in an application portfolio. Even if there is an increasing number of companies which prefer online-applications, some still stick to the classical paper version.
Here you find a number of companies and their preferred way of receiving applications. In any case, you should only send a complete application portofolio through mail, if the company is explicitly asking for it in the employment ad. Keep in mind that documents in a classical design are preferred, as they are easier to handle.
In the following you will learn some useful tips and tricks on how your application documents will make a good impression on the companies!
Keep the order!
The order of your documents in a classical application portfolio should follow this outline:
- Cover letter
- Cover page
- CV (Curriculum vitae)
- „About me“, motivation letter, qualification profile
- Refrences from former employers (job,internship etc.)
- Reports/transcripts(school, university, training)
- Certificates (language certificates, IT certificates, awards, academic distinctions)
If the company asks for a short application, you only have to send the cover letter, the (tabular) CV and the most relevant certificates/ transcripts. This type of applications is welcomed at job fairs. It can be your personal ‚business card‘ and show your own style. If you have an application that is different from the others the chance is higher that your employer will remember it and have a second look.
1. Cover letter
The cover letter is important for the first impression and is at the same time already a sample of your work. It should therefore be as expressive as possible and focused on both you as the applicant and the position you are applying for. It should be completely free of errors (grammar, formalities, spelling), otherwise it will make a negative impression. Short, clear and concise sentences, and a well-arranged design and structure are required. And be careful: do no repeat the exact same words or use flowery phrases– that doesn't make a good impression.
2. Cover sheet
The cover sheet is optional and can be added to an application if wanted. It compiles the most important information like the adress or e-mail and perhaps an application photo. Be careful not to put too much on the cover letter. It should follow a clear structure and present the key information about you as an applicant.
3. CV (curriculum vitae)
Whether in tabular form or more detailed, the curriculum vitae should above all things be well-arranged.
When giving information about previous internships and jobs, you should emphasize the activities that apply to the job ad. Always put the most current activity at the top. A classic application also contains an application photo (unless you have already placed it on the cover page).
4. „About me“, motivation letter, balance of activities
This part of your application is rather unusual. If you are applying for a voluntary or social job, it may be useful to write something about yourself or to tell people why you are interested in the job.
A track record or qaulification profile makes sense if you already have a lot of experience that is relevant to the job. In order to ensure the clarity of your CV, but to still put important information on paper, a track record can be a good choice.
5. Employment reference letters
You should always include your most recent work or internship references. If some of your references show no relevance for the advertised job, they should be omitted.
6. Credentials
The certificates/transcripts or report cards of your apprenticeship, your university education or your school are an important part of your application. However, you should only send in the latest relevant transcripts and reports. Report cards from primary school do not belong in the application folder.
7. Certificates (language certificates, IT certificates, accolades)
Other certificates and attestations follow at the end. Attention: Less is more! The application should only contain relevant information and should not overwhelm the employer with unnecessary information.
Application picture
An application photo is optional. While it is unusual in countries like England or the USA to attach a photo to the application documents, in Germany a photo is still welcome.
Since 2006, the General Equal Treatment Act (Allgemeines Gleichbehandslungsgesetz (Gleichbehandlungsgesetz) has ensured that no applicant can be excluded on the basis of their origin or religion. Therefore anonymous applications are permitted in any case. In occupations however, in which much contact is maintained to customers or the sales in the foreground stands, the appearance is often important for the companies. An application photo is very much welcomed here. In conclusion a application photo is not a must and everybody has the choice to attach one or not. For certain professions, however, it can clearly be an advantage to include a photo.
Online-application
Even if the application documents are requested by e-mail, this changes the documents themselves a little. You can simply attach them to the e-mail as a PDF file, but the attachment should always be clearly labelled: Application_[abbreviated job title]_[company]_[your first name]-[your surname]
You should always make sure that the file is not too big. It is very handy to bundle your files before you attach them your e-mail or upload them to an application portal. A division of the documents into two separate files can be helpful. The first part consists of the cover letter and CV, while the second contains the remaining documents. In some cases the employer prefer the documents separately, so you should always save them separately.
Good luck with your application!
Consulting 
If you are not sure If your documents are in the right order or think you might be missing something, or just want them to get checked the InRegio-project of the Paderborn University is offering international students the possibility to do so. Every Tuesday between 1pm and 2pm in room I4.207 or arrange a meeting via e-mail (io-inregio@upb.de).
The InRegio-project offers you the possibility to join different workshops about applications. For recent Information have a look at our Facebook page.
The InRegio Blog is offering information about studies, application and job as well!
Beeing able to write your application documents in German will possibly give you an advantage. Also speaking some German during the Job interview can help you to get the job. So here is a list with useful vocabulary:
