Before people were introduced to the intricacies and benefits of a job application form as well as a customized resume, bio data forms are first used especially for job or employment purposes. However, bio data forms are still useful even in today’s generation where making the perfect pitch is important. Bio data forms are identical to basic application forms in many ways yet it has its own array of differences as well.
A bio data form is a document which is used for collecting the personal information of an individual who wants to be a part of the form. The name of the document is also an abbreviated term of “biographical data”. This document is also often used by companies and business establishments whose main intents are to hire employees and workers to serve their clients and operate the business. Along with a bio data form, job application forms and resumes are also considered some of the other documents which are used for the application period of a company. Moreover, bio data forms are also used by institutions and associations for accepting new members.
There are different varieties of bio data forms which can be used by any applicant. Each of these varieties are aimed to collect the significant information of the applicant for different application types. Below are some examples of bio data form varieties:
Advocate Bio Data Form – For law professionals or an advocate, an advocate bio data form is the right variety to use for applying for a position in a law firm or other law-related organizations. The form is a single-paged document which contains fourteen items to be answered by the applicant along with a declaration statement and a signature block. The items on the form are all intended to gather the general information of the applicant such as his name, the category that he is applying for, his period of practice and experience, as well as the list of clients that he has handled in his former firm or in his past experiences. Other information to be disclosed in this variety of bio data form includes the applicant’s income tax number and allied acts or corporate laws expertise list.
Bio Data Consent Form – This document is suitable to be used by organizations who are screening applicants for determining their membership eligibility. Compared to other form varieties, a bio data consent form does not have a disclosure statement rather a membership consent statement to be signed by the applicant. This statement indicates the clear consent of the applicant to be a member of the organization and to adhere to the organization’s rules and regulations. The applicant’s name, address, birthdate, personal and work contact numbers, as well as his academic and personal experiences, are all to be stated in order to complete the bio data consent form.
Bio Data Revision Form – Other than during the application process, bio data forms are also significantly used when updating the records of the already-member or employed individual. With a bio data revision form, the user will be able to inform the organization that his personal information needs to be changed. This document should only be used during after a legal name change or a job position change, as well as an address change, had occurred. In the form, the user must state his name first and his identification number which will be used by the organization in tracking his records. Then, the type of information to be changed in the organization’s records such as the new social security number of the user, new name, new address, and even his new telephone number. After the user completes the fields, the entry staff must key in his name on the allotted area to indicate that he is the one who executed the changes in the organization’s records along with the date of when the changes were incorporated.
Candidate Bio Data Form – This is another variety which is used by organizations for assessing their applicants. However, this document contains more pages and sections compared to other bio data forms due to the necessity of the organization to obtain details about the project goals and achievements of an applicant to meet their organization objective. The form will collect the applicant’s personal data, academic qualification, seminars attended, projects participated, activities, as well as the applicant’s objective or purpose of why he wants to be part of the organization. A declaration and confirmation statement should then be agreed and signed by the applicant along with the disclosure of his insurance and medical information. The importance of the medical information disclosure is to allow the organization in knowing what medical issues the applicant is currently dealing with to excuse the applicant in some activities which can trigger his condition.
Contractor Employee Bio Data Sheet Form – An employed contractor is a person who is hired to work for a project or a company within a limited period or up until the project is completed. For hiring this type of employee, a contractor employee bio data sheet should be filled out by the applicant to disclose his details and prove his eligibility for the position. Along with the basic information of the applicant, a contractor’s certification statement is also included in the form which is not intended to be signed by the employee rather by the contractor of the company who will conduct an employment verification process. When the certification is signed, the contractor is indicating that he had fulfilled the verification and that all information disclosed in the form by the employee are factual and accurate.
Crew Bio Data Form – For hiring crew members in a corporation, a crew bio data form is the document to prepare and use. There are twelve sections in this form which are all essential for gathering the details of the applying individual. The first section of the form collects the basic preferences of the applicant such as the crew position that he is applying for, an alternative position, his availability schedule, and the amount of his desired salary. In the second section of the form, the applicant will be required to indicate his personal details ranging from his name up to his marital status. The third section of the form centers on the applicant’s contact details such as his main and alternate phone numbers, mobile numbers, electronic mailing addresses, and the name of his wife or emergency contact person. The travel documents information of the applicant is the focus of the fourth section of the form which should state his passport number, visa, and registration certificate details. Other significant certificates and licenses which are deemed as legal requirements that the applicant should have are all enlisted in the sixth section of the form. The applicant’s educational attainment, service or work experience, as well as his endorsement details, are defined in the succeeding sections of the form. Moreover, the observations of the human resource or hiring manager who interviewed the applicant are indicated in the last portion of the form along with the remarks and the details of the information claim verification conducted by the manager regarding the data that the applicant have disclosed and claimed in the bio data form.
Immigrant Visa Bio Data Form – Obtaining a permanent residency in a foreign State or country is not an easy piece of cake since there are different procedures and tons of varying legal forms to fulfill in order to meet the requirements of the government. One of the common documents that applying immigrants should complete is known as an immigrant visa bio data form. This document is significant for identifying the applicant and in determining his eligibility to be granted with an immigrant visa. In the form, the applicant will be presented with five sections and an additional area which is a confidential statement and paperwork reduction act statement. The case information section is the first portion of the form which indicates the case number of the applicant, his assigned post, and his post POC information. The details of the case members are the data to be disclosed in the second portion of the form which should have the number of case members, the name of the applicant, the applicant’s language preference, health issues, and occupation. A cross-reference section, on the other hand, is where the applicant will be able to enlist his reference persons who will be contacted by the immigration authority for inquiries and verification purposes. In the State ties information, the applicant will be able to state the names of his relatives who are already residing in the State or country where he is applying for the immigration visa. Lastly, a comments section is incorporated to gather the feedback and notes of the immigration authority and the applicant about the immigration visa application.
Proforma Bio Data Form – This type of bio data form has a section which is uncommon in some bio data documents. In the last section of the form, the user will be able to make his pitch by making a narrative about himself which were not collected in the other fields of the document. A minimum of five-hundred words can be used. Regardless of the additional entries, the user must ensure that the information in his narrative should be based on facts and can be verified by the organization who will be receiving the completed bio data form to began the application procedure.
Student Bio Data Form – In this form, aside from a student information section, the student applicant will be required to state the details of his enrolled class such as its distinction, the marks that he obtained in the class, and his class ranking. The student’s scores, hobbies, and awards are also included to be stated in the form as well as his future plans and motivation for continuing his education in the school under the guidance and aid of the scholarship program.
Teacher Bio Data Form – Selecting the right members for a school’s faculty is important in the development and success of the institution. This is the reason why during the teacher selection process, a teacher bio data form must be provided to the applying teachers. In the form, the applying teacher should paste his current photo and diclose his personal details. The teacher’s educational qualifications, experiences, and merits are also to be indicated in the form. Other data to be stated in the form are the subjects or courses which are prefered by the applying teacher, his family details, aptitude information, aspiration, and score card. To complete the bio data form, the applying teacher should also agree, sign, and state the date on the sworn statement found at the last portion of the form which is intended to indicate that he solemnly states accurate data and facts for the purpose of the application in the school.
When making any type of document, the maker should choose the type of format that he will be using for the form. This varies on how the form must be completed and submitted as well as the preferences of the parties who are involved in using the form which is the applicant and the receiving organization. The formats that a document preparer or maker can consider when making bio data forms are enlisted and defined below:
A document file format or a plain text format is the simplest and most known type among all other formats. This is due to its availability in various sources and it serves as the basic building block towards making any type of form. Due to its availability and simplicity, users can easily alter and change the contents of the form. Moreover, this format also has lesser file sizes when downloaded in comparison to the other two formats.
A portable document file format allows an organization to protect the arrangement and fields of the form to ensure that the applicant or the user will only be able to state his answers and not alter the document’s layout. A document in a portable document file format is also the best choice for organizations who prefer to incorporate their forms and documents into their websites online where applicants can obtain the form and immediately send their entries to the organization.
If the preference of an organization is to use tons of tables, then a document in an excel or spreadsheet format is the appropriate one to choose. This format already has columns and rows which can be highlighted to suit the preferred layout of the document preparer. Also, the entries of the applicant can easily be counted in the database of the organization if the form is formatted to connect with the organization’s records.
All formats can be converted to become another format to meet the needs of the organization and the level of accessibility and understanding of the user. Nonetheless, the organization must properly inform the applicants about their preferences in order to ensure that the applicants will be able to submit the right document with the right format successfully.
Creating a bio data form is easy especially with the following steps below:
Step 1: Indicate the title of the form. The title which is “Bio Data Form” should be stated at the topmost portion of the document sheet. In addition, an area for incorporating the date of when the form is used can also be added after the title.
Step 2: Add a name and contact information section. The full legal name of the applicant should be disclosed in this area along with a list of his phone numbers and alternative contact details. The name can be separated into four which should specify the applicant’s first, middle, last, and nickname. The purpose of having the applicant’s name and contact information as the first section of the form is to immediately identify who the applicant is and how the organization will be able to reach out the applicant without having the need to scan throughout the document in order to find the phone numbers, residential address, and email address of the applicant.
Step 3: Make a table for the educational details of the applicant. The table should be able to collect the applicant’s educational qualification such as the degree that he was able to attain in his college or university years and the certificate that he obtained.
Step 4: Include a section for the work experience and skills information of the applicant. This is where the applicant will be able to pitch his work history and what his abilities, skills, and interests are.
Step 5: Incorporate a statement of confidentiality and disclosure. The statement should inform the applicant that his disclosed data will not be used for outside intentions which are beyond the application purpose. Additionally, the statement should also include the applicant’s oath in providing accurate facts in the form which can be verified by the organization. After the statement, a signature block should be indicated to cater the signature of the applicant along with the date of when the form was completed or submitted.
In addition, an organization can also include a set of questions to be answered by the applicant to determine his eligibility for the application. For instance, if the bio data form is intended for scholarship and financial aid applicants, then the questions should center on knowing what specific programs the applicant is currently involved in such as educational loans and school scholarship schemes. On the other hand, if the bio data form is for employment purposes, then the questions to focus on the applicant’s interest in the job and what the applicant plans for his career to distinguish if his plans are inlined with the goals of the company.
Although a bio data, curriculum vitae, and resume are all basically used during an application process, these documents have different targets and objectives to be considered by the document preparer or the user. The differences are enlisted below:
Regardless of the differences and variations, all of the aforementioned three documents can be used by the same organization altogether especially for educational institutions who will be hiring staff or faculty employees and be opening slots for them who want to be part of a type of employee student scholarship program. Nonethless, each document should be kept and recorded by the organization even after the application period is completed.