Documents Needed for Applying to Federal Jobs

The following post explores Documents Needed for Applying to Federal Jobs.

When applying for a federal job, the types of documents you may need to include depend on the job, whether you are claiming a preference, claiming a disability, or are a current or former federal employee.

Read: Best Federal Resume Writing Services

Related: How to Make a Federal Resume

The job announcement will list the documents you need to provide in the ‘Required Documents’ section. Some documents may be required, while others are optional.

Here’s what you need to know.

Documents for All Applicants

Below is a list of all the different documentation federal job seekers may need to furnish.

It’s important to note that every position is different and requirements for what you need to provide vary. You should refer to the individual job announcement for more details on what is requested.

Here are the possible documents you may need to provide when applying to federal jobs.

• Federal Resume – A well-organized two-page Federal Resume is required for most USAJOBS applications.
• Cover Letter – You may include a cover letter to highlight the context of your job search and candidacy.
• Diploma or GED – Your diploma or GED indicates your official or unofficial graduation date.
• Endorsement – Some jobs require an endorsement, such as from a supervisor or collegiate contact.
• License – Some positions require proof of a specific license, like a driver’s license or professional license.
• OF-306 – The OF-306 Form (Declaration for Federal Employment) verifies your federal service requirements.
• Professional Certifications – Some USAJOBS announcements may require documentation of certifications.
• Proof of Enrollment – Sometimes documentation showing that you are currently enrolled in school is required.
• Supplemental Application – Some positions require additional information such as a supplemental application.
• Transcripts – Sometimes academic records are required. Contact your school’s registrar office for instructions.
• Writing Sample – Some USAJOBS announcements require a writing sample to be included in your application.
• Additional Documents – Any other supporting documents listed in the job announcement.

Documents for Current or Former Federal Employees

If you’ve previously worked for the federal government, additional documentation is required.

Agencies use these records to confirm prior positions, pay grades, and service history. Properly documenting your federal experience ensures that prior work is recognized, helps establish eligibility for new roles, and can influence considerations for pay, grade, or tenure in your next position.

• Performance Appraisal – You may be required to provide performance appraisals as proof of federal employment.
• SF-50 – All current and former federal employees have an SF-50 documenting positions held, grade level, duty location, pay rate, and more.
• Separation Notice (RIF) – If you lost your federal job due to a reduction in force (RIF), this notice may be required to establish eligibility.

Documents for Applicants with a Disability

If you have a disability, additional documentation may be required to verify your eligibility.

Agencies use these records to confirm your disability status, determine eligibility under special appointing authorities (such as Schedule A), and provide reasonable accommodations throughout the hiring process. Properly documenting your disability ensures that you receive any entitled consideration.

• Disability Letter – You must include a disability letter (from your doctor or a licensed medical professional), if you qualify under the Schedule A appointing authority.
• Reasonable Accommodations – You may need to provide documentation explaining your needs if seeking reasonable accommodations for a disability.

Documents for Veterans and Military Families

Veterans and their family members may qualify for hiring preferences (aka Veterans’ Preference).

Official records confirming military service, discharge status, disability rating, or family relationships are necessary for agencies to apply these preferences correctly. Providing clear and accurate documentation can improve your standing in the application process and prevent delays in recognizing your eligibility.

• Statement of Service (DD-214) – This document officially verifies your military service, discharge status, and service dates. If your DD-214 is missing or incomplete, you may request a copy from the National Archives.
• VA Disability Letter – For disabled veterans claiming preference, submit a letter confirming your service-connected disability rating.
• SF-15 – The SF-15 form (Application for 10-point Veterans’ Preference) establishes eligibility for 10-point Veterans’ Preference when applying for federal jobs.
• Proof of Marital Status – Military spouses claiming preference must provide a marriage certificate or equivalent documentation.
• Permanent Change of Station (PCS) Order – May be required to establish eligibility for certain positions.
• Sole Survivor Preference Documentation – Shows you are the only surviving child of a service member who died or became permanently disabled.

Documents for Native Americans

Applicants claiming Indian Preference for BIA or IHS positions must provide proof of eligibility.

Agencies rely on these materials to verify claims and apply Indian Preference appropriately during the evaluation of applications. Complete and properly submitted documentation ensures that applicants are assessed fairly and helps avoid unnecessary delays in processing.

• Form BIA–4432 – Titled “Verification of Indian Preference for Employment in the Bureau of Indian Affairs (BIA) and the Indian Health Service (IHS),” is a federal document used to establish eligibility for Indian preference in federal employment within these agencies.

Documents for Senior Executive Service (SES) Applicants

SES positions require evidence of executive-level leadership and technical expertise.

Applicants need to demonstrate the ability to manage large federal programs, lead teams, and achieve strategic results. Properly documenting your qualifications helps agencies assess leadership skills, technical competency, and readiness for high-level responsibilities, all of which are critical for executive-level roles.

• Executive Core Qualifications (ECQs) – ECQs guide hiring, performance evaluation, and leadership development across federal agencies.
• Mandatory Technical Qualifications (MTQs) – MTQs demonstrate the technical expertise needed to successfully manage executive-level programs.

In Conclusion

In conclusion, this article is intended to help you understand the various types of documents needed for applying to federal jobs. The list above covers the possible documents you might need, but keep in mind that each job announcement will specify the exact documentation required.

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