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: Navigating Major Changes to the 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

Every federal position is different, and not all applicants will need to submit every document listed below. You should always review the individual job announcement carefully to confirm what is required for the specific role.

Federal Resume

Most federal job applications require a Federal Resume rather than a private-sector resume. Federal Resumes are typically longer different from the private sector and must include specific information such as job duties, accomplishments, dates of employment, hours worked per week, and more. Missing required information can result in automatic disqualification.

Cover Letter

A cover letter is not always required, but it can be used to explain eligibility, provide context for your application, or highlight experience that may not be immediately clear from your resume. Some job announcements allow cover letters but do not consider them during evaluation, while others prohibit them entirely. Always follow the instructions in the posting.

Diploma or GED

Some positions require proof that you meet minimum educational requirements. A diploma or GED may be requested to verify completion of high school or an equivalent credential. In many cases, unofficial documentation is acceptable during the application stage, with official records requested later.

Endorsement

Certain positions require an endorsement from a supervisor, academic advisor, or other qualifying authority. These are more common in student, fellowship, or specialized programs and help agencies assess readiness or eligibility beyond standard application materials.

License

Positions involving regulated activities or professional practice may require proof of a valid license. This can include a driver’s license, professional certification, or state-issued credential. Licenses must typically be current and clearly documented.

OF-306 (Declaration for Federal Employment)

The OF-306 form is used to determine an applicant’s suitability for federal employment. It covers topics such as prior federal service, selective service registration, and background information. Some agencies require it at the time of application, while others request it later in the hiring process.

Professional Certifications

Some announcements require documentation of professional certifications relevant to the role. These certifications help demonstrate technical competency and may be used to meet minimum qualifications or support higher-grade eligibility.

Proof of Enrollment

Student and recent graduate positions may require documentation showing that you are currently enrolled in an academic program. Proof of enrollment typically includes the institution name, program, and enrollment status.

Quality Ranking Factors (QRFs)

QRFs are written narrative responses used by federal agencies to evaluate how closely an applicant’s experience aligns with the most critical aspects of a position. QRFs go beyond minimum qualifications and help distinguish well-qualified candidates by assessing depth of experience, complexity of work performed, and demonstrated results.

SF-86 (Questionnaire for National Security Positions)

The SF-86 is required for federal positions that involve access to classified information or other national security responsibilities. This form collects detailed personal, employment, education, military, and background information to support a federal background investigation. Completing the SF-86 accurately and thoroughly is critical, as agencies use it to assess reliability, trustworthiness, and eligibility for a security clearance.

Supplemental Application

In some cases, agencies require additional forms or information beyond the standard USAJOBS application. Supplemental applications may collect role-specific details not captured elsewhere.

Transcripts

Academic transcripts may be required to verify educational qualifications or support specialized eligibility. Unofficial transcripts are often acceptable initially, but official transcripts may be required before a final offer is made.

Writing Sample

Certain positions, particularly those involving policy, communications, or legal work, may require a writing sample. The announcement will specify length, format, and subject matter requirements.

Additional Documents

Job announcements may list other supporting materials specific to the role. These documents should be submitted exactly as instructed to avoid delays or disqualification.

Documents for Current or Former Federal Employees

Performance Appraisal

Some agencies require recent performance appraisals to verify successful federal service. These documents can support eligibility and demonstrate prior performance at a specific grade level.

SF-50 (Notification of Personnel Action)

The SF-50 is the primary document used to verify federal employment history. It records position title, grade, pay, duty location, and personnel actions. Current and former federal employees should be familiar with this.

Separation Notice (RIF)

If you were separated due to a reduction in force (RIF), you may need to submit official documentation to establish eligibility under special hiring authorities.

Documents for Applicants with a Disability

Applicants with a disability may be eligible for special hiring authorities or reasonable accommodations. Proper documentation allows agencies to confirm eligibility and provide appropriate consideration.

Schedule A Disability Letter

Applicants seeking appointment under Schedule A must submit a disability letter from a licensed medical professional. The letter should confirm eligibility without disclosing specific medical details.

Reasonable Accommodation Documentation

If you are requesting reasonable accommodations during the hiring process, agencies may ask for documentation describing your needs. This information is used solely to support accommodation requests.

Documents for Veterans and Military Families

Veterans and eligible family members may qualify for hiring preferences. Accurate and complete documentation is required for agencies to apply these preferences correctly.

DD-214 or Statement of Service

The DD-214 verifies military service, discharge status, and dates of service. Active-duty members may submit a Statement of Service in place of a DD-214. If your DD-214 is missing or incomplete, you may request a copy from the National Archives.

VA Disability Letter

Disabled veterans claiming preference must submit a letter confirming their service-connected disability rating from the Department of Veterans Affairs.

SF-15 (Application for 10-Point Veterans’ Preference)

The SF-15 form is required to establish eligibility for 10-point Veterans’ Preference and must be supported by appropriate documentation.

Proof of Marital Status

Military spouses claiming preference may need to submit a marriage certificate or equivalent documentation to verify eligibility.

Permanent Change of Station (PCS) Orders

PCS orders may be required to establish eligibility for certain military spouse hiring authorities.

Sole Survivor Preference Documentation

Applicants claiming sole survivor preference must provide documentation showing eligibility under this provision.

Documents for Native Americans

Applicants claiming Indian Preference for positions within the Bureau of Indian Affairs (BIA) or Indian Health Service (IHS) must submit specific documentation.

Form BIA–4432

Form BIA–4432 verifies eligibility for Indian Preference in federal employment with BIA and IHS. Agencies rely on this form to apply preference appropriately during the hiring process.

Documents for Senior Executive Service (SES) Applicants

SES roles require extensive documentation demonstrating executive leadership and technical expertise. These materials help agencies assess readiness for high-level federal responsibilities.

Executive Core Qualifications (ECQs)

ECQs are the cornerstone of Senior Executive Service (SES) applications, designed to demonstrate leadership competencies across a range of executive responsibilities. They cover areas such as leading change, strategic thinking, results-driven performance, and building coalitions. Agencies use ECQs not only to evaluate candidates for hiring but also to guide performance assessments, professional development, and succession planning. Well-crafted ECQs provide concrete examples of leadership impact and strategic decision-making.

Mandatory Technical Qualifications (MTQs)

MTQs are used to demonstrate the technical expertise and subject-matter knowledge required to successfully manage complex federal programs at the SES level. Agencies rely on MTQs to ensure that candidates have the leadership and technical proficiency to serve in a high-stakes technical role.

In Conclusion

In conclusion, I hope this article helps 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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