Documents Required

When applying for jobs internationally, you’ll need to prepare a set of documents to support your application. These documents show employers your qualifications, identity, and eligibility to work. Below is an in-depth guide to the most common documents required, along with tips on how to prepare and organize them. Keep in mind that requirements can vary by country, so we will also highlight some regional differences.

Resume or CV

Resume (or CV) – this is the cornerstone of any job application. It’s a concise summary of your education, work experience, skills, and accomplishments. In many countries (like the U.S. and Canada), resume and CV mean different things. A resume is typically a one- to two-page tailored document highlighting your most relevant experience, whereas a CV (Curriculum Vitae) is longer and more detailed, often used for academic or research positions. Outside the U.S., however, the term CV is commonly used to refer to the standard job application document. For example, employers in the UK, Ireland, and much of Europe expect a CV, not a short resume (10 tips for writing a great international job application ‹ GO Blog | EF United States). In some regions (Australia, India, South Africa), the terms resume and CV are used interchangeably (10 tips for writing a great international job application ‹ GO Blog | EF United States). It’s important to know which format is expected: if you’re unsure, check the job posting or ask HR for guidance.

What makes a good resume/CV? A strong resume or CV is clear, well-organized, and tailored to the job you’re applying for. Use a simple, professional template with readable fonts. Include your contact information at the top. Then list your work experience, education, and key skills or certifications. Focus on achievements rather than just duties – use action verbs and quantify results when possible (e.g., “Increased sales by 15%” or “Managed a team of 5 engineers”). Keep the length appropriate: for most professional jobs, a one-page resume is often sufficient for early career, while more experienced candidates might use two pages. Academic or executive CVs can be longer due to publications and extensive experience. Tailor your resume for each application by emphasizing the skills and experiences most relevant to the specific job. Proofread meticulously to ensure there are no spelling or grammar errors, as those can create a negative impression. Remember, this document is essentially your personal marketing brochure – it should present you in the best possible light.

Some countries have unique conventions for resumes/CVs. For instance, in Germany and some other European countries, it’s common to include a professional photograph on your CV, and even to sign and date the document at the bottom (10 tips for writing a great international job application ‹ GO Blog | EF United States). In France, a photo is also usually expected. However, in the United States, United Kingdom, Canada, and Australia, you should not include a photo on your resume (10 tips for writing a great international job application ‹ GO Blog | EF United States). In these countries, employers prefer no photo to avoid potential bias or discrimination issues (they may even discard resumes with photos). Always research the norm in the country you’re applying to: not following local resume “rules” can hurt your application (10 tips for writing a great international job application ‹ GO Blog | EF United States). Another example: Japan often requires a rirekisho, which is a standardized resume form sometimes filled out by hand (10 tips for writing a great international job application ‹ GO Blog | EF United States). Being aware of such differences will help you submit an application that meets local expectations.

Cover Letter (Motivation Letter)

A Cover Letter is a written document (usually one page) that accompanies your resume/CV. Its purpose is to introduce yourself to the hiring manager in a more personal way, explain why you’re interested in the position, and highlight how your background makes you a strong candidate. While not all job applications require a cover letter, it’s often recommended to include one unless the posting says not to. In some regions or for some companies (particularly in North America and parts of Europe), a cover letter is expected as part of a standard application.

Content: In your cover letter, address the hiring manager by name if possible (e.g., “Dear Ms. Smith,”). State the specific position you’re applying for and where you found it. Then, in a few short paragraphs, describe why you want the job and what you bring to the table. Don’t just repeat your resume; instead, pick a few key experiences or skills that match the job requirements and elaborate on them. For example, you might share a quick story of a success that illustrates how you can add value to the company. Also, convey enthusiasm for the role and the company – employers appreciate candidates who show genuine interest. Keep the tone professional but also let your personality show. End the letter with a polite closing, expressing eagerness to discuss further in an interview.

Tips: Tailor each cover letter to the job – it should not be a generic template. Hiring managers can tell when a letter is mass-produced. Refer to specifics from the job description or the company’s values to demonstrate you’ve done your research. Keep the letter concise (3–4 paragraphs) and focused. Much like your resume, proofread the cover letter carefully. A well-crafted cover letter can set you apart by showing your communication skills and motivation.

International notes: If you’re applying in a country where a different language is used, you may need to write the cover letter in that language. Generally, write your application in the language the job posting is written in (10 tips for writing a great international job application ‹ GO Blog | EF United States). If you’re bilingual and the job expects such skills, you could mention that in the letter or even include a brief second version in another language (only if relevant and requested). For example, an English-speaking job ad in Germany might still expect the cover letter in English, but if you know German, you could offer additional information in German. Always follow the application instructions: some companies might ask specific questions to be addressed in the cover letter.

References and Recommendation Letters

References are people who can vouch for your professional experience and character – typically former managers, colleagues, or professors (for recent graduates). It’s good practice to prepare a reference list in advance. This is a separate document (not part of your resume) that you can provide if an employer asks. The list should include each reference’s name, job title, organization, relationship to you, phone number, and email. Generally, 2 to 4 solid references are sufficient. Always ask permission before listing someone as a reference, and ensure they are willing to speak positively on your behalf.

In many countries, employers might not ask for references until you reach the later stages of hiring (or after a conditional offer). It’s common to see “References available upon request” at the bottom of a resume, especially in the U.S., but even that is optional. In fact, do not list your reference contact details directly on your resume – resumes often get passed around, and you want to protect your references’ privacy (Resumes, References & Cover Letters – Merrillville High School). Instead, have the information ready to give when requested.

Recommendation Letters: Some job applications (or academic program applications) require formal letters of recommendation. These are letters written by a previous employer, teacher, or mentor, describing your qualities, achievements, and why you’d be a good hire. In general professional job hunts, recommendation letters are less common unless specifically requested. However, in certain countries or scenarios, you might be asked to provide them. For example, government jobs, certain internships, or jobs abroad might ask for written references or letters. It’s wise to have at least one or two general recommendation letters saved (perhaps from a former supervisor or professor), especially if you plan to apply overseas. These letters should be on official letterhead if possible and signed by the recommender. They add credibility to your application by providing third-party affirmation of your skills and work ethic.

Educational and Certification Documents

Employers often want proof of your educational qualifications. This can include diplomas, degrees, and transcripts from universities or schools you attended. In many cases, especially for higher-level positions, simply listing the education on your resume is enough initially. However, some employers may later request copies of your degrees or transcripts to verify them. It’s a good idea to have digital scans of your important certificates (high school diploma, Bachelor’s, Master’s, etc.) ready in case you’re asked to provide them. If the document is not in the employer’s language, you might need a certified translation.

For jobs that require specific professional licenses or certifications, you should have those documents ready as well. For instance, a nurse should have their nursing license certificate, an accountant might need to show their CPA qualification, an IT professional could have certifications like AWS or Cisco, etc. These certifications often need to be proven before you can officially start the job. Mention any relevant certifications on your resume, and be prepared to show proof. In some countries, applicants include copies of their educational certificates in the initial application (this is common in parts of Europe and Asia). In others, you only provide them upon request or during the hiring process.

Tip: Keep an organized folder (physical or digital) of your credential documents. Ideally, create a PDF portfolio that contains scanned copies of your degrees, certificates, and any awards or honors. This way, you can quickly provide them if asked. Always follow data privacy best practices; only share these documents through secure channels, since they contain personal information.

Identification and Work Authorization

Employers need to verify your identity and your legal right to work, especially if you are applying in a foreign country or are not a citizen of that country. Identification documents that might be required include a passport, national ID card, or driver’s license. Typically, you do not attach these IDs in an initial job application (for security reasons), but you will need to present them later during the hiring/onboarding process for background checks or payroll paperwork. For example, in the United States, after getting a job, you must provide identification and work authorization documents (like a passport or a combination of driver’s license and Social Security card) to satisfy the I-9 employment eligibility verification. In India, employers might request your Aadhaar number or PAN for background verification at the offer stage. European employers may ask for a passport or national ID when preparing a work contract. It’s wise to have these documents up to date and ready.

If you are not a citizen or permanent resident of the country where the job is located, you will likely need to show proof of work authorization. This could be a work visa, work permit, or permanent residency card. International candidates should be transparent about their visa status. In fact, experts recommend being open about your work permit status in your application or CV if you’re applying abroad, so employers know you have the right to work (or if they might need to sponsor a visa) (10 tips for writing a great international job application ‹ GO Blog | EF United States). For example, mention “Authorized to work in [Country]” or note your current visa (e.g., “Holder of Tier 2 Work Visa valid until 2026”). Employers appreciate honesty here, as it avoids surprises later. Some companies might require a copy of your visa or work permit during the hiring process to keep on file.

Tips for Organizing and Submitting Documents

Having all these documents is useful only if you can submit them properly. Here are some tips to organize your application materials:

Read the Application Instructions: Always check what documents the employer specifically asks for in the job posting. Some might require a single PDF containing resume and cover letter, others might have separate upload fields. Government job portals often have very specific document requirements (e.g., USAJobs might require a federal resume format and supporting docs).
Use Clear File Names: When sending documents electronically, label your files with your name and the document type, e.g., JaneDoe_Resume.pdf, JaneDoe_CoverLetter.pdf, JaneDoe_References.pdf. This looks professional and makes it easy for hiring managers to find your files. Avoid generic or sloppy file names (like Resume_finaldraft3.docx or coverletter.pdf). Remember, your application materials might be saved in an HR database – you want them easily identifiable.
PDF Format: Whenever possible, send your documents as PDFs. PDFs preserve your formatting and are universally viewable. An exception might be if a system explicitly asks for Word documents or if you’re filling out an online form instead.
Keep Physical Copies: If you are going to an in-person interview, bring copies of your resume (enough for each interviewer) in a neat folder. Also consider bringing copies of key documents like your portfolio or reference list, in case you discuss them. It shows you’re prepared. For example, having hard copies of your resume on hand can be helpful if the interviewer doesn’t have it in front of them (How To Prepare for an Interview in 11 Steps | Indeed.com).
Organize in the Cloud: Use a cloud storage service (Google Drive, Dropbox, etc.) to keep all your application documents organized. That way, you can access and send them from anywhere, even if you are traveling. Create folders for different versions if you tailor resumes for different industries.

By assembling a comprehensive set of documents – and knowing the variations in different locales – you’ll be ready to apply to jobs anywhere. Good documentation not only speeds up your application process but also signals to employers that you are organized and professional.