TOPS Form 3285 is a generic paper job application sold by the office-supply company TOPS Products and used by small businesses and some local government offices to collect basic candidate information. To fill it out, work through the form in order with a black or blue pen: personal details and desired position on page one, education and skills in the middle, then your last three employers, references, and emergency contact on page two. Sign and date the certification at the bottom, and hand the completed form to the hiring manager or front desk. It is not connected to any federal agency.
Before You Start
The form is designed for handwriting, so plan to complete it in one sitting without erasures. Bring a separate sheet with the information you’ll need to copy in:
- Your full legal name as it appears on your government-issued ID, and your Social Security number
- Current and permanent addresses, plus a phone number
- Schools attended, with locations, years, and graduation status
- Your last three employers’ names, addresses, dates of employment, titles, salaries, and supervisors
- Three professional references with addresses, occupations, and phone numbers
- An emergency contact’s name, address, and phone number
Having those details ready keeps you from guessing in the parking lot and keeps the form legible.
Page One: Personal and Employment Information
The top of page one asks for your name (last, first, middle), the date, and your Social Security number, followed by your present address, permanent address if different, and a phone number. Two yes-or-no questions ask whether you are 18 or older and whether your visa or immigration status prevents you from lawfully working in the country. Write your name exactly as it appears on your ID; mismatched names cause delays when the employer later verifies identity for an I-9 or runs a background check. Some employers prefer to collect a Social Security number only after a conditional offer, so you can ask whether that field needs to be filled in now.
The Employment Desired block asks for the position, the date you can start, and your desired salary. If you’d rather not commit to a number before an interview, “Negotiable” or “Open” is a normal answer. The form also asks whether you are currently employed and whether the employer may contact your current workplace. Mark “No” on the inquiry line if you don’t want your current boss contacted. Note anyone who referred you on the “Referred by” line, which can matter at companies with referral bonuses.
Education
A four-row table covers Grammar School, High School, College, and Trade, Business or Correspondence School. For each row that applies, enter the school’s name and location, the number of years, whether you graduated, and the subjects you studied. Leave rows that don’t apply blank or write “N/A.” If you earned a GED, write “GED” in the graduation column with the year. In the subjects field, favor coursework relevant to the job you want; a warehouse employer cares more about a forklift certification than electives.
General Information and Military Service
Below education, open fields ask about job-related skills, special skills, and civic or athletic activities. Use these to list software proficiency, equipment certifications, language fluency, licenses, or leadership and volunteer roles that support the position. A line asks about U.S. military or naval service, including rank, and present membership in the National Guard or Reserves. Note your branch, rank at separation, and dates of service. The form does not ask about discharge characterization, though you may be asked later.
Page Two: Work History, References, and Emergency Contact
Page two opens with a table for your last three employers in reverse chronological order (most recent first). Each row asks for the dates of employment (month and year), employer name and address, salary, position or title, and reason for leaving. Three rows is tight if you have a long résumé, so prioritize the most recent or most relevant positions. If a gap between jobs might raise questions, you can note “returned to school” or “family caregiving” in the reason-for-leaving column of the job before the gap. Keep reasons neutral: “relocation,” “career change,” or “end of contract” read better than any editorializing about a former employer.
Two short-answer lines beneath the table ask which of those jobs you liked best and what you liked most about it. Tie your answer to something that matters for the job you want now.
The references section asks for three people, with each person’s name, address, business or occupation, and how long you’ve known them. Pick professional references rather than family members, get their permission before listing them, and confirm their current contact information. The emergency contact block that follows asks for a name, address, and phone number. Choose someone reachable during business hours.
The Certification and Signature
At the bottom of page two, you sign and date a certification statement that reads: “I certify that all the information submitted by me on this application is true and complete, and I understand that if any false information, omissions, or misrepresentations are discovered, my application may be rejected and, if I am employed, my employment may be terminated at any time.” Read this block fully before signing. Some employers add at-will employment language or background-check authorization here, so the paragraph above your signature may say more than the standard TOPS text.
Submitting the Form
Hand the completed form directly to the hiring manager or front desk, following whatever instructions the employer gave you. Some versions of the form note that the application is valid for 90 days; after that window, you’d need to submit a new one to stay in consideration.
Common Mistakes to Avoid
- Writing “See résumé” instead of filling in fields. The form exists so the employer can compare applicants in a consistent format, and skipping fields defeats that purpose. Fill in every field even if you attach a résumé.
- Leaving fields visibly blank. Write “N/A” where something doesn’t apply so it’s clear you read the question.
- Using cursive. The form is designed for block letters; neat printing reduces misreadings.
- Using light-colored ink. Black photocopies and scans most legibly, and your form may be copied for multiple reviewers.
- Listing references you haven’t warned. A reference caught off guard is worse than no reference at all.
What the Form Does Not Ask
TOPS Form 3285 is intentionally bare-bones. It does not ask about criminal history, arrests, convictions, credit history, or drug use. If the employer needs that information, they will give you supplemental forms, usually after an initial screen or conditional offer. The form also has no connection to the Transportation Security Administration or any federal hiring portal; it’s a private, commercially printed template.