Offline Vacancy Form: How to Apply by Post Correctly

Which recruitments use offline forms

Offline applications are most common where a unit or office fills only a handful of posts on its own:

• Group C civilian posts, such as MTS, in defence units and Air Force stations.
• Coast Guard regional headquarters.
• Contract, consultant and deputation posts in ministries and their offices.

These are mostly 10th pass and 12th pass posts, so they are worth tracking alongside the big exams on our 10th pass jobs and 12th pass jobs pages.

The best place to find them is Employment News, a weekly journal of the Ministry of Information and Broadcasting, published in English and as Rozgar Samachar in Hindi and Urdu, available every Saturday. Read our Rozgar Samachar guide for how to subscribe.

Two recent examples

IAF HQ Maintenance Command, Advt 02/2026: 6 MTS posts, advertised in Employment News dated 27 June to 3 July 2026. According to CareerIndia (27 July 2026), the form had to reach the unit within 30 days of publication, the envelope had to be superscribed with the post applied for, and self-attested copies and a photo had to be attached.

Coast Guard Region (West), Group C: reported by job sites; not confirmed by the recruiting office, so check the official advert. As reported, it accepts applications by ordinary post only, with the envelope superscribed "APPLICATION FOR THE POST OF ____" plus category. Reported enclosures are a self-attested photo ID, 10th certificate or marksheet, caste or EWS certificate, experience certificate, NOC if you are a government employee, 2 photos, and a self-addressed envelope with a Rs 50 stamp. The reported last date of receipt is 3 November 2026.

Notice the difference: one advert says ordinary post only, others allow speed post or registered post. This is why you must read your own advert.

Offline form kaise bhare: step by step

1. Get the full advert. Read the Employment News advert or the unit's notice in full, including the annexure (application format) at the end.
2. Check eligibility on the given date. Age and qualification are counted on the specific date written in the advert.
3. Prepare the form. Use the advert's annexure format. Print it on A4 paper, or type it in exactly the same order if plain paper is allowed. Fill it neatly with no overwriting, and follow any ink or lettering rule the advert gives.
4. Paste and sign the photo. Paste a recent passport-size photo where shown. If the advert asks you to self-attest the photo, sign as it describes.
5. Attach self-attested copies. Sign each photocopy with "self-attested" and the date. Never send originals.
6. Write the envelope. Write the superscription exactly as the advert says, for example "APPLICATION FOR THE POST OF MTS (CATEGORY: OBC)", and the full address of the receiving office.
7. Post it the way the advert says. Ordinary, registered or speed post, as required. Post it early, at least a week before the last date.
8. Keep proof. Keep the postal receipt and a full photocopy of what you sent.

Documents checklist

Every advert has its own list. This table shows the items that commonly appear, based on the examples above. Tick only what your advert asks for.

If the advert asks for a fee, it will say how to pay it. Do not send cash in the envelope.

Last date, speed post and late forms

For offline adverts the last date is usually 21 or 30 days from the date of publication in Employment News. Some adverts give extra days for candidates from remote areas. Three points matter:

• "Last date of receipt" means the form must reach the office by that date, not just be posted. A form posted on the last date will be late.
• Late or incomplete applications are rejected. Do not count on postal delay being accepted as a reason.
• Post method: some adverts say ordinary post only; others accept registered or speed post. If the advert names one method, use only that one, even if speed post seems safer.

Count the days from the Employment News issue date written in the advert, not from the day you saw it on WhatsApp.

Annexure and bio-data: use the advert's format

There is no single official government resume format. Offline, contract and deputation adverts usually give their own proforma, called an Annexure or bio-data, or allow plain paper in that format. Always use the advert's annexure format if one is given.

Typical fields are: post applied for, photo, name, date of birth, father's name, postal and permanent address, phone, email, educational qualifications (degree, board or university, year, percentage), experience (office, post, from and to dates, duties), additional information, declaration, date and signature. A public example is the bio-data proforma used by the Delhi Electricity Regulatory Commission, linked below.

Deputation adverts often also ask for your pay level and for documents such as APAR and vigilance clearance, which go through your employer. If no format is given, you can prepare a neat bio-data with our sarkari resume maker and print it.

Common mistakes that get offline forms rejected

• Envelope superscription missing, or not in the words the advert asks for.
• Form not signed, or photo not pasted or not self-attested where required.
• Photocopies not self-attested.
• Category certificate missing or in the wrong format.
• Applying for two posts in one envelope when the advert asks for separate applications.
• Sending by speed post when the advert says ordinary post only, or the other way round.
• Arriving after the last date of receipt.

Photo size matters less on paper than online, but use a clear, recent photo. For online forms use our photo and signature resizer.

Stay safe with offline adverts

Fake adverts also use the "apply by post" style. Check that the advert appears in Employment News or on the unit's or ministry's own website. Be wary if anyone asks for a fee by UPI to a personal number, or promises selection. Real offline recruitments only ask you to post the form to an official address. Read our fake job alert guide for warning signs.