How to Fill in the New Z83 Form Correctly – Step-by-Step Guide for Government Jobs

Anyone applying for a job in a South African national or provincial government department will usually be required to submit the new Z83 Application for Employment form together with a detailed CV.

The Z83 helps the recruiting department identify suitable candidates for interviews. Every section must be completed accurately, clearly and honestly. The current form became effective on 1 January 2021, and applicants who use an outdated version may be disqualified.

Where to Get the New Z83 Form

Download the latest Z83 form from the official Department of Public Service and Administration, the South African Government website, or collect a copy from a national or provincial government department.

Always make sure the form states:

“Effective 01 January 2021.”

What to Prepare Before Completing the Form

Before you start, have the following information ready:

• The government vacancy advertisement
• Correct job title
• Department name
• Vacancy reference number
• South African ID or passport
• Updated CV
• Qualification details
• Employment dates
• Contactable references
• Active cellphone number and email address

Read the entire job advert before completing the form because it will tell you where, when and how to submit your application.

How to Complete Each Section of the Z83 Form

Section A: The Advertised Post

This section identifies the specific vacancy you want to apply for.

Enter the following exactly as they appear in the advert:

Position for which you are applying

Write the complete job title.

Example:

Administration Clerk

Department where the position was advertised

Write the official name of the department.

Example:

Department of Employment and Labour

Reference number

Copy the reference number exactly as it appears in the advertisement.

Example:

HR 4/4/8/123

Do not guess or leave out the reference number. Departments may advertise several similar vacancies at the same time, and the reference number helps them identify your application.

Availability

State when you can start or how much notice you need to give your current employer.

Examples:

• Immediately
• One week
• One month
• As soon as required

All fields in Section A are compulsory.

Section B: Personal Information

Complete your personal details exactly as they appear on your identity document or passport.

You must also answer the questions relating to:

• Criminal convictions
• Pending criminal cases
• Previous dismissal for misconduct
• Pending disciplinary cases
• Resignation while disciplinary proceedings were pending
• Discharge or retirement from the Public Service
• Business interests involving the State
• Years of private- and public-sector experience
• Professional registration, where required

Answer all questions truthfully. Where a question does not apply to you, write “Not applicable” or select the appropriate “No” box rather than leaving it blank.

Section C: Contact Details and Communication

State your preferred language for correspondence and select how you want the department to contact you.

Options include:

• Post
• Email
• Fax
• Telephone

Provide the correct details for the option you select.

Use an email address and cellphone number that you check regularly. A wrong digit or spelling error could prevent the department from contacting you for an interview.

Section D: Official Language Proficiency

List the South African official languages you know and indicate your level of ability to speak, read or write each language.

Use the descriptions requested on the form:

• Good
• Fair
• Poor

Be honest about your language proficiency, especially where the job requires communication with members of the public.

Section E: Formal Qualifications

List your qualifications from the highest to the lowest.

Include:

• Name of the school, college or institution
• Qualification obtained
• Year obtained

You should also state whether you are currently studying and provide the name of the institution and qualification.

Example:

Where there is insufficient space, you may write “See attached CV”, but your CV must contain all the required information.

Section F: Work Experience

Provide details of your employment history, including:

• Employer
• Position held
• Start date
• End date
• Reason for leaving

Begin with your current or most recent job.

Use the correct month and year for every employment period. Ensure that the dates on the Z83 match the dates on your CV.

You must also answer whether any condition prevents your reappointment in the Public Service. Do not replace this answer with “See CV.”

Where space is limited, you may refer the employer to your attached CV, provided that your CV contains complete employment information.

Section G: References

Provide contactable people who can confirm your experience, conduct or suitability.

Include:

• Full name
• Relationship to you
• Telephone number available during office hours

Suitable references may include:

• A current or previous supervisor
• Manager
• Lecturer
• School principal
• Community leader

Avoid using close family members unless the advert specifically permits it. Inform your references that you have included their details so that they are prepared if contacted.

Complete the Declaration

The declaration confirms that all information provided on the form and in the attachments is complete and correct.

You must:

• Sign the form
• Enter the date
• Initial both pages in the space provided

Failure to sign the Z83 may lead to disqualification. False information may also result in disqualification or disciplinary action if you are appointed.

What Documents Must Be Attached?

In most cases, applicants initially submit:

• A completed and signed Z83 form
• A detailed and updated CV

Certified copies of qualifications and other supporting documents are generally requested from shortlisted candidates, often on or before the interview. However, instructions differ between departments, so always follow the specific vacancy advertisement.

Some adverts may ask for additional documents such as:

• Copies of qualifications
• Identity document
• Driver’s licence
• Professional registration
• Academic record
• SAQA evaluation for foreign qualifications

Never assume that all departments use the same document requirements.

Common Z83 Mistakes to Avoid

Applications may be unsuccessful because of simple errors. Avoid:

• Using the old Z83 form
• Leaving compulsory fields blank
• Writing the wrong reference number
• Applying for several posts on one form
• Forgetting to sign and date the declaration
• Forgetting to initial each page
• Providing contact details that no longer work
• Giving information that does not match your CV
• Failing to answer reappointment questions
• Submitting after the closing date
• Sending the application to the wrong address or email
• Attaching documents not requested in the advert

Use a separate Z83 form for every vacancy unless the department clearly states otherwise.

Final Checklist Before Submission

Before sending your application, confirm that:

• You used the current Z83 form.
• The position and reference number match the advert.
• Sections A to D are fully completed.
• Sections E to G are completed or supported by a detailed CV.
• All personal and employment information is accurate.
• Your contact details are active.
• You answered every compulsory question.
• You signed and dated the declaration.
• You initialled both pages.
• You attached the documents requested in the advert.
• You used the correct submission method.
• Your application will arrive before the closing date.

How to Submit the Z83 Form

Submit the completed Z83 and required documents using the method stated in the vacancy advertisement. This may be:

• Online application
• Email
• Hand delivery
• Postal delivery

Do not send the application to the DPSA unless the advert specifically instructs you to do so. Applications must go to the department advertising the vacancy and to the exact address or email provided.