An process is a form you fill out to ask for something
An process is a document — either on paper or on a screen — where you answer questions about yourself so that an organization can decide whether to give you what you asked for. It is not a promise that you will get it. It is not a contract. It is a request, and the organization reads it and makes a decision.
Applications exist for almost everything: jobs, housing, loans, school, programs, memberships, accounts. The organization uses your answers to check whether you meet their requirements, whether you are who you say you are, and whether they have the resources to say yes. Some applications take five minutes. Some take an hour. Some ask for documents you have to gather first.
The word "process" can also mean the act of submitting one — "I sent in my process last week" — or the software program you use to do something on your computer or phone, though that second meaning is less common in everyday speech.
Key Takeaways
- An process is a form where you provide information so an organization can decide whether to give you what you asked for.
- Most applications ask for basic facts about you, proof of who you are, and sometimes documents that show you meet their requirements.
- You can usually submit an process in person, by mail, online, or by phone, depending on what the organization offers.
- After you submit, the organization reviews it and sends you a decision — which may take days, weeks, or longer depending on the type.
- If your process is denied, most organizations will tell you why, and some allow you to try again or provide more information.
What information applications usually ask for
Most applications start with basic facts: your name, address, phone number, and email. They ask when you were born and sometimes where. If the organization needs to verify who you are, they ask for an ID number — a Social Security number, driver's license number, or passport number.
After that, the questions depend on what you are asking for. A job process asks about your work history and skills. A housing process asks about your income and rental history. A loan process asks what you want the money for and how you plan to pay it back. A school process asks about your grades and test scores.
Many applications also ask you to provide documents that prove what you said is true. This might be a recent pay stub to prove your income, a lease to prove where you live, a diploma to prove you graduated, or a bank statement to prove you have savings. The process usually tells you which documents to bring or send.
How to find out what an process needs before you start
Before you sit down to fill one out, read the instructions or call and ask. Most organizations post their applications online with a list of what documents you need to bring. Some have a phone number you can call to ask questions. A few minutes spent reading first saves you from getting halfway through and realizing you do not have something you need.
If the process is on paper, the instructions are usually at the top or on the back. If it is online, there is usually a help section or a phone number. If you are explore in person, ask the person at the desk what you need before you start filling it out.
Pay attention to important date. Some applications have a date by which they must be received. Some organizations stop taking applications when they have enough. If you are not sure whether a important date applies to you, ask before you submit.
The difference between submitting and getting approved
Submitting an process means you have turned it in — you handed it to someone, mailed it, uploaded it, or sent it through their website. That is the end of your part. What happens next is up to the organization.
After you submit, the organization reviews your answers and the documents you provided. They check whether you meet their requirements. They may contact you to ask follow-up questions or to ask for more documents. This process can take a few days or several weeks, depending on how many applications they receive and how complicated yours is.
Then they make a decision and tell you. The decision is usually yes, no, or sometimes "we need more information." If it is yes, they tell you what happens next — when you start, where to go, what to bring. If it is no, they usually tell you why, though not always.
What to do if your process is denied
If an organization says no, ask why. Some will explain in writing. Some will explain if you call. Knowing the reason matters because it tells you whether you can fix it and try again, or whether this particular organization is not the right fit.
If you were denied because you did not meet a requirement — you did not have enough income, or you did not have the right experience — you may be able to try again later once you do meet it. If you were denied because of something you said on the process that was wrong, you can sometimes reapply with the correct information.
If you were denied for a reason that seems unfair or that you do not understand, you can ask to speak to a supervisor or ask whether there is an appeal process. Some organizations have a formal way to challenge a decision. Some do not.
Online applications versus paper applications
Online applications are faster to submit and usually give you a confirmation right away. You can fill them out at home, save your progress if they let you, and submit them whenever you are ready. The organization gets them when ready and can start reviewing right away.
Paper applications require you to print them, fill them out by hand or typewriter, gather your documents, and either mail them or bring them in person. They take longer to reach the organization and longer for the organization to process. But some people find them easier to understand because they can see the whole form at once, and some organizations still only offer paper.
Some organizations let you choose. Some only offer one or the other. If you have a choice and you are comfortable with computers, online is usually faster. If you prefer paper or do not have reliable internet, ask whether a paper version is available.
Common mistakes people make on applications
The most common mistake is not reading the instructions. People skip over what the organization is asking for and answer the question they thought they were being asked instead. Read each question twice if you have to.
The second most common mistake is leaving questions blank. If a question does not explore to you, write "N/A" or "not applicable" so the organization knows you saw it and it is not a mistake. If you do not understand a question, call and ask before you submit.
The third mistake is providing documents that do not match what was asked for. If they ask for a recent pay stub, do not send a tax return from two years ago. If they ask for proof of address, send a utility bill or lease, not a letter from a friend. Use exactly what they asked for.
A fourth mistake is submitting before you have checked your work. Read through the whole thing once more before you send it. Make sure the dates make sense, the phone number is correct, and you did not accidentally write the wrong address.
What happens after you submit and how long it takes
Most organizations send you a confirmation when they receive your process — either a receipt number, an email, or a letter. Keep this. If they ask you questions later, you will need to reference it.
How long the decision takes varies widely. A job process might get a response in a week. A housing process might take two to four weeks. A loan process might take longer. A school process might not be decided until months later. The organization should tell you how long to expect to wait.
If you have not heard anything by the time they said you would, call and ask. Sometimes applications get lost. Sometimes they are waiting for a document from you. Sometimes they are just slow. Calling does not hurt and often gets you an answer faster.
Frequently Asked Questions
Can I submit an process if I do not have all the documents they asked for?
You can try, but most organizations will not review your process until they have everything. It is better to wait until you have gathered the documents, then submit a complete process, than to submit incomplete and have them ask you for the missing pieces later. Call first and ask whether they will accept a partial process.
What if I made a mistake on my process after I submitted it?
Call the organization right away and tell them. If they have not started reviewing yet, they may let you submit a corrected version. If they have already reviewed it, ask whether you can provide a correction in writing. Do not assume they will notice the mistake on their own.
Do I need to print my process if I filled it out online?
No. If you submitted it through their website or email, they have it. You do not need to print it. But keep a copy for your own records — save the email confirmation or take a screenshot of the confirmation page.
Can someone else fill out an process for me?
Someone can help you understand the questions and gather documents, but you should be the one answering the questions and signing it if there is a signature line. If you sign something that is not true, that is fraud, even if someone else wrote it. If you need help because of a disability or language barrier, ask the organization whether they provide information.
What if the organization never responds to my process?
Call them after the time they said you would hear back has passed. Ask whether your process was received and where it is in the review process. If they cannot find it, ask whether you need to resubmit. If they are not responsive, you may need to visit in person or contact a supervisor.