Mailing your application file



Mailing your application file, after all the hard work to fill in and submit, is the next mandatory and logical step. It may take just as much time or even more. But let me ask you, how tidy and disciplined are you? It is now time to gather all the pieces of the puzzle, put them together in an envelope and mail them to the Traineeship Office. So here’s what you have to do:


  1. Print the online application (if you haven’t already), sign and date.
  2. Make a copy of your passport or identity card (if you’re an EU national). If you have double citizenship, make a copy of the passport showing the nationality you put on your application form. Do NOT provide copies of your driver’s licence.
  3. Make a copy of your diplomas + transcripts. (Your final grade depends on this too.)
  4. Make a copy of your language certificates. If you studied languages, there’s no need for extra language certificates (unless you already have them). 
  5. Make a copy of any other training certificates you may have, exchange studies abroad, etc.
  6. Make a copy of your former work contracts (if any).
  7. Get a couple of letters of recommendation (if you have any). 
  8. Update your curriculum vitae + list of publications if any.


I hope I haven’t missed anything else, but if I have, make sure you add it to your application file.


When you have all this together, arrange it in order mentioned above or follow the checklist on the last page of your printed application and make an extra copy of everything, which you will keep to yourself.


Why follow a specific order instead of mixing everything inside? Well, that wouldn’t leave a first good impression of your application, would it?


Put the first copy with your original signature in an A4 envelope.


Do not fold any piece of paper inside; leave everything in A4 plain format.


You can now mail your application file to the address displayed on the last page of the application. I recommend you do it by registered post and don’t forget to keep the receipt too.


Even though it’s a bit more expensive, in case your mail gets lost, with the receipt you can always prove you sent your file (that’s why I said earlier you should keep an extra copy of the file). A friend of mine sent his application as a simple letter and it got lost in the mail. He couldn’t prove he had actually sent it, so he had to wait till next session to be able to re-apply. That was a frustrating experience. But he learnt his lesson and next time applied everything went smoothly. He actually succeeded in becoming a Blue Book trainee.


In brief, filling in the online application and submitting it is just not enough. You need to print it, sign it and mail it. In addition, you need to send copies of all the documents you declared in your online application. If you don’t have them already in a drawer somewhere, you might be running from pillar to post to get them. So, depending on how fast a runner you are, allow yourself a couple of days at least to have the full package ready.


And one last important tip: EVERYTHING must be sent in one single package. Do NOT send anything separately. Anything that is sent separately from the original application file will be automatically cast off. Here’s an example, though there may be plenty others out there:

  • Do not ask your professor or university or employer to send a recommendation letter to the Traineeship Office on your behalf. Better pick it up yourself and enclose it in your application file (envelope).


All the things that I have been explaining in this post are also explained on the website from the Traineeship Office. Some simply choose not to read them carefully and that costs them an entire application.


Time to wish you GOOD LUCK with your application!


9 Responses to “Mailing your application file”

  • Elpida:

    For the Oct 2013 application they are not asking for recommendation letters. Is that an advice related to the old application procedure or you just advice to send them anyway as an extra?

    • adminchiara:

      Hi Elpida,

      I should say, the more documents you have to prove work experience or studies, the better. Enclose them anyway. They couldn’t harm anyone.

      Good luck!

  • Elpida:

    Hi again,

    How can I prove my computer skills? I just know (quite well) Word and Excel through using it for projects and courses but I never really followed a course so i don’t have a certificate or so.

    Any ideas?

    • adminchiara:

      Hi back,

      I don’t think you have to prove your computer skills (unless the Traineeship Office changed the rules). I didn’t prove them because I didn’t and still don’t have any certificates. Simply write an explanation on how you acquired them.

  • salwa:

    can I know if non EU national can apply too??
    Thank you

  • maria:


    Is it mandatory to mail the application? I am willing to apply but I am not sure about this step.


  • Thalta:

    First of all, thank you to write all those information, it was essential to me to understand the selection process. However, I have a doubt: in the EU website says:
    “Important note!
    The European Commission does not require you to submit any documents.
    Afterwards, only pre-identified candidates for the Virtual Blue Book will be invited to provide supporting documents in electronic version, such as:
    copy of ID card/passport
    copy of university qualifications
    proof of declared language skills (studies, stay abroad or other)
    proof of work experience (if applicable)”

    So, should I wait they ask me for the documents?

    • adminchiara:

      Sorry for the late reply, but you’re correct, you ONLY send documents if you pass preselection and when the TO asks for it.

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