Trac Application Checklist for Doctors: 40 Checks Before You Submit
Updated: 21 hours ago
Trac is the application system most NHS Trusts use for medical jobs. It looks simple: a few pages of personal details, employment history, references and a supporting information box. But small mistakes on those pages are behind a lot of the rejections we see from IMG doctors. Shortlisters may have 100 or more applications for one post and only a few minutes for each. A missing date or a generic statement is an easy reason to move on.
This is the checklist we use when we review Trac applications for doctors. It's free, there's no sign-up, and you can go through it before you press submit.
Quick answer: before you submit a Trac application, check that your GMC number and registration status are correct, your employment history has no unexplained gaps, every post has the UK-equivalent grade, your referees cover your recent posts with working emails, and your supporting information answers each essential criterion of the person specification in order, with real examples. Read the job description, save a copy of the advert, and submit before the closing date, because many adverts close early.
1. Before you start
☐ Download and save the job description and person specification. Adverts are removed once they close.
☐ Highlight every essential criterion. These decide shortlisting.
☐ Check the closing date, and plan to apply within a few days. Many posts close early once they get enough applications.
☐ Check whether the Trust offers visa sponsorship, if you need it.
☐ Have your CV open, so dates and details match exactly.
2. Personal details and registration
☐ Name exactly as on your passport and GMC registration
☐ Phone number with country code, and an email you check daily (look in spam for Trac emails)
☐ GMC number, registration type and licence to practise status, correct and current
☐ If registration is pending, the expected date stated clearly
☐ Right to work answered accurately. Saying you need sponsorship when you do is better than being withdrawn later.
3. Education and qualifications
☐ Primary medical qualification, university, country and year
☐ PLAB 1 and 2 dates, or the postgraduate qualification you registered with
☐ English test (IELTS or OET) with date, if asked
☐ Membership exams, with parts passed and dates (MRCP, MRCS, FRCEM and so on)
☐ Courses: ALS, ATLS, BLS and others, with dates and expiry
4. Employment history
This is where most IMG applications lose marks.
☐ Every post listed, most recent first, with start and end dates (day, month, year if possible)
☐ No unexplained gaps. Any gap over a month explained in one honest line. See our career gap guide.
☐ Job title with the UK-equivalent grade, for example "Medical Officer (SHO-equivalent)"
☐ Hospital name, city and country, with the type of hospital (teaching, district, tertiary)
☐ A short description of duties: on-calls, ward cover, clinics, procedures, team you led
☐ Reason for leaving written neutrally
5. References
☐ Referees who supervised you in your most recent posts. Trusts often want references covering at least the last three years.
☐ At least one consultant or senior clinical supervisor
☐ Professional email addresses where possible. Personal emails can delay checks.
☐ Referees told in advance that they'll be contacted, and asked to reply quickly
6. Supporting information
This is the part that gets you shortlisted.
☐ Written for this job, not copied from your last application
☐ An opening paragraph that says who you are, your experience and why this post. See our opening paragraph guide.
☐ Each essential criterion answered in the same order as the person specification
☐ One short, real example for each criterion
☐ Clinical experience, audit or QI, teaching, teamwork, communication and governance all covered
☐ UK exposure mentioned: clinical attachment, UK courses, e-learning
☐ The Trust or department named at least once
☐ UK spelling and NHS terms (SHO, MDT, NEWS2, Datix)
☐ No patient-identifiable information
☐ Proofread, ideally by someone else
Our step-by-step guide to writing an NHS supporting statement as an IMG has worked examples, and we have specialty versions for medicine, surgery and emergency medicine.
7. Declarations and final checks
☐ Fitness to practise, criminal record and other declarations answered honestly
☐ Equality monitoring completed (it isn't shared with the shortlisting panel)
☐ Preview the whole application and read it once more
☐ Save a PDF or screenshots of what you submitted, so you can prepare for interview
☐ Submit before the deadline, then watch your email and Trac account for updates
The five mistakes we see most often
The same supporting statement for every job. Shortlisters notice straight away.
Gaps in employment with no explanation. A gap you don't explain is assumed to be a problem.
Overseas job titles with no UK equivalent. The panel can't score what it can't understand.
Referees who don't reply. This delays offers and sometimes loses them.
Applying too late. Posts close early. Apply within days, not on the closing date.
For more detail, see why NHS job applications get rejected, and if you're new to the system, what Trac is and how it works.
Want us to check it for you?
If you'd like someone who reviews Trac applications every day to look at yours before you submit, our NHS job application review and rewrite, £35 CV review and £35 supporting statement service go through every point on this list.
Frequently asked questions
What do NHS shortlisters look for on Trac?
Clear evidence that you meet each essential criterion in the person specification, a complete employment history with no unexplained gaps, and the right registration and right to work.
Can I edit a Trac application after submitting?
Usually not. Check everything before you submit, and save a copy for your records.
Can I reuse my supporting statement on Trac?
You can reuse parts, but change it for each job so it follows that person specification and mentions the Trust.
Why does my Trac application keep getting rejected?
The most common reasons are a generic statement, unexplained gaps, unclear overseas grades and missing evidence for essential criteria. Go through the checklist above.
How many referees do I need on Trac?
Usually two or three. Make sure they cover your most recent posts and include a senior clinical supervisor.
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