RESUME WRITING IN MINUTESHOW TO WRITE A RESUME OR CV
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Thank You Letters
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Learn How To Write a Powerful Job Winning Resume
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RESUME WRITING IN MINUTESHOW TO WRITE A RESUME OR CV
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Thank You Letters
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Learn How To Write a Powerful Job Winning Resume
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You have skills that employers want. But those skills won’t get you a job if no one knows you have them.
Good resumes, applications, and cover letters broadcast your abilities. They tell employers how your qualifications match a job’s responsibilities. If these paper preliminaries are constructed well, you have a better chance of landing interviews— and, eventually, a job.Modern technology has added a new twist to preparing resumes and cover letters. The availability of personal computers and laser printers has raised employers’ expectations of the quality of resumes and cover letters applicants produce. Electronic mail, Internet postings, and software that “reads” resumes help some employers sort and track hundreds of resumes. Technology has also given resume writers greater flexibility; page limits and formatting standards are no longer as rigid as they were several years ago. “The only rule is that there are no rules,” says Frank Fox, executive director of the Professional Association of resume Writers. “resumes should be error free— no typos or spelling mistakes— but beyond that, use any format that conveys the information well.”
However, the no-rules rule does not mean anything goes. You still have to consider what is reasonable and appropriate for the job you want. Advertisements for a single job opening can generate dozens, even hundreds, of responses. Busy reviewers often spend as little as 30 seconds deciding whether a resume deserves consideration. And in some companies, if a resume is not formatted for computer scanning, it may never reach a human reviewer.
This article provides some guidelines for creating resumes and cover letters that will help you pass the 30- second test and win interviews. The first section, on resumes, describes what information they should contain, how to highlight your skills for the job you want, types of resumes, and formatting resumes for easy reading and computer scanning. The next section discusses the four parts of a cover letter— salutation, opening, body, and closing. A final section offers suggestions for finding out more about resumes and cover letters.
Resumes: Marketing your skills
A resume is a brief summary of your experience, education, and skills. It is a marketing piece, usually one or two pages long, designed to make an employer want to interview you. Good resumes match the jobseeker’s abilities to the job’s requirements. The best resumes highlight an applicant’s strengths and accomplishments.
There are four main steps to creating a resume: Compiling information about yourself and the occupations that interest you, choosing a resume format, adding style, and proofreading the final document. You may also want to prepare your resume for computer scanning, e- mailing, and Internet posting, especially if you are pursuing a computer- intensive field.
Gathering and organizing the facts
Start working on your resume by collecting and reviewing information about yourself: Previous positions, job duties, volunteer work, skills, accomplishments, education, and activities. These are the raw materials of your resume. This is also a good time to review your career goals and to think about which past jobs you have liked, and why.
After compiling this information, research the occupations that interest you. Determine what duties they entail, what credentials they require, and what skills they use. Your resume will use your autobiographical information to show that you meet an occupation’s requirements. You will probably need to write a different resume for each occupation that interests you. Each resume will emphasize what is relevant to one occupation. Remember: Even if you do not have many specialized and technical skills, most occupations also require abilities like reliability, teamwork, and communication. These are particularly important for entry- level workers.
The next step is to organize the personal information you have assembled. Most resume writers use the following components.
Contact information. This includes your name; permanent and college campus addresses, if they are different; phone number; and e- mail address, if you have one. Place your full legal name at the top of your resume and your contact information underneath it. This information should be easy to see; reviewers who can’t find your phone number can’t call you for an interview. Also, make sure the outgoing message on your answering machine sounds professional. If you list an e- mail address, remember to check your inbox regularly.
Objective statement. Placed immediately below your contact information, the objective statement tells the reviewer what kind of position you want— for example, “Seeking a position as an administrative assistant.” Some objectives include more detail, such as “Seeking an administrative position using my organizational, word processing, and customer service skills.”
Objective statements are optional and are most often used by recent graduates and career changers. “I like to see an objective on a resume because it shows focus,” says Jannette Beamon of Dell Computers’ Central Staffing Division in Round Rock, Texas.
But writing objectives can be tricky. A vague statement, such as “Seeking a position that uses my skills and experience,” is meaningless. And an overly specific objective can backfire, eliminating you from jobs you want that are slightly different from your objective. If you decide to include an objective statement, make sure it fits the job you are applying for. “Tailoring is expected,” says Beamon. “A statement should show that you know the type of work the company does and the type of position it needs to fill.”
Qualifications summary. The qualifications summary, which evolved from the objective, is an overview designed to quickly answer the employer’s question “Why should I hire you?” It lists a few of your best qualifications and belongs below your contact information or objective statement.
A qualifications summary, like an objective, is optional. It can be particularly effective for applicants with extensive or varied experience because it prevents the important facts from being lost among the details. Most resume writers choose either an objective or a summary, but some use both.
Education. List all relevant training, certifications, and education on your resume. Start with the most recent and work backward. For each school you have attended, list the school’s name and location; diploma, certificate, or degree earned, along with year of completion; field of study; and honors received. If you have not yet completed one of your degrees, use the word expected before your graduation date. If you do not know when you will graduate, add in progress after the name of the unfinished degree.
The education section is especially important for recent graduates. Include your overall grade point average, average within major, or class standing, if it helps your case. The general guideline is to include averages of 3.0 and above, but the minimum useful average is still widely debated. Graduates should also consider listing relevant courses under a separate heading. Listing four to eight courses related to a particular occupation shows a connection between education and work. College graduates need not list their high school credentials.
Experience. resumes should include your job history: The name and location of the organizations you have worked for, years you worked there, title of your job, a few of the duties you performed, and results you achieved. Also, describe relevant volunteer activities, internships, and school projects, especially if you have little paid experience.
When describing your job duties, emphasize results instead of responsibilities and performance rather than qualities. It is not enough, for example, to claim you are organized; you must use your experience to prove it.
Job descriptions often specify the scope of a position’s duties— such as the number of phone lines answered, forms processed, or people supervised. If you worked on a project with other people, tell the reviewer your accomplishments came from a team effort. Also, mention any promotions or increases in responsibility you received.
Use specific accomplishments to give your experience impact. Note any improvements you made, any time or money you saved, and any problems you solved— for example, were you praised for handling difficult customers? Were you always on time or available for overtime? Did you save time by reorganizing a filing system? Did you start a new program? Mention quantifiable results you accomplished, such as a 10- percent increase in sales, a 90- percent accuracy rate, a 25- percent increase in student participation, or an A grade.
Activities and associations. Activities can be an excellent source of additional experience. “A lot of students in high school or college don’t have much concrete work experience,” says Alicia Mallaney, a recruiter for a management consulting firm in McLean, Virginia. “They should list their involvement in school or extracurricular activities— employers look for those kinds of things because they show initiative.”
Activities might include participation in organizations, associations, student government, clubs, or community activities, especially those related to the position you are applying for or that demonstrate hard work and leadership skills.
Special skills. If you have specific computer, foreign language, typing, or other technical skills, consider highlighting them by giving them their own category— even if they don’t relate directly to the occupation you’re pursuing. “At Dell, most of our applicants list programming and computer application skills in their own section,” says Beamon. “But now, most occupations, even outside the computer industry, require computer skills. People in every industry are listing those skills separately.”
Awards and honors. Include formal recognition you have received. Do not omit professional or academic awards. These are often listed with an applicant’s experience or education, but some list them at the end of their resume.
References. Usually, resumes do not include names of references, but some reviewers suggest breaking this rule if the names are recognizable in the occupation or industry. Most resume writers end with the statement “References available upon request.” Others assume reference availability is understood and use that space for more important information. Regardless of whether you mention it on the resume, you will need to create a separate reference sheet to provide when requested and to carry with you to interviews.
A reference sheet lists the name, title, office address, and phone number of three to five people who know your abilities. Before offering them as references, of course, make sure these people have agreed to recommend you. At the top of the sheet, type your name and contact information, repeating the format you used in your resume.
Other personal information. Your resume should include any other information that is important to your occupation, such as a completed portfolio or a willingness to travel. Your resume is your own, and you should customize it to fit your needs. However, some information does not belong on a resume. Do not disclose your health, disability, marital status, age, or ethnicity. This information is illegal for most employers to request.
Tips:
- Good resumes show how your qualifications fit the requirements of the jobs you apply for.
- Most occupations require abilities like reliability, teamwork, and communication.
- Good resume objectives focus on the employer’s needs.
- Nonwork activities add experience to your resume.
- Tailor your resume for each occupation or job of interest.
- Use action phrases— not complete sentences.
- Highlight specific achievements.
- Include quantifiable results where possible.
- Identify increases in responsibility.
- Mention special work related skills.
- Identify coursework relating to the employer’s needs.
Applications: Fitting yourself to the form
Many jobs require jobseekers to complete an application instead of submitting a resume. But an application is a resume in disguise: Its purpose is to show your qualifications. Assembling the following information about yourself in advance will make it easier to complete applications:
- Identification. Be prepared to give your name, address, phone number, and social security number. You may also need to bring proof of identification when you pick up and drop off the application.
- Employment history. List the month and year you started and ended each job; your supervisor’s name, address, and phone number; your job title, location, salary, and major duties; and your reason for leaving.
- Education and certification. Know the name and city of the schools you attended and the year you received your degrees and the name, level, and award and renewal dates of certification.
- Special skills. List any special skills you have that are closely related to the job, such as computer applications, typing speed, or equipment operation.
- References. Provide the names, phone numbers, and addresses of three or four people who have agreed to recommend you.
When you pick up an application, don’t miss an opportunity to make a good first impression. Dress as you would for the job. Politely request two copies of the form, or make your own copies of the original before you start filling it out. Read the entire application before you begin. Then, use one copy as a rough draft and the other as the final product. Use a typewriter or write neatly with black ink.
Answer every question on the application. Write “not applicable” or “none” if a question does not apply to you. Some reviewers suggest answering “will discuss in interview” if asked for information that might disqualify you.
Make a copy of your completed application. If you go back for an interview, take this record with you. Having a completed form will also make it easier to fill out the next one.
Although forms do not offer the same flexibility as a resume, you can still find ways to highlight your best qualifications. For example, you can use strong action verbs to describe your duties. If you do not have paid experience, you can give job titles to your volunteer work or list relevant academic experience, substituting student for job titles.
Computer applications. If you are filling out an application for a computer database, you will want to use keywords and simple formatting— no boldface or bullets. Put the most important information first. Include as much information as you can for each question without becoming wordy or repetitive. The more relevant details you provide, the better your chances of using a keyword that matches an employer’s requirements. Before submitting the form, copy and paste your answers into a word- processing program so you can check the spelling.
Choosing a format
There are three main resume formats— chronological, functional, and combination. Each is defined by the way it organizes your experience. Choose the one that shows your experience to its best advantage.
Chronological. This resume type is the most common. It organizes your experience around the jobs you have held. This format is an excellent choice for people with steady work histories or previous jobs that relate closely to their career objective.
To create a chronological resume, list each position you have held, starting with the most recent and working backward. For each position, give the title of your job, name of the organization you worked for, and years you worked there. Next, relate the duties and accomplishments of that job. When describing your jobs, use action stamore space, find some way to divide the information itements, not sentences. Instead of writing “I managed a fundraising campaign,” write, “Managed a fundraising campaign.” Use strong verbs to begin each statement.
Be specific, but not overly detailed, in describing what you did. Employers say three to five statements are usually sufficient for each job. And no job should have more than four consecutive lines of information under it; large blocks of text are difficult to read. If you must use nto categories.
Your most important positions should occupy the most space on your resume. If you’ve had jobs that do not relate to the position you want, consider dividing your experience into two categories: Relevant experience and other experience. Describe the relevant jobs thoroughly, and briefly mention the others. If you have had many jobs, you probably do not need to mention the oldest or least important ones. Just be careful not to create damaging gaps in your work history. For a sample chronological resume, click here.
Because the chronological format emphasizes dates and job titles, it is often a poor format for career changers, people with inconsistent work histories, or new entrants to the work force. For these applicants, the functional resume is a better choice.
Functional. The functional resume organizes your experience around skills rather than job titles. “I often recommend the functional format to students who have not had positions that relate directly to the job they want,” says Bryan Kempton, Program Director of the Career Center at the University of Maryland, College Park. “By organizing their experiences around skills, they can connect less relevant jobs to the career qualifications they need. For instance, a job waiting tables can be combined with other examples to show organizational or customer service skills.”
To create a functional resume, identify three or four skills required for your target job. For each skill, identify three to five concrete examples to demonstrate that ability. Again, use action phrases— not complete sentences— when writing your list.
Arrange your skill headings in order of importance. If you have a specific vacancy announcement, match the arrangement of your headings to that of its listed requirements. The closer the match between your skill headings and the reviewer’s expectations, the more qualified you seem.
The last part of the functional resume is a brief work history. Write only job titles, company names, and employment years. If you have gaps in your work history, you could use the cover letter to explain them, or you could fill them by adding volunteer work, community activities, or family responsibilities to your job list. For a sample functional resume, click here.
Combination. This format combines the best of the chronological format with the best of the functional format. Combination resumes are as varied as the histories they summarize. One variation begins with a chronological format but then subdivides each job description into skill categories. Another variation uses a functional format but, for each example of a skill, identifies the organization where the example occurred.
Tips:
- Chronological resumes organize your experience around the jobs you have held.
- Functional resumes emphasize skills rather than employment history.
- Sprinkle your resume with language found in the position description.
- Use a laser printer and keep the font size at 10 points or above.
- Avoid mistakes by having several people proofread for you.
Adding style
You will create a good impression if your resume is attractive and easy to read. An inviting style draws attention to your qualifications. If you take pity on the reviewer’s eyes, chances are better that he or she will spend more time reviewing your resume— and will remember it better.
To make your resume easier to read and copy, print it on white or lightly colored paper. Loud, garish colors may attract attention, but they risk creating an unprofessional impression. Also, use a laser printer and keep the font size at 10 point or above. The reviewer shouldn’t have to struggle to read your words.
Design
