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Resumes, Cover Letters, and Other Job Search Correspondence Letters
- What is a cover letter?
- What is the key point to keep in mind?
- What is the most common mistake by job-seekers?
- What does it mean to "think like the employer?"
- Tips for writing a cover letter
- Cover Letter Preparation and Format
- Example Cover Letter (PDF)
Other Job Search Correspondence
- Example Thank You Letter (PDF)
A resume (sometimes referred to as a Vita or Personal Data Sheet) is a self-designed summary of your personal, educational, and employment qualifications. A resume should tell: who you are,what you know,what you do well, and what you want to do. The purpose of the resume is to obtain an interview for you, to serve as a reference during the interview, and to serve as a reminder of you after the interview.
Employers will not spend a significant amount of time reviewing each resume. Therefore, it should be written in a concise, easy-toread format. Phrases and incomplete sentences are acceptable for this reason. Limit the use of the personal pronoun “I. ” Start each sentence or phrase with action verbs whenever possible (with the exception of scannable resumes, discussed later). A resume should be no longer than 2 pages. Unless you have years of experience, a one-page resume is recommended. (See action verb list on page 23. ) Because the resume demonstrates your ability to write and organize your thoughts, you should not rely upon another person or resume preparation services for writing your resume. Neatness and correct spelling are essential. Employers expect resumes that are neat and free of mistakes in spelling, punctuation, and grammar. Consult with a Career Center staff member before printing copies of your resume.
What should the physical appearance of a resume look like? The resume should be produced using a computer. The printer used should be laser quality. Use 8 1/2 by 11-inch, high quality, 20 bond paper. White, off-white, ivory, or light grey paper is recommended. Balance the material on the page so that it is centered. Generally, you will want to allow for one-inch margins. Photographs should NOT be included with your resume (with the exception of performing arts). The current date is never indicated on the resume.
What information sections can be included in the resume?
Again, it is your decision as to what information sections you choose to include in your resume as well as what heading you wish to use to name each section. Information sections that are commonly used in a resume are discussed below. Alternative suggestions for section headings are provided in this manual. The placement of your information sections should be in any order of priority according to what you want the employer to read first.
This section is usually the first piece of information an employer sees. It includes your name, address (present and/or permanent) and telephone number. You may also choose to include your e-mail address and URL if applicable (make sure your site is designed to be a job search tool). Typing RESUME at the top of the page is not necessary. Give your full name, do not abbreviate. Your name can be typed in capital letters and bolded to make it more noticeable.
Many employers recommend the use of a Career Objective section in the resume which communicates your career goal or job objective. A separate resume can be written for each job position sought or the career objective statement can be expressed in more general terms so as to include an entire occupational field. It is advisable to use as targeted an objective as possible to demonstrate a sense of focus.
Examples:
* Interested in joining ____ staff of a (company/agency/ school district) which will benefit from my analytical, organizational, and communication skills.
* To obtain a staff nurse position on a pediatric unit.
* Seeking a (job title) position which offers advancement opportunities in the field of ____.
* A challenging opportunity in the areas of Fundraising, Customer Service, or Sales.
* Entry-level position in publishing in any of the following areas: promotions, advertising, design, and editing.
* Pharmaceutical Sales. Willing to relocate.
* A position in social services working with substance abuse prevention and recovery.
An alternative to the Career Objective is a Personal Profile or Qualifications Summary statement. Usually one or two sentences in length, this heading emphasizes your strongest talents and experience.
Examples:
* Individual with technical writing, public relations, marketing and state government experience coupled with strong liberal arts education. Proven verbal and written communication skills.
* Individual possessing five years of retail experience including supervisory responsibilities. Earned 75% of college expenses working 20 hours per week and full-time summers while maintaining a 3. 5 cumulative grade point average.
Start with your most recent or anticipated degree to be completed and go back in time. It is not necessary to list your high school as you get into your junior and senior year of college. Include dates of attendance, school names, location, date of graduation or anticipated graduation date, degree, major, minor, and, if applicable, areas of concentration. Regarding your GPA, many employers like to have this included in the resume. It is, however, optional. If you do include your GPA, indicate the scale by which this is measured. For example: 3.2 (4.0). If you financed your education you may indicate this by writing,“Financed 90 percent of educational (or college) expenses.”
Use reverse chronological order when listing your work experiences. You can include part-time, summer, volunteer work, internships, student teaching, and clinical experience under work experience, or you can use separate headings. As a general rule, positions held for a minimum of three months should be included in your resume. This allows you to account for summer employment. If you have several years of work experience, the rule of thumb is to list those positions held during the last 10-15 years. As a student, this usually results in a complete list of employment. However, you may wish to evaluate the significance of certain entries, particularly if you have a good deal of relevant experience, including internships. Under each work experience listing, identify job title, name of employer, employer’s city and state. Also, list the dates of employment and the responsibilities of each position using action verbs. Be sure to highlight accomplishments as well as responsibilities.
You may wish to develop a reference list to accompany your resume. Or, you may include one of the brief statements listed below:
* Available Upon Request
* Furnished Upon Request
Who Should Serve as Your References?
In selecting people to ask to serve as references for you, think about what those individuals know about you. Faculty members may know about your academic ability, productivity, and timeliness. Past and present employers usually know about such things as your reliability, initiative and your ability to work with others. This type of information is valuable, even if your employment was not career-related. Others, such as advisors and coaches, may also be aware of information about you which could be relevant to a potential employer.Avoid selecting references who only know you in a social capacity.
Never give someone's name as a reference without that person's permission. Keep each of your references informed about your job search provide them with a current resume and tell them names of persons and organizations to whom you've given their names.Whenever possible, give them a copy of the job description for those positions for which you are applying and a copy of your resume. Such information helps your references be prepared for phone calls and letters they may receive. Let your references know your interests, abilities and experiences. A faculty member may know your academic skills and an employer may know your on-the-job characteristics, but each may not be aware of the other facets of your background. Keeping your references well-informed will help them serve as better references for you.
When to Give Your Reference List to a Prospective Employer
Provide reference information when you are asked to provide it. If you reach interview stage and have not been asked for reference information, you may want to offer it. Generally, do not mail reference information with your resume unless it has been requested. Contacting references is time-consuming, and most employers will do some initial screening of candidates by reviewing the resume and perhaps conducting interviews before contacting references.
Some job seekers choose to state "References available upon request" as the last line on their resumes. If you are having difficulty fitting relevant information on your resume, don't list references available upon request. Most employers assume you can supply references, so it is never essential to include this wording on your resume.
Create a reference page to list your references. Include full name, title, organization with which the person is affiliated, complete address, phone number and e-mail address (if available).Make absolutely sure you have spelled your references' names correctly.Your name and contact information should be at the heading of the page just like it appears on your resume.
Many references are not sure what they are to say on the candidate's behalf. Encourage them to mention the:
* Capacity in which they know/knew you (i.e. summer intern and she was the supervisor)
* The time frame of the relationship (i.e. summer of 2003 or has known the candidate for four years)
* The positive experiences demonstrated in the position (i.e. visited work sites, developed company web site, and presented proposals to clients)
References should avoid reporting negative statements about the candidate. This is one of the safeguards of approaching a potential reference in advance and getting permission to use his/her name to give a recommendation or endorsement. If an individual has a reservation, it would be best not to include that person on the reference list.
What is the "correct" resume format to use?
It is important to understand one point: "There is no one right way to construct a resume." There are hundreds of styles to choose from.You need to select the style that best matches you. You are the only person who will be representing the information presented in your resume. During the interview the employer will be looking for compatibility between you and your resume. There are some general formats to use when writing your resume.
Most effective if your work history or educational experience relate to the job you are seeking. This is the most widely used and accepted format.A chronological resume emphasizes dates of employment. The information presented is outlined in reverse chronological order with the most recent jobs and degrees appearing first.
Most effective if your skills are your best qualifications for the position you are seeking. A functional resume allows you to group your experience in skills categories that emphasize your strengths. Job titles and employment chronology are minimized. This format provides greater flexibility in representing skills gained through personal experience, but should include significant examples of those professional skills.
Can you imagine a computer deciding who is the best candidate for a job? Resumes,whether they are sent in paper form or electronic form, are frequently being scanned by companies into databases for storage and retrieval. Today's job searching strategies require a resume that will meet the requirements of both electronic transmission and scanning. Scannable resumes will generally differ from traditional paper resumes in formatting and language. A rapidly growing number of companies, including most of the Fortune 500, use resume scanning for all of their incoming resumes. These resumes are scanned into a database using optical character recognition technology. Candidate searches are then done by keywords and phrases that describe the skills and education required for each opportunity.Human resource managers will often not actually see a resume until after it has been pulled from a scanned database of resumes. Therefore, it is important that resumes include terms and familiar acronyms which describe your expertise and experiences. A section that can help your scanned resume stand out is a keyword section.
Use precise words and phrases to describe your skills.
Computer scanners are programmed to pick out these keywords and others from your resume, allowing human resource professionals to quickly identify top candidates. These words should correspond to your experience and appear within your resume. The more relevant keywords you present about yourself, the more likely your resume will be selected from the database.
Example Keyword Summary:
* Keyword Summary: BA, Insurance, Claims, Underwriting, Supervisor, Microsoft Word, Excel
Make Your Resume Scanner Friendly
* Avoid the fancy look, use a simple typeface like Courier, Helvetica, or Times.
* Font size should be 12 to 14 points, and margins should be no less than 1 inch.
* Use white paper, standard size 8-1/2 x 11, and print on only one side of the paper.
* Print your resume on a quality laser printer.
* Avoid fancy treatments such as italics, underline, script, shadows and boxes.
* No pictures, graphics, boxes or vertical lines.
* Minimize the use of abbreviations.
* Scanners like white space.Do not crowd your resume.
* Maximum of two pages. Place your name at the top of each page.
* Use all caps and boldface type to highlight section headings and important points.
* Avoid two-column format or resumes that look like newspapers or newsletters.
* Do not fold your resume and do not staple anything to it.
Click here for a PDF with several example resumes.
It is a letter sent to prospective employers along with a resume for the purpose of linking your resume to the position you are seeking. It is sometimes called an application letter. You need to send a cover letter with every resume you mail. You will need to make changes to tailor it to the position and the organization's needs. (NOTE: Cover letters are not required when you attend job fairs, on-campus interviews, and some personal contacts).
What is the key point to keep in mind when writing a cover letter?
The point of the letter is to show what you have to contribute to an employer; to show that your experience, interests, and skills fit the employer's needs.
What is the most common mistake that job-seekers make in developing cover letters?
It is common for people to focus on their own needs the reasons that they are applying for positions. Employers want to know what you can do for them not what they can do for you! You need to think like the employer.
What does it mean to "think like the employer?"
It is important to think about what information the employer wants to know about the job seeker. The following questions may be on the employer's mind when looking at your resume and cover letter:
- What has this person done in the past?
- Does this person have the skills to do the job available?
- What has this person accomplished in previous experiences?
- What kind of contributions can I expect in the future from this person?
- Will this person fit in with the team I already have in place?
Being able to address these questions will likely require you to research the organization and be familiar with the position description and qualifications before writing your letter. Can I use the same cover letter when submitting a resume to different organizations?
What tips will benefit a job seeker most when writing a cover letter?
1. A cover letter is often viewed as a writing sample, and in general, employers are looking for clear, concise, and persuasive writing with perfect grammar, spelling and punctuation.
2. Present yourself in the best light, but don't overdo it. Don't try to make more of your experience than is actually there.You will have to back up anything you put in your cover letter if given the opportunity for an interview.
3. Proofread, proofread, proofread! Like any piece of writing you revise frequently, when you become so familiar with it, you can overlook errors or deletions of words.Ask someone, whose proofreading skills you trust, to read over your cover letter (and resume).
4. Focus on the skills and qualifications you bring to the position. Employers will invest in on-the-job training, if they can see you are able to communicate effectively; show leadership and teamwork skills; have personal traits, such as the ability to adapt to change, be responsible and take initiative.And you can't just state those words, you must show you have them by citing examples.
Cover Letter Preparation and Format
* The recommended length of the cover letter is around 200 words and 3 to 4 paragraphs.
* Always limit the letter to one page.
* Use the same quality bond resume paper for the cover letter and the resume.
* Be sure your return address and phone number (usually in the final paragraph) are on the letter, and always date the letter.
* Whenever possible, address your cover letter to a specific person.
Come to the point immediately--reveal your purpose in writing, identifying the position and your source of information in the opening paragraph. This is also where you can mention the name of anyone who might have referred you to the employer. End this paragraph with a persuasive statement about why you're qualified for the position. This statement will serve as a transition to the next paragraph.
Focus on what you can do for the company, school or organization. Base this on your skills, education and experience. This is where you want to be careful not to restate your resume. Instead you want to focus on an area of need within the organization that you can fill and arouse their interest in your qualifications. This paragraph will give you an opportunity to show you have researched the company or organization and are aware of the ways you can make a contribution. Try to present an impression of modest confidence.
This is the closing paragraph where you can call attention to your enclosed resume, indicate what steps you will take from here, and provide your phone number. Finally, show appreciation to the reader for the time and consideration given to your letter and resume.
Close your letter as you would any business letter. Space down 4-5 lines and type your name. This will allow room for your signature, and then remember to sign your letter. Two lines under your typed name, type the word Enclosure to indicate something more than the letter is in the envelope. Ideally, the letter and resume will be mailed in a matching envelope.
Click here to see an example cover letter.
Other Job Search Correspondence
A letter of inquiry is sent when you are prospecting for vacancies. It is sent to target organizations that are in your field of interest and to get your resume in their hands. This type of letter is often sent when doing a long-distance job search.The letter is structured in a similar format as the cover letter, but instead of knowing about an opening for a specific position, you are going to focus on what you know about the organization and how your experience and qualifications match the work environment.You will want to send your resume and ask for information about career opportunities and application information. In your final paragraph, note your phone number and that you will be in contact with them. Click here for an example letter of inquiry.
This type of letter is designed to generate informational interviews with people working in the career or organization of interest to you. The purpose is to introduce yourself and indicate a desire to arrange a meeting which would allow you to ask specific questions about the career field.You must not ask for a job in this letter or in the informational interview.Normally, a resume is not enclosed. You will want to make a connection between you and the reader in the first paragraph, e.g., alumnus of Illinois Wesleyan, or mutual acquaintance. Then state your purpose in the second paragraph and ask to meet at a mutually convenient time. In the final paragraph, indicate that you will make a phone call to arrange this meeting, and thank them for considering your request. (For more information, see section on informational interviews included in this guide.)
One of the most important tools to set you apart from other job candidates is the thank-you letter.Applicants who send such a letter shortly after the interview (ideally within 24 hours) establish goodwill and show they are truly interested in the position.You will want to send one to each person who helps you in any way.Ask for a business card from them so that you are sure to spell their name correctly and use the proper title. Thank them for their time and interest in you. Be brief, but reemphasize your strongest qualifications as they relate to some specific component of the job requirements. You can also add additional information you realize you did not cover in the interview. In the final paragraph, reiterate your interest in the position and restate your appreciation. Click here to view an example thank you letter.
This letter is sent when you accept an offer of employment. In it you will confirm the terms of your employment as you understand them (salary, starting date,where and to whom you report, etc.). Of course, you will also want to use this as another opportunity to reiterate your enthusiasm for the position and the organization. This letter is brief and to the point. End with a statement of appreciation for the confidence shown in you and your eagerness to join the team. Click here to see an example acceptance letter.
Yes, sometimes the applicant is on the receiving end of this type of letter, but there are occasions when one is also needed if you are declining an offer. If an offer does not fit with your career objective or interests, you will want to send a polite letter of rejection. It is important to leave a good impression because future employment may be a possibility with this same organization.You will acknowledge the offer in the first paragraph and express consideration for the time the employer spent with you. In the second paragraph, indicate that you have thoughtfully considered the offer and have decided not to accept it. In the closing paragraph, express appreciation for their consideration and interest.