Resume Writing

Much preparation goes into an excellent resume. You do not simply begin by writing. First you have to establish clear goals for your job search. Then you must identify and articulate your skills that match your goals. You need to gather supporting materials and summarize your past employment related experiences. Finally, you will write, rewrite and edit until the resume is perfect. Once done, you will want to continuously work at keeping your perfect resume up-to-date. As you grow, your resume should grow with you; its development should mirror your personal and professional development.

Do not overwhelm employers by providing more information than necessary. Do not try to be everything to everyone. The greatest challenge will not be deciding what to put into your resume but what to leave out. An attention-getting resume must be targeted, concise, and must clearly identify your qualifications. Focus on your skills and accomplishments with specific attention to tangible results. At this point you may be overwhelmed and ready to give up. Do not give up yet. The truth is that this same preparation is required for all your job search. Until you have taken these steps, you are not ready to approach prospective employers. Since it has to be done anyway, there is no better time than the present. Of course, if you are already engaged in these activities you are that much closer to a finished product.

Skill Identification

Employers want to know what you can do, not just where you have worked. If you cannot clearly state at least 20 skills directly associated with your job goal, you are not ready to begin your job search.

Take the time to work on developing a list of your skills. As you develop your list, identify examples of places where you have used your skills. Employment related skills do not always come from employment. They may originate from education, volunteer work, personal interests and life experiences. Be very specific when describing your skills. Also be sure to state your skills in a positive light. Avoid any language that may reduce their value. Always be honest and positive.

When drafting your resume, clearly identify your skills. There are several formats that can be used, but always your skills need to stand out. Whenever possible, state your skills as expert skills, to avoid being perceived as a generalist. As an example, if you have word processing skills state which word processors you have used. All resumes today need to be skill-based resumes. Whatever style or format you use, your resume must clearly articulate the skills you bring to the job.

Goal Setting

An important element in resume preparation is establishing clear goals or objectives. You should not approach your job search, or write a resume, with the goal of just "anything." It is critical that you target your resume to a specific occupational goal. The content of your resume should point to that goal. Without this focus your resume will be mediocre at best. If you have already established specific goals then you are prepared to write your resume. If not, you are encouraged to first spend some time establishing your goals.

As you write your resume you should keep your goal in view. This will help you decide what to include, what to leave out and will help target your resume. Great resumes are ones in which every piece of information points to a clear occupational objective. One strategy is to write your goal on a separate piece of paper and weigh each item in your resume against your goal. If it is not clear how the item relates to your goal, then strongly consider eliminating it.

The Language of Resumes

Resumes must be skill-based and clearly target a specific occupation. Beyond this there are many ways to present these skills. You may use narrative, bullets, lists of key words, highlights or other presentation styles. The resume must have impact and flair. What you say is important, but how you say it is just as important. An excellent strategy is to use action verbs to accentuate your qualifications. It is one thing to say that you have a particular skill; it is another to proclaim that you have excelled in its performance. Phrases such as "Mastered three word processing programs: WordPerfect, Microsoft Word and AmiPro" or "Successfully increased regional sales by 1.2 million" have impact. Notice the use of quantitative measures to strengthen the statement. Look for similar measures to complement your resume.

Resumes are not literary; they are promotional. The rules of grammar are modified from formal writing. Complete sentences are not necessary. Avoid the use of "I," as the subject of the resume is assumed to be the person named in the heading of the resume. Avoid long narratives and use lots of bullets and key phrases. Someone looking at the resume should be able to figure out the content without reading the details. The resume should draw the reader's attention and create a desire to know more. The goal is to win an interview. It is at the interview that the job is won.

The resume is like a preview of coming attractions; you want to save the best for the presentation. Therefore, it is best if the resume creates questions in the mind of the reader. These questions should not cast doubt on your qualifications or integrity, but create a desire to know more about you. "Profitably managed up to $500,000 accounts receivable, reducing delinquent accounts from 22.7% to 10.4%" is just such a statement. It leaves the reader asking the question, "How?" and should prompt an interview to find out more about you.

Resume Formats

There are three common resume formats: the Chronological, the Functional, and the Combination. By using a resume comparison chart you can determine which format and variation will best display your strengths. Your career objectives will also influence your choice. Another way to select the best format is to complete the accompaning resume worksheets.

Chronological -

The emphasis for this format is on a chronological listing of employment and employment related experiences. The format highlights the recent employment, while de-emphasizing experiences further back in time. The chronological resume is for those with a consistent employment history, no gaps in employment, and whose past employment experiences are directly related to their current employment goals. A steady work record with increasing responsibilities can be effectively showcased using this format. You would begin by listing your most recent employment experiences and working backward. Include dates, names and contact information such as address and phone numbers. This may NOT be the best format for individuals with job gaps, new graduates or a person changing careers.

When listing your experience, chronicle 5 to 10 years of employment history. Experiences over 10 years ago begin to lose impact and open the potential for age discrimination. If you have valuable experience beyond 10 years, there are ways to present it other than chronologically (see Functional and Combination resume formats).

Functional -

The functional resume highlights skills, experience and accomplishments without identifying specific dates, names and places. In this format, information is organized by functions or skills, advertising the specific qualifications needed for the occupation. This format works very well for people changing careers, including military personnel moving into civilian employment. It is also effective for those reentering the workforce after a gap in employment, first time job seekers, and people who want to emphasize experience that may be viewed as outdated. In a true functional resume there is no chronological listing of employment. Consequently, many employers do not like this format; it creates suspicion that the person may be trying to hide something. The employer may suspect a job hopper, an older applicant trying to disguise age, a lack of career progression, underemployment, employment gaps, or too little relevant experience.

Combination -

The combination resume brings the best of both the chronological and functional resumes. It features a functional section that highlights skills, accomplishments and experience. It also includes a chronological listing of employment, education and employment related experiences. The combination resume is a very effective format for many job seekers. The best chronological resume can be enhanced with a section highlighting skills, accomplishments, and experience. The functional resume can be strengthened with a chronological listing of employment experiences.

Resume Variations

Keyword

The keyword resume is a variation that adds a listing of skills to the beginning of any standard resume format. Critical occupational skills placed at the beginning add impact to the resume and help capture the reader's attention. This variation is effective for all career fields and skill levels. It is a very effective strategy for creating scannable resumes. The format for a keyword resume would look something like this:

Targeted

More of a strategy than a style, the targeted resume directs skills and experience to the specific needs of one employer. All resumes should target the needs of a specific occupation. In addition, this approach targets the specific needs of an employer and a specific job. It requires careful research of the employer's needs. Sources for information include position descriptions, employer profiles, industry publications, networking, and informational interviews. When drafting a targeted resume, direct your skills and experience to the specific needs of the employer. This is a very powerful resume strategy that can set you apart from the competition and capture an employer's interest. For executive positions and specialized technical jobs this strategy is almost a necessity.

Convenient access to a computer and word processing skills will help to make this strategy work. Using the combination format, set up a resume template with header information and the chronological summary of your employment. Then customize the functional section of the resume, the summary of skills, accomplishments and qualifications to meet the needs of a specific employer. Be sure to name your objective with the exact job title.

Basic Principles of Resume Writing

Keep it brief!

Your resume is an overview of your qualifications - not your life story. It is a "preview of coming attractions" which creates the desire to see the rest of the show. One to two pages is the standard for a resume read by the human eye, and up to three pages for a scannable resume. If your resume is more than one page, the first page must capture the reader's attention. If it fails to do so, the remaining pages will not be read.

Focus

Don't try to be everything to everyone. Target your job search and your resume to your specific occupational goals.

Multiple Resumes?

Generally, you should concentrate first on one well-written resume that targets your immediate job search. Make sure this resume represents you well to a wide range of employers and is suitable for scanning. If you have more than one objective, additional resumes may be required. For example, if you are planning to pursue two distinct occupations such as realtor and bookkeeper, you would need two resumes. If you only use the targeted resume approach, you would also write a unique resume to each employer.

Visual Impact

A piece of sales literature has only about two seconds to attract the reader's attention. Similarly, the resume must attract the employer even before it is read. Many advertising techniques apply, including the use of white space, bullets, indentation and varied type style. Professional printing produces high quality, but can be expensive. Laser quality printing is an excellent alternative. Never handwrite your resume! Make sure there are no typographical, grammatical, or spelling errors. Ask someone to proof read your resume to help eliminate errors.

Insure Integrity

Your resume is specifically designed to paint the best picture possible of you. Place the emphasis on the positive, not the negative. It should be an honest statement of your best qualities. Your resume should hold up under scrutiny. Facts and numbers must be believable. The content of the resume should be in harmony. Dates should be consistent while experience and related activities should support your qualifications.

Scannable Resumes

Many employers and employment agencies are using resume scanning systems to screen resumes, a trend that will increase in the future. When writing any resume consider its scannability. Generally, there is little difference between a good scannable resume and one that is effective for the human eye. Since, ultimately, all resumes will be looked at by a person, your resume must work for both.

Overqualified?

If you consistently hear that you are overqualified or are concerned that you will be perceived as such, then you have not effectively targeted your resume. When writing your resume, target it to the level of employment and to the occupation or employer. If you are pursuing more than one distinct level of employment, then consider a separate resume for each. Present the information that you believe is important. You don't have to tell everything. As an example, if you have an advanced degree in a field unrelated to your goal, leave it off.

Resume Content

Name Block

Use your full first name. Avoid using nicknames that are "cutesy" or "pet names." If you have a preference to be called by a shortened version of your full name, then it is acceptable to put this name in parentheses or quotes (e.g., Elizabeth and prefer to be called "Betty"). Your address should not contain abbreviations. Make sure your phone number includes the area code. Also, provide a phone number where you can be reached at all times, either by an answering machine, or an alternate message number. Do not put your name and address on one line for a scannable resume as the computer may be confused by this format. Typing your name in bold, and/or all capitals will make it stand out.

ELIZABETH "BETTY" APPLICANT
1443 Hire Me Lane
Employability, Minnesota 55555
555-555-5555

Employment or Career Objective

Include an objective when you are pursuing a specific job goal, or when you know the exact title of the position for which you are applying. The objective targets your resume, but also limits its use to those jobs that match your goal. Therefore, the objective may be considered an optional part of your resume. If you do not include an objective, be sure to state it in your cover letter. Summary of Qualifications and Accomplishments A summary of your qualifications and accomplishments highlights skills that support your job goals. It can include key skills, employment related accomplishments, and personal attributes.

Employment History

List your most recent employment first. A general standard is, "List the last three jobs, or the last 10 years, whichever comes first." Focus on recent jobs and those that are most appropriate to your goals. If you have large gaps in employment, or have changed jobs frequently, consider using a functional resume. How you use your resume and the makeup of your experience, will determine the amount of information to include. Many job seekers, and employers, use the resume as a substitute application (this is very useful if the application works against your qualifications). As a substitute application the resume should include employer contact information. Many resumes list only employer name, city and state. Contact information is provided through an employment application or reference sheet. One advantage in limiting this information is to keep the resume focused on your qualifications. Also, some people may not want a prospective employer to be able to easily reach a previous employer. Ultimately the choice is yours. There is no one standard that fits all situations.

Organizations

List organizational memberships related to your job goal and show professional standing. Avoid using non-employment related or controversial organizations. Generally, it is best NOT to mention specific religious or political affiliations, or other potentially controversial groups, unless they directly relate to the job you want.

Awards or Recognition

Let the employer know of any awards or recognition you have received, (e.g., employee of the month, etc.), if it is timely and appropriate.

Education:

If your skill and experience come from employment, then list employment first and education last. List education first, if the emphasis is on education, i.e., a recent graduate. If you are a college graduate, state the name of the institution, location (city and state), degree earned, and field of study.

Additional Points to Consider Regarding Education

• Carefully consider listing the dates you graduated from school. List the dates of recent education because it increases its value. Older educational experiences may not be valued by the reader and can be used in age discrimination.
• Do not list High School graduation if you have completed a college degree. If you have taken post high school classes, but did not achieve a degree, then list your high school.
• When listing recent education, target specific skills and academic accomplishments.
• A GED can be listed as a High School graduate. If the GED was achieved through a local school, then list the name of that school. Otherwise, leave off the name of the school. Or you may choose to list the last school attended or the school district name.
• Do not include an education section if you dropped out of high school and had no formal training either in school or from an employer.
• Include relevant employer sponsored training. Be sure that the training is targeted to your job goal and is attention getting to a new employer. Summarize extensive employer training by type and only include training that is relevant to a new job.
• If you have conducted a thorough independent study into a job-related topic, then you may summarize it as part of your education.
• If you are currently taking classes or pursuing a degree related to your job goal, then include them in the resume. List the skills acquired, academic accomplishments, and the projected date of completion.

Military

Include military experience that fills gaps in employment or supports your job goal as part of your work history. "Civilianize" your military language, (e.g., NCOIC to Supervisor).

Hobbies/Personal Interests

Include hobbies/personal interests if they are employment related, they are not controversial, and they show skill and experience.

References

Do not include references on the resume. Do not use the statement, "References available upon request." It is assumed by most employers that you will provide them with this information. Once an employer requests references, be prepared to give them 3 to 5 references who can speak about your work habits and professional qualifications. Always seek permission before using someone as a reference.

Tips for Readable Resumes

• Give priority to your skills on your resume. Employers want to know what you can do, not just where you have been. This is why scannable resume systems are set up to read skills. Place the important skills at the beginning of the resume where employers can see them first. Also, scannable database systems store a fixed number of skills so that those that come later may not be included in the database. Insure that your skills and occupation-specific keywords match your objective.
• Place your name, address, and phone number with area code in a block format below the top margin. This key information helps interested employers reach you and is the preferred format for scannable systems. Put your name on each page.
• Use generous margins and plenty of white space. One-inch margins enhance the readability of your resume. Balance the body of the resume so that the content is not compressed. For multiple pages, insure that information is balanced over the pages. The final resume should be a high-contrast image - dark ink on white or light colored paper.
• Use vertical and horizontal lines sparingly and include a quarter inch of space around them. (Scanning systems can confuse lines and characters.)
• Avoid graphics and shading. Shading reduces the contrast making text hard to read. Graphics may catch the human eye but do not make sense to scanning systems.
• Use a font size between 10 and 14 points. Don't use script, italic or underlining. Highlight information using bold or CAPITAL letters.
• Stapling or folding diminishes the visual appearance of the resume and affects scannability. Avoid fasteners and consider sending your resume flat in a large white envelope.
• Be sure your resume is high quality and professional. Laser print your final copy. Remember, this is your advertisement to employers.
• Choose a typeface (font) that is easily readable rather than decorative: Times New Roman, Univers, Arial, Courier New, Century Schoolbook.

General Resume Guidelines

Do's

Don'ts

Lead with your strongest statements Emphasize your skills Keep it brief (1 - 2 pages) Use 8 1/2" x 11" paper Correct all typographical, grammatical and spelling errors Include employment related accomplishments Target your qualifications Clearly communicate your purpose and value to employers Maintain eye appealing visual appearance Use the best format to showcase your skills Appear neat, well organized and professional Be creative Always include a cover letter when mailing your resume Use quantifiable measures, values, percentages, measurable outcomes, to enhance your qualifications

Do not use abbreviations (exceptions include middle initial and directions such as N for North) Do not use "I" to refer to yourself Avoid any mention of salary expectations or wage history Do not print on a Dot Matrix printer Do not use fancy typeset, binders or exotic paper Do not send a photograph of yourself Avoid statements that you cannot document Do not include personal information (age, height, weight or family status) Do not change the tense of verbs or use the passive voice It is not necessary to use the title "resume" Do not include references on the resume Do not include hobbies or social interests unless they contribute to your objective Do not staple or fold your resume

Chronological Resume Worksheet

Name _____________________________
Address ____________________________
Phone _____________________________

Employment Objective: _____________________________________

Employment History:

Name of Company ____________________

Job Title ___________________________

Address/Phone ___________________ Dates of Employment ____________
Job Duties ____________________________________________________
Job Skills _____________________________________________________
Employment Accomplishments _____________________________________
_____________________________________________________________

Name of Company ____________________

Job Title ___________________________

Address/Phone ___________________ Dates of Employment ____________
Job Duties ____________________________________________________
Job Skills _____________________________________________________
Employment Accomplishments _____________________________________
_____________________________________________________________

Name of Company ____________________

Job Title ___________________________

Address/Phone ___________________ Dates of Employment ____________
Job Duties ____________________________________________________
Job Skills _____________________________________________________
Employment Accomplishments _____________________________________
_____________________________________________________________

Education:
School Name ____________________________________________________________
City/State ___________________ Dates of Attendance (if recent) ____________________
Major(s) _______________________ Degree/Certificate Earned ____________________
Academic Accomplishments _________________________________________________
Summary of Skills _________________________________________________________

Licenses and Certifications: __________________________________________________

Professional Memberships: __________________________________________________

Chronological Resume Sample

ELIZABETH B. JOBSEEKER
5555 Lakewood Road
Somewhere, Minnesota 55555
555-555-5555

OBJECTIVE: Mechanical Engineer

ENGINEERING EXPERIENCE
Industrial Engineer	July 199- to Present
Tool Incorporated, Minnetonka, MN

• Designed a plant layout for the shipping department
• Developed a multi-step shipping process improvement plan

Design Engineer	May 199- to July 199-
Mechanical Systems, St. Paul, MN

• Developed a complete safety package for a robot loader
• Designed hydraulic double stack lift
• Redesigned dairy open style conveyor
• Trained 10 engineers on Autocad Rev. 12
• Evaluated and purchased machine components

HVAC Engineer Assistant	May 199- to May 199-
Engineering Consultants, St. Paul, MN

• Prepared building and equipment bid specifications
• Evaluated HVAC equipment options
• Incorporated EPA and OSHA regulations into safety procedures
• Created working drawing on Autocad Rev. 1

MANAGEMENT EXPERIENCE
Supervisor	Sept 198- to March 199-
College Police Department, Minneapolis, MN

• Supervised over 50 student security personnel
• Maintained security accounts and budgets
• Interviewed, hired, field trained, and conducted performance appraisals
• Prepared 25-page monthly report

Manager	June 198- to Sept 198-
Building Management Co., Northwoods, MN

• Maintained and performed building improvements

EDUCATION

University of Minnesota, Minneapolis, MN

Bachelor of Science in MECHANICAL ENGINEERING, 199-

Minor: Engineering Management

Course Work: Thermodynamics, Heat Transfer, HVAC, Machine Design, Fluid Power, IBM Compatible, Autocad 12, FORTRAN, Lotus, and Quattro Pro

Functional Resume Worksheet

Name _____________________________
Address ____________________________
Phone _____________________________

Employment Objective: _____________________________________

Skill Summary:

Skill ______________________________________________________________

Description ____________________________________________________

Skill ______________________________________________________________

Description ____________________________________________________

Skill ______________________________________________________________

Description ____________________________________________________

Summary of Employment Experience:

Experience (Occupation/Job Title/Function) ________________________________

Description ____________________________________________________

Experience (Occupation/Job Title/Function) ________________________________

Description ____________________________________________________

Experience (Occupation/Job Title/Function) ________________________________

Description ____________________________________________________

Experience (Occupation/Job Title/Function) ________________________________

Description ____________________________________________________

Accomplishments:
1) ________________________________________________________________
2) ________________________________________________________________
3) ________________________________________________________________

Education:
School Name ____________________________________________________________
Major(s) _______________________ Degree/Certificate Earned ____________________
Academic Accomplishments _________________________________________________
Summary of Skills _________________________________________________________

Licenses and Certifications: __________________________________________________

Professional Memberships: __________________________________________________

Combination Resume Worksheet

Name _____________________________
Address ____________________________
Phone _____________________________

Employment Objective: _____________________________________

Summary of Skills and/or Experience:

Skill/Experience ____________________________________________________

Description ____________________________________________________

Skill/Experience ____________________________________________________

Description ____________________________________________________

Skill/Experience ____________________________________________________

Description ____________________________________________________

Accomplishments:
1) ________________________________________________________________
2) ________________________________________________________________
3) ________________________________________________________________

Employment History:

Name of Company ____________________	Job Title ___________________________
Address/Phone _____________________	Dates of Employment _________________
Name of Company ____________________	Job Title ___________________________
Address/Phone _____________________	Dates of Employment _________________
Name of Company ____________________	Job Title ___________________________
Address/Phone _____________________	Dates of Employment _________________

Education:
School Name ____________________________________________________________
City/State ___________________ Dates of Attendance (if recent) ____________________
Major(s) _______________________ Degree/Certificate Earned ____________________
Academic Accomplishments _________________________________________________
Summary of Skills _________________________________________________________

Licenses and Certifications: __________________________________________________

Professional Memberships: __________________________________________________

Cover Letters

The resume is an impersonal description of your qualifications, much like a product brochure. When presenting the resume to an employer it needs to be personalized and targeted. The cover letter is your opportunity to personalize your resume and target your skills.

Most letter formats can be used for the cover letter; the only absolute is that it conform to accepted standards for business letters. The reader of a cover letter may be the hiring authority, an agent of the hiring authority, or an interested third party. The hiring authority is the person who has the final say in who is hired for a specific position (ultimately this is the person you want to read your resume). An agent is usually someone working on behalf of the hiring authority, such as Personnel or Human Resources, an independent agency or a subordinate. Third parties include colleagues and subordinates of the hiring authority who are assisting in the hiring, as well as networking or referral contacts. The way you craft your letter should take the reader into consideration. A cover letter may be sent in response to an advertised job opening, a referral from a networking contact, or direct to an employer.

Cover Letter Formats

Invited Letter - This letter format is used when an employer has solicited the resume for consideration. This is often in response to a want ad or publicized job listing. This style focuses on matching your qualifications to the advertised requirements of the position.

Uninvited or Cold Contact Letter - Use this format to contact employers who have not advertised or published job openings. The focus is on matching your qualifications to the perceived needs of the employer based on labor market research. This strategy requires that a phone or personal contact with the employer either precede or follow the sending of the resume and cover letter.

Referral Letter - Through networking, informational interviews and contact with employers, the effective job seeker will receive referrals to job opportunities. These referrals may be to a specific job opening (advertised or unadvertised), or to an employer who may or may not be hiring now. In a referral letter, mention to the individual who provided the information about the company or job.

Cover Letter Variation

Job Match or "T" Letter -When crafting a cover letter it is always important to match your qualifications to the job and/or employer. Some sources for information include employment advertisements, position descriptions, phone conversations and informational interviews. Generally this is done in the narriative of the letter. The "T" letter format uses bulleted comparisons that target the specific requirements and your corresponding qualifications.

Job Match or "T" Letter Sample

Cover Letter Points to Consider

• Always address the letter to a specific person by name and title. Even if responding to a job that states "no phone calls," consider calling to politely ask the name of the hiring authority. This may not be possible when responding to a "blind ad" where the name of the company is not available. In this case, send the letter to the title of the hiring manager: e.g., "Production Manager," "Maintenance Supervisor," "Office Manager," etc. Never use the term, "To Whom It May Concern".
• Sign the letter in blue ink, it implies that the letter is original. The only other color ink to use is black, never use any other color on the cover letter.
• Structure the letter to reflect your individuality, but avoid appearing too familiar, overbearing, humorous, or cute. Keep sentences short and to the point.
• Keep it brief, usually no more than three to five paragraphs on one page.
• The paper and style of your cover letter should compliment your resume. Use the same paper stock for both your cover letter and resume.

Cover Letter Samples

Invited Cover Letter Sample

Cold Contact Cover Letter Sample

Referral Cover Letter Sample