résumé, Cover Letters & References

Résumé Overview

Most employers will request a copy of your résumé. A résumé is usually a one-page summary of your work history, educational background, and work-related skills. The purpose of the résumé is to get you an interview. You want to provide information in your résumé that matches the position in which you are applying.

If your résumé provides too much information and is longer than one page, an employer is unlikely to take the time to skim it. If your résumé does not provide enough information, the employer may not know whether you have the essential skills needed to perform the job. You will measurably increase your chances of getting an interview if you take the time to organize your experiences, develop an outline, and have your rough draft proofread.

Four main steps in preparing a résumé

Plan – Consider your audience (the people who will be receiving your résumé) and your purpose (the message you need to communicate to get a job interview).
Organize – Outline the information you want to put in the résumé and then determine the format you will be using.
Revise – Critique the résumé and revise accordingly. This is a good time to get a second opinion.
Review – Proofread your résumé at least twice. Then ask two other people to proof it.

Tips and Guidelines ⇧

General:

Be positive about yourself, but do not exaggerate – Be honest!
Keep your résumé relevant and up-to-date
Limit your résumé to one page unless education and experience requires a second page
Use simple, everyday language
Use action verbs
Be consistent in format throughout résumé
Avoid fancy fonts or difficult-to-read styles
Double space between sections
Bold, underline or capitalize section headings; stay consistent with whichever you choose
Use bullets for lists. Typically bulleted items are not punctuated.
Use standard size and quality paper
Do not mention salary or wages on your résumé
Avoid personal information (age, marital status, race, health)
Use a separate page for references

"Scannable" Résumé Tips:

Focus on skills and facts, using key words from the job posting
Place the most important key words in the first 1/3 of your résumé
Avoid using résumé templates, graphics, boxes or shadows
Use standard font styles, (TIMES, ARIAL) with sizes between 11 and 14 points
Minimize the use of abbreviations

Types of Résumé ⇧

There is no universal résumé format. However, there are varieties of "standard" formats that are normally used. Use the one that can show that you are qualified to do the job and effectively communicate your abilities.

Chronological Résumé
Functional or Skills Résumé
Combination Résumé

Chronological Résumé

A Chronological Résumé lists relevant experiences and education in reverse chronological order with most recent dates first. You do not have to list all employment experiences. Select the most relevant experiences to include on your résumé. Be prepared to discuss gaps in employment of more than a few years. Use this format when your most recent experience or education is beneficial to the kind of position you are seeking. Sections could include: Objective, Education, Work Experience (and Activities).

Advantages	Disadvantages	Best Used When
Emphasizes career growth and progress responsibilities. Employers are familiar with format. It is easy to organize. Emphasizes loyalty to company	May have duplication of held similar positions for different companies. Skills are difficult to spot unless reflected in most recent jobs. Highlights gaps in work history.	You are staying in the same field. You have a stable work history. Your career shows growth, progressive responsibilities.

Functional Résumé

A Functional résumé highlights your skills and experiences rather than your chronological work history. It organizes your jobs by tasks you performed or skills you have. Job history may be included at the end of the résumé and lists only title, employer and dates of employment. This format is great for professionals seeking a career change or who have gaps in their employment. Sections could include Management, Leadership, Training Skills, Computer Skills, Technical Experience, Research, Sales, etc.

Advantages	Disadvantages	Best Used When
Allows you to highlight skills in demand. Emphasizes professional growth and skills no matter where they were gained. Helps downplay spotty work history.	De-emphasizes career growth. Doesn't allow you to feature companies or organizations. Many employers are suspicious of the format.	You are making a significant career change. You have been employed by the same company for a very long time. You have a history of many jobs and/or frequent job changes.

Combination Résumé

The Combination résumé lists your skills and experiences first. Your employment history is listed next. This type of résumé allows you to highlight the skills you have that are relevant to the job you are applying for, while providing the chronological work history many employers prefer. Sections could include Education and Experience as well as the résumé skills that you want to emphasize.

Advantages	Disadvantages	Best Used When
Emphasizes professional growth and skills no matter where you gained them. Includes a chronological employment history that employers look for on résumés. Focuses on accomplishments.	Most difficult format to write. Format is very job specific. Downplays company names and job titles.	You have work experience and want to change to a job in a related job field. You want advancement. You want to emphasize both jobs held in the past and skills possessed.

Résumé Sections ⇧

Heading

At the top of the page, type your full legal name, mailing address, phone numbers with area code, and email address. When providing your contact information, do not use abbreviations. You need to spell out all street and city names. Note: for the job search it is most appropriate to use your name in your email address. Also remember to have a short, professional voice mail message. Example:

Marc T. Valley

269-555-5678

567 Valley Drive, Kalamazoo, MI 12345

marcvalley@sample.com

Objective

You have the option of using or not using an objective statement in your résumé. If you elect to use an objective statement, it should be one or two short sentences stating the position you are seeking and what you can bring to the job. Make certain your statement is employer-focused, rather than what you hope to attain from the job. Examples:

Seeking a position as a part-time cashier in the retail industry utilizing customer service and interpersonal communication skills to increase company sales.
To obtain a childcare position to nurture and foster growth in children through supervision and organized activity.

Education and Training

If you are in school or a recent college graduate with little applicable work experience, this section should be at the beginning of your résumé, right after your objective. List the most recent school, city and state, degree and dates. Include any professional seminars and on-the-job training that may relate to the position. Your GPA can be added if it is above 3.5. Other section headings that can be used could include: Educational Background, Special Training, Certificates, Licenses or Awards. Example:

Associate of Applied Science Criminal Justice May 2012

(Anticipated)

Kalamazoo Valley Community College, Kalamazoo, Michigan

3.9 GPA

Honors: Member of the Phi Theta Kappa Honors Society

Work Experience

If you have relevant work experience, consider placing this section at the beginning of your résumé, right after your objective. Start with the most relevant job or volunteer position to the job posting. List the job title, company name and address (city and state), and dates of employment. Under each, list your responsibilities and one accomplishment you achieved. Example:

Position Title, Company Name, City, State Year-Year

Leasing Consultant, Greenspire Apartments, Portage, Michigan 2007-2010

Use action verbs.
Identify what you did, how you did it, how well you did it, and the results.
Example: Skilled at listening to customers in identifying technical problems, determining appropriate diagnostic testing, and developing an action plan to fix engine problems.

Volunteer Activities

Use this category to show your involvement in relevant activities. List professional, community and student associations with which you may be affiliated.

Personal Skills and Abilities

This area indicates your strengths such as time management, being detail-oriented, or self-motivated, etc. For those with limited work experience, this allows the employer to see your transferable skills - those general skills valued in any job

Résumé Critique Checklist ⇧

____ Overall: How does it look visually? What stands out at a quick glance?
____ Margins: (no less than 1/2")
____ Font size: 11 or 12 point (Name at 14 point)
____ Type of Font: Times New Roman or Arial
____ Format: Headings, dates, bullets line up (left, right or center). Be consistent
____ Heading: Contact information: (Name, address, phone, email).
Appropriate professional email. Is your voicemail set up and professional?
____ Job Objective: Specific (job), emphasize skills and qualification,
company (Employer) focused!
____ Education: School Name, Location, Check that the Degree Title is Correct –
Date Degree Anticipated Date, GPA 3.0 or more
____ Employment: Position title, Company, City, State and Dates of employment
____ Accomplishment Statements: Quantify and Qualify – Make it Specific - What did you do?
How did you do it? For Whom? Why did you do it? What was the result/outcome?
How well did you do it? How much? When did you do it? How often? What kinds?
How? When? For Whom?
____ Honor and activities: Awards, Memberships, Volunteer Work Examples of Awards:
“Employee of the Month” Volunteer Work –Leadership positions
____ References: Separate sheet with your references/ Submit references when ASKED.
(Unless you have a really good reference you want an employer to see.)

Résumé 1 ⇧

Jane Valley

1234 Valley Drive
Kalamazoo, MI 12345
jvalley@example.com
269-555-4040

Summary of Qualifications

Hard working, self-motivated Administrative Support with 12 years of experience and proven record of performance.
Skilled at goal setting, leading self-managed work teams, and maintaining high productivity.
Demonstrated skill in information processing including the use of Microsoft Word, Excel, and Publisher for the purpose of creating e-mails, memos, response letters, informative letters, and newsletters. Able to create filing, storage, and retrieval systems.
Recognized for saving company over $7,000 in one year and for performing above and beyond duties. Excellent customer service skills. Able to work and interact with diverse groups on a team or individually.

Education
Associate of Applied Science- Administrative Assistant Graduation 20XX
Kalamazoo Valley Community College, Kalamazoo, MI

Employment History
Borgess Visiting Nurse and Hospice May 20XX – May 20XX
Receptionist, Operator, and Administrative Support

Answered a 15 line phone system for two agencies, directing all calls quickly and efficiently
Opened, date stamped, recorded, sorted, and delivered agency mail
Assisted external departments with filing, faxing, and mailings
Tracked monetary donations and the names of individuals to whom the money was donated in memory of and processed checks
Wrote thank you letters to donors
Entered data in Excel spreadsheets and updated procedure book yearly
Provided customer service to patients and family members, addressing concerns and answering questions

Borgess Visiting Nurse and Hospice May 19XX – May 20XX
Home Health Aide

Provided in home patient care throughout Southwest Michigan, specializing in intermittent and hospice care
Provided respite for patients families
Maintained continuing education for healthcare professionals

Certifications
Hospice Training July 20XX
CPR May 19XX – May 20XX
Certified Nurse Aide June 19XX – May 19XX

Résumé 2 ⇧

James T. Valley

1234 Valley Road
Kalamazoo, MI 12345
(269) 488-4040
jvalley@example.edu

Objective: Automotive Technician position to utilize my technical experience, quick problem solving skills, adaptability, and responsibility to build positive customer relations.

Education

Associate of Applied Science – Automotive Technology
Kalamazoo Valley Community College, Kalamazoo, Michigan -Expected Graduation May 20XX

Relevant Courses

Shop Fundamentals Engine Overhaul Ethics and Employability Skills

Highlights of Qualifications

Over 10 years of experience repairing, maintaining and operating large diesel engines.
Strong work ethic and competent in completing projects in a thorough detailed manner.

Repair and Maintenance:

Repaired, maintained, and operated main propulsion diesel engines, 125lb steam boiler, three stage flash evaporator, diesel generator engines and their respective auxiliary equipment.
Disassembled, inspected, repaired/replaced worn parts, and reassembled various shipboard pumps.
Operated diesel and electric driven forklift.

Customer Service:

Skilled at listening to customers in order to identify technical problems, determine appropriate diagnostic testing, and developing an action plan to fix engine problems.
Thorough understanding of the laws and regulations for repair facilities and automotive technicians. Understand the importance of maintaining work ethics and high standards used in the workplace providing quality service.

Employment

Food Service, Wendy's , Kalamazoo, MI 20XX – 20XX
Engineman Second Class, United States Navy, Norfolk, VA 20XX – 20XX
Heavy Equipment Operator, Virginia Army National, West Point, VA 19XX – 20XX

Résumé 3 ⇧

James Valley

1234 Valley Street, Kalamazoo, MI 12345
269-555-4040
jamesvalley@sample.com

Objective

Seeking a website designer position where I can use my creativity, communication skills, and technical knowledge to develop strong designed websites

Education

Web Design and Interactive Media Certificate Anticipated July 20XX
Kalamazoo Valley Community College, Kalamazoo, Michigan GPA 3.2

Relevant Skills

Art and Multimedia

Created graphic images using Photoshop
Scripted, planned, and directed cinematography for coursework in Television and Media Broadcasting
Expert at using materials such as pens, ink, watercolors, acrylics, charcoal, and pastels to create artwork

Writing

Reported news stories as a journalist for The Central Voice
Gathered information through research and interviews
Wrote and edited stories to correct errors in content, grammar, and punctuation

Public Speaking

Performed as an actor in plays conducted at the Civic Center and Loy Norrix High School in front of audiences ranging from approximately 50 to 100 people
Narrated short films produced by Public Media Broadcast
Posed as a model in an advertising campaign for the Battle Creek, MI location of the Buckle

Work Experience

Childcare Provider June 20XX – Present

Provide childcare for toddlers and young children on an as needed basis, including feeding, toileting, and supervising play and educational activities

Cashier/Stock Clerk June 20XX – September 20XX
East Star Exchange, Grand Rapids, Michigan

Received payments by cash, check, or credit cards
Issued receipts, refunds, credits, or change due to customers

Costume Shop Assistant June 20XX – May 20XX
Kalamazoo Civic Community Theatre, Kalamazoo, Michigan

Distributed costumes and maintained storage areas

Cover Letter ⇧

The purpose of the cover letter is to quickly persuade the employer to consider you as a potential employee. It should encourage the employer to read your résumé. The cover letter gives a little more information about how your specific skills and accomplishments uniquely qualify you for the job available.

Cover Letter Outline

Use the same heading you used for your résumé. Address your letter specifically to the person responsible for hiring (or Dear Hiring Manager…).

1st Paragraph: About the Company

Indicate the position for which you are applying and how you heard about it
Illustrate knowledge of the company and industry
Use names of people in the company that you know personally (a form of networking)

2nd Paragraph: About you

Briefly summarize your education, experience and skills
Highlight skills or personal characteristics not included on your résumé
Match position requirements to your qualifications using words used in the job posting
Express what the employer will gain by hiring you for the position

3rd Paragraph: Closure

Refer employer to your attached résumé
Ask for the interview and state when you will be in contact with the organization
Thank the employer for the consideration of future employment

Cover Letter Sample ⇧

Melanie K. Harris

1234 Allover Lane
Kalamazoo, MI 12345
269-555-1212 (c) mharris@example.com

Mr. John Richards
Interim Assistant Superintendent
Dry River Elementary School
323 South Heritage Drive
Quandry, NY 12345

Dear Mr. Richards,

I am responding to your job posting for a third grade teaching position at Dry River Elementary School. Your school has an excellent reputation for working with special needs students, a population with whom I am particularly interested in working.

I have five years of previous experience as a Pre-School Teacher at Banana Leaf Learning Center. My classroom technique teaches to the individual child and I am flexible with their changing needs. I strongly believe that all children can learn from a teacher who is patient, positive and an excellent communicator. My résumé shows that I excel in these qualities. I am also highly organized, collaborative and feel that interaction with parents is a key to developing a strong educational alliance.

Please consider my attached résumé as you are determining the best person for this position. I am excited to discuss the possibility of working for Dry River Elementary School. I plan to follow up with you in one week. Thank you for your time and consideration of my candidacy.

Respectfully,

Melanie Harris

References ⇧

References, like your cover letter, should be presented as a separate document from your résumé.

Select 3-5 individuals who can provide support for your abilities and potential. Possible references include past or present employers, faculty members, student organization advisors, and supervisors of volunteer experiences.
Always secure permission before including names as references.
Send each one a copy of your résumé with a note of thanks for their support.
References are usually contacted by telephone and need not write letters unless asked.
Include name, professional title, organization, address, phone number and email if applicable.
Format list for attractive presentation. Repeat the same heading used on your résumé, in the same font style to present a uniform appearance throughout your application materials.

References Sample ⇧

Melanie K. Harris

1234 Allover Lane
Kalamazoo, MI 12345
269-555-1212 (c) mharris@example.com

References

Dr. Donald Data
Associate Professor, Computer Science
Western Michigan University
Kalamazoo, Michigan 12345
(269) 555-5555
donald.data@college.edu

Ms. Dinah Delegator
Director, Volunteer Services
American Red Cross
516 West South Street
Kalamazoo, Michigan 12345
(269) 555-5555

Ms. Melanie Microchip
Manager, Microcomputer Laboratories
Western Michigan University Computer Services
Kalamazoo, Michigan 12345
(269) 555-5555

Mr. Steven Supervisor
Manager, Information Systems Kellogg Company
333 Porter Street
Battle Creek, Michigan 12345
(617) 555-5555
s.supervisor@business.com