Resumes

Writing an effective resume is key to a successful job search.  A resume is often your first contact with a potential employer and can lead to an interview. It can also differentiate you from other candidates.  Employers typically spend an average of 30 seconds reviewing a resume so it must be easy to read, highlighting your accomplishments and relating them to your job objective.  A good resume shows, at a glance, how you can benefit a company and why an employer should consider you for a position.  The following handout gives you an overview of the basics of resume writing.

YOUR RESUME IS A MARKETING TOOL

Think of your job search as a marketing campaign.  You are selling a product (your skills) to a consumer (an employer).  But you are in competition with many others who may have similar skills.  How do you position yourself so you stand out from the pack? What makes you unique? Your resume is one way to market yourself to an employer. Select a style and format that effectively tells an employer why and how you can benefit the company and what makes you different from other candidates.

RESEARCH IS KEY

All good marketing campaigns begin with research.  Your job search is no exception. Before attempting to write a resume, answer these questions:  Who am I trying to reach? What employers want my set of skills?  Know your audience!  In order to do this type of research, you must first have a focused job objective.  What type of position are you looking for?  Make your job objective as specific as possible.  For example, "A Product Manager for a Telecommunications Company" is better than "A Marketing Position." A clearly focused job objective tells the employer you have done your homework, you have specific goals, you know what you want.  The more clearly you define your job objective, the better you can focus your resume.

WHAT TO INCLUDE

Name, address, phone number and e-mail. If you have a local address while in school as well as a permanent address in your home town, you can list both addresses on your resume. Employers need to be able to contact you reliably by telephone and/or e-mail.  Be sure to have a professional message for the contact number you provide.

Job Objective. List your specific area of interest and the level of the position you desire.  For example, "A Management Trainee position in a car rental company” or “A Financial Analyst for an international company.” Always tailor your job objective to the position for which you are applying. If you have two different job objectives, you may want to create two different resumes. Some MBA’s may prefer to substitute a profile instead.

Profile, Skills Summary, or Highlights of Qualifications (opt.). This is a concise, targeted summary of your qualifications for that position. Can be in bulleted or summary form. It can include the following:

Education/Training. List the names and locations of schools you've attended beyond high school, the dates you attended, degrees held, and major fields of study in reverse chronological order (most recent is first).  You can also include your GPA (if a 3.0 or above for an undergraduate student or a 3.5 or above for a graduate student) and any honors, awards, or scholarships you've received. If you don't have a lot of experience, you can list coursework related to your job objective to really highlight your educational background. In certain cases, such as lack of related work experience, list relevant coursework.

Work Experience.  Starting with your most recent position, list all full-time, part-time, summer, and military positions including co-ops, internships, and volunteer work. For each job, include dates of employment (month and year), name and location of employer (city and state), and position title.  Describe your major responsibilities, the skills you used, and your main accomplishments in terms of the results you produced.  Use action verbs (organized, budgeted, managed, researched) to describe what you did.  Make sure the verb tenses agree (describe your present position using the present tense, previous jobs in the past tense).

Don’t forget to list your academic projects related to your field.

Activities/Special Skills. List relevant information including the following: interests and activities that demonstrate job-related skills (leadership, organization, teamwork); personal accomplishments (Financed 70% of college education); computer and language skills; school activities including membership in student clubs; membership in professional associations, publications, and awards.

GREAT BEGINNINGS: HOW TO START WRITING

Begin to write your resume by making lists. List your educational achievements, your work experience, and other relevant information.  At this point, be creative, brainstorm, and list everything you can think of.  Write more than you need because you will cut and refine the resume later. The next step is to really look at your job objective and begin to condense the lists you've made. To determine which items should stay on the resume and which should be deleted, answer the following questions: Is the item relevant to my job objective?  Does it show how I can benefit the employer? Get feedback from people in your own career field and from others who may not be familiar with your industry. Does the resume make sense to them?

BASIC GUIDELINES

Follow these guidelines when writing your resume:

• List as many relevant skills as you possess.

• Use jargon and buzzwords that are understood in your industry.

• Be brief: use short words; use phrases, not complete sentences; use bullet (optional).

• Be specific: use concrete examples, qualify, and quantify information if possible.

• Be active: use action verbs.

• Be selective: more is not necessarily better on a resume.

• Be honest.

• Spell check and proofread carefully!

RESUME DESIGN

An organized presentation is key to an effective resume.

• Layout should be neat, easy to read, uncluttered. Avoid overcrowding.

• Important headings should be highlighted so they are easily seen at a glance.

• Use 8-1/2 x 11 good quality paper. 

• Use white, off white, or light gray bond paper (20-25lbs) for a professional look. Most copy shops have “resume” paper. You will also want to purchase extra sheets for your cover letters and matching envelopes.

• Use a standard typeface (not a template) and laser printer. Most resumes today are prepared using desktop publishing/word processing software. Remember, using a computer gives you the flexibility to make changes quickly and to tailor your resume to a specific position.

• Have your final copy laser-printed.                                                 .

• Use a consistent layout (for example, if you bold face one job title, bold face them all).

• Use bullets for emphasis (optional).

RESUME DON’TS

Here are some things to avoid on a resume:

• Don't abbreviate: except degree (MBA) or state (CA).

• Don't list personal information such as your gender, weight, health, and marital status or include a picture.

• Don't include address of prior employers except city and state.

• Don't include references. Type the names, addresses, and phone numbers of your references on a separate sheet of paper, but do not include this list with your resume!

• Don't begin a sentence with "Responsibilities included" or use pronouns ("I" or "We").

• Don't mention salary.

RESUME FORMATS

There are three basic resume formats: chronological, functional and combination. Each format has its own unique advantages. The chronological and combination resumes are most commonly used and widely accepted. The functional style is preferred for those lacking experience.

CHRONOLOGICAL RESUMES

The chronological resume lists your experience in reverse chronological order (most recent job first) and focuses on job titles and company names.  Accomplishment and skill statements are listed under each position.

Use this format when:

• You are staying in the same field.

• Your job history shows growth and development: steady upward mobility.

• Your recent job titles are impressive or your most recent employers are prestigious.

• You have a stable work history with no gaps.

• You are applying to traditional/ conservative fields such as Accounting or Banking.

FUNCTIONAL RESUMES

The functional resume is organized according to skills with accomplishments listed under skill or function headings.  A brief listing of your work history appears at the end of the resume.  The skills or functional areas you choose to include will be determined by the job objective and the aspects of experience to be highlighted.

Use this format when:

• Your recent work experience is not related to your job objective.

• You want to emphasize skills that you used earlier in your career.

• You are re-entering the job market.

• Your work experience is very diverse.

• Your work history is complicated and includes stretches of unemployment (other than when you were a full time student).

• You are changing careers and want to illustrate how skills acquired in one setting can be transferred to a new field.

COMBINATION RESUMES

This resume combines elements of both chronological and skills resumes. Most combination resumes begin with a skills or strengths summary followed by a list of experiences. You can also group your experiences under specific skill sets so that you list the most significant experiences first.

 Use this format when:

• You want to highlight your skills or strengths summary/profile as you would in a functional resume but maintain the popular chronological format.
• You are transitioning to a new career field.

RESUME ACCOMPLISHMENTS WORKSHEET

Accomplishment statements should be brief, specific, and results-oriented. Begin each statement with an action verb. Use quantitative or qualitative measures wherever possible.

An effective statement consists of 4 parts:

• A potential problem, opportunity, or issue
• What you did about it
• What you actually accomplished
• The measurement or result and how it benefited the organization

Examples of Accomplishments Statements:

• Trained new employees in customer service, secretarial and telephone procedures, which generated a 30% reduction in complaints.
• Major contributor to 300% increase in revenues for rapidly growing Internet Service provider. Obtained up to 200 new accounts daily through targeted direct marketing efforts and presentations at trade shows.

List something you do very well:

For example: I am good at persuading people to buy a product (sales)

1.

2.

Give an example of how you have used this skill at work, at an internship, at a volunteer job or in your personal life:

For example: I have successfully sold computer equipment

1.

2.

Write an attention-grabbing one-liner (beginning with an action verb) to turn your skill and example into an accomplishment statement:

 For example: Increased computer sales from $50,000 to $400,000 during first

     year, closing many difficult sales by effectively overcoming objections

1.

2.

________________________________________________________________________________________________________________

ACTION VERBS

Action verbs can help you transform your resume from a simple list of job duties to a dynamic picture of your achievements and abilities.  Achievement statements are short sentences, which highlight your specific work-related accomplishments.  A typical achievement statement includes:

1. Action Verb   2. (who/what/when/where)  3. Results Produced

For example: Created an efficient filing system for catering company, transforming haphazard records into readily retrievable form.

Verb List for Resumes and Letters

Words in bold are especially good for pointing out accomplishments.

Management Skills

administered

analyzed

assigned

attained

chaired

consolidated

contracted

coordinated

delegated

developed

directed

evaluated

executed

improved

increased

organized

oversaw

planned

prioritized

produced

recommended

reviewed

scheduled

strengthened

supervised

Communication Skills

addressed

arbitrated

arranged

authored

collaborated

convinced

corresponded

developed

directed

drafted

edited

enlisted

formulated

influenced

interpreted

lectured

mediated

moderated

negotiated

persuaded

promoted

publicized

reconciled

recruited

spoke

translated

wrote

Research Skills

clarified

collected

critiqued

diagnosed

evaluated

examined

extracted

identified

inspected

interpreted

interviewed

investigated

organized

reviewed

summarized

surveyed

systematized

Technical Skills

assembled

built

calculated

computed

designed

devised

engineered

fabricated

maintained

operated

overhauled

programmed

remodeled

repaired

solved

upgraded

Teaching Skills

adapted

advised

clarified

coached

communicated

coordinated

demystified

developed

enabled

encouraged

evaluated

explained

facilitated

guided

informed

instructed

persuaded

set goals

stimulated

trained

Financial Skills

administered

allocated

analyzed

appraised

audited

balanced

budgeted

calculated

computed

developed

forecasted

managed

marketed

planned

projected

researched

Creative Skills

acted

conceptualized

created

customized

designed

developed

directed

established

fashioned

founded

illustrated

Initiated

instituted

integrated

introduced

invented

originated

performed

planned

revitalized

shaped

Helping Skills

assessed

assisted

clarified

coached

counseled

demonstrated

diagnosed

educated

expedited

facilitated

familiarized

guided

motivated

referred

rehabilitated

represented

Clerical or Detail Skills

approved

arranged

catalogued

classified

collected

compiled

dispatched

executed

generated

implemented

inspected

monitored

operated

organized

prepared

processed

purchased

recorded

retrieved

screened

specified

systematized

tabulated

validated

More Verbs for
Accomplishments

achieved

expanded

improved

pioneered

reduced (losses)

resolved (problems)

restored

spearheaded

transformed

  
ELECTRONIC RESUMES AND COVER LETTERS

Sending Resumes and Cover Letters by E-Mail

When Do You Use E-Mail? Use e-mail when companies request it in a job listing. You may also be invited to "post" your resume by e-mail to a company's website.

How Do You Send A Document By E-Mail? Follow any formatting and display style instructions given by the employer.  If no instructions are given, format the document as plain text, commonly ASCII (American Standard Code for Information Interchange) or Text Only so that it can be read by any computer software. Copy and paste your documents into the e-mail message. Do not send them as attachments, since the recipient may not have compatible software to open and read the attachments or may be concerned about viruses. Resume and cover letter should be included in one e-mail message. Send a cover letter with the resume unless the employer has stated that cover letters are not desired.

Typical Steps for Formatting a Document to be sent by E-Mail:

1.  Make a duplicate copy of your document.
2. Select "Save As" under the File menu.
3. In the "Save As" window, rename your document (for example, "e-mail resume") and select "MS-DOS Text" using Word (or "ASCII Text File" using Word Perfect) under the "Save File as Type." Then click OK.  Your document is now saved as a text file.
4. Open the document. Notice that all bolding, underlining, and bullets have disappeared and distinctive fonts have been changed to a plain font. Clean up formatting as needed (eliminate odd spacing, adjust margins, and insert extra lines to divide text).
5. Adjust your document using capital letters to provide emphasis. Also consider using asterisks (*), plus signs (+), and dashes to highlight text.
6. Before transmitting to an employer for the first time, send your e-mail resume and cover letter to yourself and, if possible, to a friend who uses a different Internet provider in order to ensure proper transmission and make a final check on style and format.
   

 NOTE:  Since e-mail resumes are often subjected to keyword searches, it is advisable to include keywords and a keyword summary in your e-mail resume. See "Tips on Using Keywords" on the following page for further information.

PRODUCING SCANNER-READY DOCUMENTS

When Do You Use Scanner-Ready Documents? Increasingly, large companies are using electronic scanners as laborsaving devices to store, review and select resumes.  Paper resumes are read by an Optical Character Scanner (OCR) and stored in a database.  When a need arises, all resumes in the database are subjected to a "keyword search." The resumes having the greatest number of desired keywords are selected for possible interviews. The employer will generally indicate that a scanable resume is required, but, if you have any doubt, ask the employer directly. Some employers may also accept a standard resume in addition to a scanner-friendly version (be sure to specify which is which with a post-it note).

How Are They Prepared? Follow any instructions provided by the employer. Here are general guidelines for producing a document, which can be read by a scanner:

• Place your name at the top of the page on its own line (your name should also be the first text on succeeding pages of the resume). Use standard address format below your name:

name

street

city, state, zip

phone

fax

email

• List each phone number on its own line
• Use font size of 10 to 14 points (avoid Times 10 point)
• Use standard typefaces such as Helvetica, Futura, Optima, Univers, Times (12 or larger), New Century Schoolbook, and Courier.
• Don't condense spacing between letters.
• Don't use italics, parentheses, brackets, slashes, underlining, shadows, reverses (white letters on a black background) vertical or horizontal lines, graphics, shading or boxes.
• You may use bold and/or capital letters for headings as long as the letters don't touch each other.
• Avoid two-column format or resumes that look like newspapers or newsletters.
• Print on good quality resume writing 8-1/2" x 11" white, ivory or light gray paper. You can purchase it at a copy shop.
• Provide a laser printed or letter-quality original.
• Send to the employer in a full-size envelope so documents are not folded.
• Include a cover letter for scanning as well, unless the employer requests that it be omitted.

Tips on Using Keywords: The importance of using keywords cannot be overstated. Since a human being will not read your resume until it produces a sufficient number of keyword "hits," it is critical that you employ numerous keywords that are applicable to the position you seek. Here are some guidelines for maximizing "hits":

• Use industry jargon, buzzwords and acronyms.
• Use terms that appear in the job description.
• Be specific. For example, list names of all the software you use. Don't just list Microsoft Office, but, instead, list Microsoft Word, Microsoft Excel, etc.
• Use common headings such as: Objective, Experience, Employment, Work History, Positions Held, Appointments, Skills, Summary, Summary of Qualifications, Accomplishments, Strengths, Education, Affiliations, Certification, Honors, Papers, Publications.
• Use action verbs to describe your job functions and accomplishments, for example, "managed a team of software engineers" rather than "responsible for managing...
• Use nouns wherever possible to link your personal qualities, skills, and accomplishments, for example," troubleshooter, innovator, negotiator, problem-solver, top earner..."
• Provide a "Profile Summary" below your Objective or at the bottom of the resume that lists keywords (preferably nouns) describing your personal qualities, skills, experience, accomplishments, affiliations, and education.  For example, "...five years experience, MBA Finance, excellent writing skills, public speaker...etc."
•  Don't hesitate to use more than one page.

For resume examples and printable version: Effective Resumes Handout.pdf