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Resume Making Tips

Writing a great resume does not necessarily mean you shouldfollow the rules you hear through the grapevine. It does not have to be one page or followa specific resume format.

Every resume is a one-of-a-kind marketing communication. It shouldbe appropriate to your situation and do exactly what you want it todo.

Last Updated - 28th September 2005

PURPOSE OF A RESUME

• The resume is a tool with one specific purpose: to win an interview.If it does what the fantasy resume did, it works. If it doesn't, itisn't an effective resume. A resume is an advertisement, nothing more,nothing less.
• A great resume doesn't just tell them what you have done but makesthe same assertion that all good ads do: If you buy this product,you will get these specific, direct benefits. It presents you in thebest light. It convinces the employer that you have what it takesto be successful in this new position or career.
• It is so pleasing to the eye that the reader is enticed to pickit up and read it. It "whets the appetite," stimulates interestin meeting you and learning more about you. It inspires the prospectiveemployer to pick up the phone and ask you to come in for an interview.

BASIC RESUME FORMATS
There are three basic types of resumes: Chronological, Functional, and"combined"

CHRONOLOGICAL
The chronological resume is the more traditional structure for a resume.The Experience section is the focus of the resume; each job (or thelast several jobs) is described in some detail, and there is no majorsection of skills or accomplishments at the beginning of the resume.This structure is primarily used when you are staying in the same profession,in the same type of work, particularly in very conservative fields.It is also used in certain fields such as law and academia. It is recommendedthat the chronological resume always have an "Objective" or"Summary," to focus the reader.

The advantages: May appeal to older, more traditional readers and bebest in very conservative fields. Makes it easier to understand whatyou did in what job. May help the name of the employer stand out more,if this is impressive. The disadvantage is that it is much more difficultto highlight what you do best. This format is rarely appropriate forsomeone making a career change.

FUNCTIONAL

The functional resume highlights your major skills and accomplishmentsfrom the very beginning. It helps the reader see clearly what you cando for them, rather than having to read through the job descriptionsto find out. It helps target the resume into a new direction or field,by lifting up from all past jobs the key skills and qualifications tohelp prove you will be successful in this new direction or field. Actualcompany names and positions are in a subordinate position, with no descriptionunder each. There are many different types of formats for functionalresumes. The functional resume is a must for career changers, but isvery appropriate for generalists, for those with spotty or divergentcareers, for those with a wide range of skills in their given profession,for students, for military officers, for homemakers returning to thejob market, and for those who want to make slight shifts in their careerdirection.

Advantages: It will help you most in reaching for a new goal or direction.It is a very effective type of resume, and is highly recommended. Thedisadvantage is that it is hard for the employer to know exactly whatyou did in which job, which may be a problem for some conservative interviewers.

COMBINED
A combined resume includes elements of both the chronological and functionalformats. It may be a shorter chronology of job descriptions precededby a short "Skills and Accomplishments" section (or with alonger Summary including a skills list or a list of "qualifications");or, it may be a standard functional resume with the accomplishmentsunder headings of different jobs held.

There are obvious advantages to this combined approach: It maximizesthe advantages of both kinds of resumes, avoiding potential negativeeffects of either type. One disadvantage is that it tends to be a longerresume. Another is that it can be repetitious: Accomplishments and skillsmay have to be repeated in both the "functional" section andthe "chronological" job descriptions.

Whenever you send a CV to a potential employer you should always includea Covering Letter. There are no strict set rules of what to include,however there is a general formula, which you should always follow.

Avoid "writing" a cover letter

A cover letter has to be word-processed and not hand written. Makesure that it is printed on the same stationery as your resume. Thisreflects professionalism. Ensure that you include a header on your stationerywith your name and address, preferably centered at the top of the page.You can also send a handwritten covering letter only if the companyasks for it. Ensure that the handwriting is clear and legible.

Address it to the right addressee!

When drafting the cover letter, it should begin with the name of therecipient, title/designation, name and address. If you are unsure aboutthe person's name or designation then it would be advisable to addressthe letter to the "Human Resources Department" or the departmentequivalent to it. If you are aware of the name of the person, then ensurethat you have spelt the name right. If necessary, you may contact theorganization to establish their credentials. This is particularly importantfor speculative inquires when the job hasn't been advertised and youare not sure who is in charge of recruitment.

Mention clearly the position you are applyingfor

The opening paragraph of the covering letter should clearly state whatposition you are applying for. It should reflect your interest and keennessin working with the organization you have applied to. If you have appliedwith reference to an advertisement in a publication then make a mentionof it. If you are using the reference of a particular person then mentionthe name of the person who referred you. State a line or two as to whyyou are interested in working with the organization.

Highlight relevant skills

The second paragraph should include your skill sets and work experiencein brief. Highlight skills that are relevant to the post you are applyingfor. However, avoid duplicating your resume. You can make a mentionof any additional experiences and responsibilities pertinent to thejob.

End on a positive note

End the cover letter on a positive note. Mention that you look forwardto hearing from them and sign off on a formal note. Use words like "Sincerely,faithfully," etc. to sign off. Type your name below the subscription,but leave enough space between the two to accommodate your signature.

Most resumes are not much more than a collection of "evidence,"various facts about your past. By evidence, we mean all the mandatoryinformation you must include on your resume: work history with descriptions,dates, education, affiliations, list of software mastered, etc. If youput this toward the top of your resume, anyone reading it will feellike they are reading an income tax form. Let's face it, this stuffis boring no matter how extraordinary you are. All this evidence isbest placed in the second half of the resume. Put the hot stuff in thebeginning, and all this less exciting information afterward.

A great resume is all one big assertions section. In other words, everysingle word, even the basic facts about your history, are crafted tohave the desired effect, to get them to pick up the phone and call you.The decisions you make on what information to emphasize and what tode-emphasize should be based on considering every word of your resumeto be an important part of the assertions section. The evidence includessome or all of the following:

EXPERIENCE

• List jobs in reverse chronological order. Don't go into detail onthe jobs early in your career; focus on the most recent and/or relevantjobs. (Summarize a number of the earliest jobs in one line or veryshort paragraph, or list only the bare facts with no position description.)Decide which is, overall, more impressive - your job titles or thenames of the firms you worked for - then consistently begin with themore impressive of the two, perhaps using boldface type.
• You may want to describe the firm in a phrase in parentheses ifthis will impress the reader. Put dates in italics at the end of thejob, to de-emphasize them; don't include months, unless the job washeld less than a year. Include military service, internships, andmajor volunteer roles if desired; because the section is labeled "Experience."It does not mean that you were paid.
• Other headings: "Professional History," "ProfessionalExperience"--not "Employment" or "Work History,"both of which sound more lower-level.

EDUCATION

• List education in reverse chronological order, degrees or licensesfirst, followed by certificates and advanced training. Set degreesapart so they are easily seen. Put in boldface whatever will be mostimpressive. Don't include any details about college except your majorand distinctions or awards you have won, unless you are still in collegeor just recently graduated. Include grade-point average only if over3.4. List selected course work if this will help convince the readerof your qualifications for the targeted job.
• Do include advanced training, but be selective with the information,summarizing the information and including only what will be impressivefor the reader.
• No degree received yet? If you are working on an uncompleted degree,include the degree and afterwards, in parentheses, the expected dateof completion: B.S. (expected 200_).
• If you didn't finish college, start with a phrase describing thefield studied, then the school, then the dates (the fact that therewas no degree may be missed).
• Other headings might be "Education and Training," "Educationand Licenses," "Legal Education / Undergraduate Education"(for attorneys).

AWARDS
If the only awards received were in school, put these under the Educationsection. Mention what the award was for if you can (or just "foroutstanding accomplishment" or "outstanding performance").This section is almost a must, if you have received awards. If you havereceived commendations or praise from some very senior source, you couldcall this section, "Awards and Commendations." In that case,go ahead and quote the source.

PROFESSIONAL AFFILIATIONS
Include only those that are current, relevant and impressive. Includeleadership roles if appropriate. This is a good section for communicatingyour status as a member of a minority targeted for special considerationby employers, or for showing your membership in an association thatwould enhance your appeal as a prospective employee.
This section can be combined with "Civic / Community Leadership"as "Professional and Community Memberships."

CIVIC / COMMUNITY LEADERSHIP
This is good to include if the leadership roles or accomplishments arerelated to the job target and can show skills acquired, for example,a loan officer hoping to become a financial investment counselor whowas Financial Manager of a community organization charged with investingits funds. Any Board of Directors membership or "chairmanship"would be good to include. Be careful with political affiliations, asthey could be a plus or minus with an employer or company.

PUBLICATIONS

Include only if published. Summarize if there are many.

COMMENTS FROM SUPERVISORS

Include only if very exceptional. Heavily edit for key phrases.

PERSONAL INTERESTS
Advantages: Personal interests can indicate a skill or area orknowledge that is related to the goal, such as photography for someonein public relations, or carpentry and woodworking for someone in constructionmanagement. This section can show well-roundedness, good physical health,or knowledge of a subject related to the goal. It can also create commonground or spark conversation in an interview.

Disadvantages: Personal interests are usually irrelevant tothe job goal and purpose of the resume, and they may be meaninglessor an interview turn-off ("TV and Reading," "Fund raisingfor the Hell's Angels").

You probably should not include a personal interests section. Yourreason for including it is most likely that you want to tell them aboutyou. But, as you know, this is an ad. If this section would powerfullymove the employer to understand why you would be the best candidate,include it; otherwise, forget about it.

May also be called "Interests and Hobbies," or just "Interests."

REFERENCES
You may put "References available upon request" at the endof your resume, if you wish. This is a standard close (centered at bottomin italics), but is not necessary: It is usually assumed. Do not includeactual names of references. You can bring a separate sheet of referencesto the interview, to be given to the employer upon request. The resumeis visually enticing, a work of art. Simple clean structure. Very easyto read. Symmetrical. Balanced. Uncrowded. As much white space betweensections of writing as possible; sections of writing that are no longerthan six lines, and shorter if possible.

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General Tips

• There are absolutely no errors. No typographical errors. No spellingerrors. No grammar, syntax, or punctuation errors. No errors of fact.
• All the basic, expected information is included. A resume must havethe following key information: your name, address, phone number, andyour e-mail address at the top of the first page, a listing of jobsheld, in reverse chronological order, educational degrees includingthe highest degree received, in reverse chronological order. Additional,targeted information will of course accompany this. Much of the informationpeople commonly put on a resume can be omitted, but these basics aremandatory.
• Jobs listed include a title, the name of the firm, the city andstate of the firm, and the years. Jobs earlier in a career can besummarized, or omitted if prior to the highest degree, and extra part-timejobs can be omitted. If no educational degrees have been completed,it is still expected to include some mention of education (professionalstudy or training, partial study toward a degree, etc.) acquired afterhigh school.
• It is targeted. A resume should be targeted to your goal, to theideal next step in your career. First you should get clear what yourjob goal is, what the ideal position or positions would be. Then youshould figure out what key skills, areas of expertise or body of experiencethe employer will be looking for in the candidate. Gear the resumestructure and content around this target, proving these key qualifications.If you have no clear goal, take the skills (or knowledge) you mostenjoy or would like to use or develop in your next career step andbuild the resume around those.
• Strengths are highlighted / weaknesses de-emphasized. Focus on whateveris strongest and most impressive. Make careful and strategic choicesas to how to organize, order, and convey your skills and background.Consider: whether to include the information at all, placement inoverall structure of the resume, location on the page itself or withina section, ordering of information, more impressive ways of phrasingthe information, use of design elements (such as boldface to highlight,italics to minimize, ample surrounding space to draw the eye to certainthings).
• It has focus. A resume needs an initial focus to help the readerunderstand immediately. Don't make the reader go through through thewhole resume to figure out what your profession is and what you cando. Think of the resume as an essay with a title and a summative openingsentence. An initial focus may be as simple as the name of your profession("Commercial Real Estate Agent," "Resume Writer")centered under the name and address; it may be in the form of an Objective;it may be in the form of a Summary Statement or, better, a SummaryStatement beginning with a phrase identifying your profession.
• Use power words. For every skill, accomplishment, or job described,use the most active impressive verb you can think of (which is alsoaccurate). Begin the sentence with this verb, except when you mustvary the sentence structure to avoid repetitious writing.
• Show you are results-oriented. Wherever possible, prove that youhave the desired qualifications through clear strong statement ofaccomplishments, rather than a statement of potentials, talents, orresponsibilities. Indicate results of work done, and quantify theseaccomplishment whenever appropriate. For example: "Initiatedand directed complete automation of the Personnel Department, resultingin time-cost savings of over 25%." Additionally, preface skilland experience statements with the adjectives "proven" and"demonstrated" to create this results-orientation.
• Writing is concise and to the point. Keep sentences as short anddirect as possible. Eliminate any extraneous information and any repetitions.Don't use three examples when one will suffice. Say what you wantto say in the most direct way possible, rather than trying to impresswith bigger words or more complex sentences. For example: "coordinatedeight city-wide fund-raising events, raising 250% more than expectedgoal" rather than "was involved in the coordination of sixfund- raising dinners and two fund-raising walkathons which attractedparticipants throughout St. Louis and were so extremely successfulthat they raised $5,000 (well beyond the $2,000 goal)."
• Vary long sentences (if these are really necessary) with short punchysentences. Use phrases rather than full sentences when phrases arepossible, and start sentences with verbs, eliminating pronouns ("I","he" or "she"). Vary words: Don't repeat a "power"verb or adjective in the same paragraph. Use commas to clarify meaningand make reading easier. Remain consistent in writing decisions suchas use of abbreviations and capitalizations.
• Make it look great. Use a laser printer or an ink jet printer thatproduces high- quality results. A laser is best because the ink won'trun if it gets wet. It should look typeset. Do not compromise. Ifyou do, your resume will look pathetic next to ones that have a perfectappearance. Use a standard conservative typeface (font) in 11 or 12point. Don't make them squint to read it. Use off-white, ivory orbright white 8 1/2 x 11-inch paper, in the highest quality affordable.If you are applying for a senior-level position, use Crane's 100%rag paper and make sure the water-mark is facing the right way. Useabsolutely clean paper without smudges, without staples and with agenerous border. Don't have your resume look like you squeezed toomuch on the page.
• Shorter is ususally better. Everyone freely gives advice on resumelength. Most of these self-declared experts say a resume should alwaysbe one page. That makes no more sense than it does to say an ad ora poem should automatically be one page. Your resume can be 500 pageslong if you can keep the reader's undivided attention and interestthat long, and at the same time create a psychological excitementthat leads prospective employers to pick up the phone and call youwhen they finish your weighty tome. Don't blindly follow rules! Dowhat works. Sometimes it is appropriate to have a three pager. Butunless your life has been filled with a wide assortment of extraordinaryachievements, make it shorter. One page is best if you can cram itall into one page. Most Fortune 500 C.E.O.s have a one- or two-pageresume. It could be said that, the larger your accomplishments, theeasier to communicate them in few words. Look to others in your professionto see if there is an established agreement about resume length inyour field. The only useful rule is to not write one more word thanyou need to get them to pick up the phone and call you. Don't borethem with the details. Leave them wanting more. Remember, this isan ad to market you, not your life history.
• Length of consulting resumes. In a consulting resume, you are expectedto shovel it as deep as you possibly can. If you are selling yourown consulting services, make it sizzle, just like any other resume,but include a little more detail, such as a list of well-known clients,powerful quotes from former clients about how fantastic you are, etc.If you are seeking a job with a consulting firm that will be packagingyou along with others as part of a proposal, get out your biggestshovel and go to town. Include everything except the name of yourgoldfish: A full list of publications, skills, assignments, otherexperience, and every bit of educational crapola that you can manageto make sound related to your work. The philosophy here is: more isbetter.
• Watch your verb tense. Use either the first person ("I")or the third person (''he," "she") point of view,butuse whichever you choose consistently. Verb tenses are based on accuratereporting: If the accomplishment is completed, it should be past tense.If the task is still underway, it should be present tense. If theskill has been used in the past and will continue to be used, usepresent tense ("conduct presentations on member recruitment toprofessional and trade associations"). A way of "smoothingout" transitions is to use the past continuous ("have conductedmore than 20 presentations...").
• Break it up. A good rule is to have no more than six lines of writingin any one writing "block" or paragraph (summary, skillsection, accomplishment statement, job description, etc.). If anymore than this is necessary, start a new section or a new paragraph.
• Experience before education...usually. Experience sections shouldcome first, before education, in most every case. This is becauseyou have more qualifications developed from your experience than fromyour education. The exceptions would be 1) if you have just receivedor are completing a degree in a new professional field, if this newdegree study proves stronger qualifications than does your work experience,2) if you are a lawyer, with the peculiar professional tradition oflisting your law degrees first, 3) if you are an undergraduate student,or 4) if you have just completed a particularly impressive degreefrom a particularly impressive school, even if you are staying inthe same field, for example, an MBA from Harvard.
• Telephone number that will be answered. Be sure the phone numberon the resume will, without exception, be answered by a person oran answering machine Monday through Friday 8-5pm. You do not wantto lose the prize interview merely because there was no answer toyour phone, and the caller gave up. Include the area code of the telephonenumber. If you don't have an answering machine, get one. Include e-mailand fax numbers, if you have them.
• Try not to include anything on the resume that could turn the employeroff, anything that is controversial (political, etc.) or could betaken in a negative light.
  Put the most important information on the first line of a writing"block" or paragraph. The first line is read the most.
• Use bold caps for your name on page one. Put your name at the topof page two on a two-page resume. Put section headings, skill headings,titles or companies (if impressive), degrees, and school name (ifimpressive), in boldface.
• Spell out numbers under and including ten; use the numerical formfor numbers over and including 11 (as a general rule), unless theyare the first words in a sentence. Spell out abbreviations unlessthey are unquestionably obvious.
• If you are not sure what sort of job you are looking for, you willmost likely wind up in something that turns out to be just a "job."In a "job" you exchange your life for money. It is possibleto choose a career that will fit you so well that you do it becauseyou like to go to work.

WHAT NOT TO PUT ON A RESUME

• The word "Resume" at the top of the resume
• Fluffy rambling "objective" statements
• Salary information
• Full addresses of former employers
• Reasons for leaving jobs
• A "Personal" section, or personal statistics (except inspecial cases)
• Names of supervisors
• References
  

QUESTIONS A PRO WOULD ASK YOU

• What key qualifications will the employer be looking for?
• What qualifications will be most important to them that you possess?
• Which of these are your greatest strengths?
• What are the highlights of your career to date that should be emphasized?
• What should be de-emphasized?
• What things about you and your background make you stand out?
• What are your strongest areas of skill and expertise? Knowledge?Experience?
• What are some other skills you possess--perhaps more auxiliary skills?
• What are characteristics you possess that make you a strong candidate?(Things like "innovative, hard-working, strong interpersonalskills, ability to handle multiple projects simultaneously under tightdeadlines")
• What are the three or four things you feel have been your greatestaccomplishments?
• What was produced as a result of your greatest accomplishments?
• Can you quantify the results you produced in numerical or otherspecific terms?
• What were the two or three accomplishments of that particular job?
• What were the key skills you used in that job? What did you do ineach of those skill areas?
• What sorts of results are particularly impressive to people in yourfield?
• What results have you produced in these areas?
• What are the "buzz words" that people in your field expectyou to use in lieu of a secret club handshake, which should be includedin your resume?

Superb Cover Letter Writing Tips

• Research the organization and the job to understand the firm'sneeds and priorities. This helps a lot in deciding the main pointsfor the cover letter.
• The approach should be simple, avoiding jargons and technical terms.Avoid dramatic style or flowery language.
• Use a white executive bond paper of A4 size and use word processorwith eligible font.
• Don't confuse the reader with your covering letter. Keep the letterclear, simple and concise. Limit your letter to not more than onepage. Be assertive and adopt a confident tone throughout the coveringletter.
• Direct your letter to a specific person; try your best to researchthe contact person in charge, and address the person in a polite mannerby last name preceded by Mr. or Ms. (Dear Mr/Ms.X). This is particularlyimportant for speculative inquires when the job hasn't been advertisedand you are not sure who is in charge of recruitment. If all yourattempts fail, top your letter with "to the HR Manager/PersonnelManager" or equivalent, and address the person as 'Dear Sir orMadam'. Avoid using "To whom it may concern".
• Be brief and to the point, keeping a professional business toneto your letter. Briefly mention why you are interested in this companyin specific. Research some information about the company and its activities.
• Limit your paragraphs to a maximum of four to five lines. Use thecovering letter to show your suitability for the post; how you matchthe skills and experience the employer is looking for.
  If you are applying to a specific job advertisement make sure thisis clear in the letter, most commonly this should form part of theopening paragraph. Avoid repeating what is in your resume but ratherrefer to it for more details.
• If you are making a speculative application, you need to researchthe company beforehand to make sure that they have jobs that willsuit you. Make sure that your letter is clear about what you want- a full-time job, a part time job, or work experience.
• Always use Action verbs and end in a positive note. Instead of writing"I hope you will find", say "I am confident that myexperience will add"
• Sign your letter. You signature is very important at the bottomof the letter. Never forget to put your signature.
• Make sure of the correct spelling of name and title of the recipient.And check the spellings and grammar. You may also have a friend orcolleague proof-read your letter for possible errors. Be aware, onesingle mistake could prove to be brutal.
• Tailor your letter to the recipient. Do not have a ready-made coverletter for all potential employers.
• As funny as it may sound, ensure that you do not put an ABC's coverletter in an XYZ's envelope!
• If you are sending your resume and covering letter through e-mail,check your letter and attachment for viruses.
• Follow up on your letter and call your recipient on the day youspecified.
• Keep in mind that a well-written cover letter not only enhances,but also augments your resume. It gives you an edge over others. Theinterview call and offer letter will not be far behind!

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