Resume Writing

Resume writing is an art. Like other forms of art, resume writing is subjective. However, you can make your resume as pleasing as possible to the average hiring manager by following some commonly accepted guidelines. This article will give you 7 resume writing hints to make your resume more attractive.

1. Begin your resume with a clear focus.
You want the hiring manager to quickly understand your profession and capabilities. One way to do this is to center the name of your profession under your name and street address, then follow up with a skills summary. You could also write an executive summary that begins by stating your profession, then describes your skills.

If you don’t have a profession to put on your resume, writing about your skills with a focus on the position you want still helps. Including a generic objective is a common resume mistake. There is no reason to put a one-size-fits-all objective on your resume!

2. Start phrases with action verbs.
Managed! Achieved! Sold! Launched! Using action verbs like these fires up your writing and makes your resume more exciting. Pick the most energetic and impressive verbs you can think of to correctly describe each of your skills and accomplishments.

To get a feel for how action verbs help your resume, contrast them with state-of-being verbs: is, am, were, was, being, been, are, and be. These verbs don’t have the same zest because they don’t show what you actually did. Use these state-of-being verbs only when you need to, and don’t start phrases with them.

Even powerful verbs can get boring if seen too often, however, so try not to repeat one in the same block of text or paragraph. Starting more than three phrases with action verbs can also get boring, so mix up your sentence structure when needed.

3. Use the correct verb tense for each job or accomplishment.
If you’re talking about a position you held in the past or an accomplishment you already achieved, use past tense. If you’re talking about a job you currently hold or an achievement you’re working toward, use present tense. When writing about a skill you’ve used before and will keep using, use present tense. If it sounds awkward, use the past continuous tense, such as “have sold more than 27 paintings…” or something similar.

4. Make your resume easy to read.
Your resume should have a simple structure with lots of white space. Each section of text should have less than 7 lines. If you need more than this, start a new section or paragraph. None of the sections of the resume writing article you’re reading now contain more than 7 lines.

The reader will be more impressed by short, powerful phrases than fluffy sentences and big words. Crop out repetition and unneeded information. Each phrase should be direct and concise. Commas can help you break up longer phrases into bite-sized chunks. Remove pronouns, such as “I”—your resume is obviously about you.

Resume writing is best suited to a conservative font, like Times New Roman. The font size should be 11 or 12 point, although 10 point may be OK for a chunky font like Verdana.

Leave a fairly broad border on your resume so the text doesn’t look crammed in.

5. Apply uniform formatting.
Consistency and parallelism are attractive, so adapt them to the art of resume writing. For example, if you italicize the years during which you worked for one company, do this for all the years you worked for each company on your resume. The same goes for capitalization, bullet points, underlining, and bold text.

6. Print hard copies of your resume in style.
Resume writing doesn’t end when you finish writing your resume! Go the extra mile to make hard copies of your resume look professional. If possible, use a laser printer to prevent runny ink from smearing your well-crafted words. Don’t settle for anything less than a typeset look—your competition won’t.

Select white, off-white, or ivory paper. The background these words are on is an example of an appropriate color. The paper should be 8.5 inches by 11 inches in size. Never use smudged paper and never staple your resume. Buy the highest quality paper you can afford. There really is a difference between standard printer paper and more expensive papers.

Stone paper, for example, has a surprisingly smooth texture that could make the average hiring manager want to hold on to it longer. It is tear resistant, water proof, and heavier than normal paper. Unfortunately, laser printers don’t work well on stone paper, so you’ll have to either use an inkjet printer, or risk the smeared look that could come from a mistake on a solid ink printer.

Pure cotton paper also has an enticing texture. It is stronger and more durable than regular paper. Cotton paper is also easy to print on. You can expect a resume printed on 100% cotton paper, such as that produced by the Crane paper company, to outlive you with little or no deterioration! Crane’s watermarked rag paper is considered a must for senior-level resumes.

7. Present the information on your resume strategically.
Presenting the truth in an attractive way is part of the art of resume writing. Organize your resume to make your most impressive skills and experiences stand out. Decide where to place everything with the idea of your resume as an advertisement in mind.

Information on the top of the page is considered more important. English-speakers obviously read from left to right, so information on the left side is seen first. Bold text jumps out while italicized text recedes back. The viewer’s eye will go to words surrounded by white space faster than words buried in a block of text.

Keep design elements, structure, and the overall effect on the viewer in mind.

A final word on the art of resume writing…
If you think of resume writing as another grating chore to complete on your way to your next job, your resume will reflect your attitude. On the other hand, if you think of resume writing as an opportunity to create a beautiful advertisement, you will feel proud of the final product.


Resume Cover Letter

Resume cover letters are indispensable in your job search. Employers expect every resume to come with a matching cover letter. Like your resume, your cover letter should be an advertizement for you. It should not just be an introduction to your resume or a summary of your resume!

Today, cover letters are often e-mailed, so some of the rules you grew up with have changed. Others, such as basic courtesy, have withstood the test of time. This article will take you through the 8 steps to writing an excellent cover letter that will make you stand out from the crowd.

1. Read the job ad carefully and extract key phrases or words.
Your cover letter should be a response to a specific job posting. If you know which company you’d like to work for, but don’t have a job posting to refer to, you need to write a letter of inquiry instead. If you don’t have a job ad or company in mind, what you should do for now is visit Craigslist or a job search engine and find a job posting to practice with.

Read over the ad carefully. Now, read it again, looking for important words or phrases. For example, if the ad says “must respond to telephone inquiries daily,” then the phrase “telephone skills” should appear in your letter.

2. If sending by e-mail, come up with a relevant subject line.
After posting an ad online, your future employer is probably being bombarded with e-mails, not only from job seekers like you, but also from spammers. Make sure your e-mail stands out with a good title.

Don’t title your e-mail “resume” or “cover letter.” Especially do not leave the title blank! Give it a relevant title, such as “In Response to Monster.com Posting: Application for Nursing Position” or “Application for nursing position #04803-493.” These subject lines are specific, so they don’t look like spam.

3. Consider using a professional business letter format.
Whether a professional cover letter format should be used online is controversial. Some businesspeople say e-cover letters should maintain the traditional letter format with a full heading, while others say this is unnecessary.

This author’s advice is to consider the  job poster’s expectations when deciding whether to use a traditional format. Did the job poster make a formal job ad, with their name, the company’s address, and a greeting? Or did they post a 15-word ad with an anonymous e-mail address? Do they represent a conservative company? Is this a position in a conservative industry, such as banking, accounting, finance, or law?

If you think a traditional format is what the poster wants to see, include these items in the following order:

  • Your street address
  • Your city, state, and zip code
  • The day’s date
  • The recipient’s name
  • The recipient’s title
  • The company’s name
  • The company’s street address
  • The company’s city, state, and zip code

If you use a traditional format, it’s probably best to attach the cover letter to the e-mail, then write a short but eye-catching message in the body of the e-mail to encourage the reader to open the attachment.

If you’re not using the formal letter style, you can write your cover letter in the body of the e-mail.

4. Try to find out the job poster’s name.
These days, it may not be possible to find out a job poster’s name from an online job ad, but if you can do so, you’ll stand out from the crowd. If the employer listed the job on an employment site, do they have a profile? If they listed an e-mail address, does it have their name? Does Googling their e-mail address bring you to a LinkedIn profile?

If you can’t find the poster’s name, you’ll have to use a generic greeting such as “Dear Employer” or “Dear Hiring Manager” or “Dear Sir or Madam.”

5. Start the body of the cover letter with a focused introduction of two or three sentences.
Your first sentence should give the name of the position for which you are applying. It’s helpful to include where you saw the job posting. If you were referred by a current employee, be sure to mention that. In the next sentence or two, appeal to what the employer wants. Pick the most important qualifications the employer requested and briefly explain how you meet these standards

6. In the next paragraph, explain how your skills match the employer’s needs.
To keep the reader interested, you need to make a clear connection between your skills and the qualifications mentioned in the job ad. Tie those key words and phrases to specific examples that back up your claims.

For example, let’s say the job ad says they need someone with “extensive PR experience.” You must say you have extensive public relations experience, then prove it. This would be a good place to talk about your last successful PR position. Don’t repeat what you said on your resume verbatim, but support your claim with concrete examples.

You may have both relevant work experience and an applicable educational background. In the above example, maybe you earned a Bachelor of Science in Communication with a focus on Public Relations. In this case, you may want to split this paragraph into two, with one focused on work experience and the other on education. Start with the one most relevant to the job ad.

Another option is to use cover letter bullet points to sum up how your skills match the qualifications. Bullet points may display differently on different monitors, so keep it simple.

If you don’t have directly related skills, emphasize transferable skills, while still trying to use as many of the job ad’s key terms as you can.

At the close of this paragraph, encourage the reader to see your attached resume. You can mention the format it is in, too.

7. In the last body paragraph, give your contact information, then thank the reader.
Your contact information should already be on your resume, but since it’s so important, it’s worth mentioning again. In these two or three sentences, give one or two phone numbers where you can be reached. If you’re best able to receive calls during certain times of the day or days of the week, mention that. You can also suggest dates during which you’d be available for an interview. Also, offer one e-mail address where you can be reached.

If you’re planning on contacting the company in a week or so to check up on the position, don’t be afraid to mention that.

Finally, thank the reader! You can thank them for their time, consideration, or both.

8. In closing, wrap up by writing “Sincerely,” moving to the next line, and including your full name.
Not every employer expects this closing, but it’s best to err on the side of formality. “Sincerely” is considered the default closing. “Yours truly” and “Best regards” may used when not following a traditional format.

To end the e-mail, type out your full first and last name.

By following these steps, you’ll be able to create a cover letter that showcases your professionalism and your skills. Don’t underestimate the power of a well-written cover letter. In this job market, you need every advantage you can get.


How to Write a Resume

Every job seeker needs a resume. It doesn’t matter if you’re looking for part-time work, interested in volunteer jobs, or still in high school. Learning how to write a resume will help you. It’s an advertizement that should be designed to get you an interview. Even the process of writing a resume helps you clarify your career plans, strengths, weaknesses, and skills.

But what if you’re not sure how to write a resume? While each person’s resume must be unique, the following 7 strategies should be useful:

1. Put your name at the top and make it stand out.
Your resume is an advertizement for you, so your name should be the most noticeable thing on the page. You can pump up the font size, bold it, or center it; just make the hiring manager’s eye lands there first.

2. Include your contact information.
Your resume needs to include your contact information at the top. Write your full address, including the street, city, state or country, and zip code. If you have a local address, such as a dorm room, and a permanent address, such as your family home, you may want to include both. One attractive way to do this is to put one address on the left side and the other on the right.

Then, include one or two phone numbers you know will be answered between 9 a.m. and 5 p.m., Monday through Friday. It’s fine if an answering machine picks up, as long as you check the messages. Cell phone numbers are fine. Be sure to include the area code. Next, include an e-mail address that you check frequently. Make sure it reflects a professional image. If you have a website, blog, or LinkedIn account that is used for business purposes, you can include the link.

3. Try starting the body of your resume with a summary.
Your summary should give an overview of the skills and qualifications you have that are relevant to the job for which you’re applying. To steal a line from former President John F. Kennedy, ask not what your future employer can do for you; ask what you can do for your future employer.

The answer should come in several compact sentences that zero in on your most marketable accomplishments, qualities, and abilities. Here’s an example that Lorain County Community College uses when teaching students to how to write a resume that includes a resume summary:

Highly motivated Technical Support professional. Strong verbal, listening and written skills. Comfortable in interacting with all levels of the organization and public. Able to negotiate and problem solve quickly, accurately, and efficiently. Adept at multitasking to achieve individual and team goals. Diverse background includes sales, customer service and supervision. Committed to quality and excellence.

This summary works because it shows the hiring manager what they can expect if they hire this support professional. You can still write a resume summary if you have no experience; it will just focus more on your natural abilities, education, and perhaps volunteerism.

4. If you’re writing a functional or combination resume, add the “Skills and Career Accomplishments” section next.
A functional resume highlights your attributes without including a list of companies you worked for or dates of employment. It can be a good choice for career changers or people returning to the workforce. A combination resume is a hybrid of a chronological resume and functional resume.

Either way, this section is similar to the summary section. You need to advertize the results of your efforts in past positions and tell what you’re particularly good at doing. Let your future employer know what you can offer them and how your experience and talents could benefit their company.

Use bullet points and place the skills or achievements the hiring manager will be most impressed by toward the top.

5. The “Experience” section usually comes next.
In a chronological resume, your experience usually comes after your summary. In a combination resume, it often comes after the “Skills and Accomplishments” section. If you’re writing a purely functional resume, this section isn’t needed.

If you’ve had an internship, served in the armed forces, or volunteered somewhere, you can include that. Just be sure to title this section “Experience” or “Professional Experience” and not “Work History” or “Employment.” That way, you aren’t misleading the hiring manager.

There are a few situations in which your education would come before your experience. The exceptions are if you…

  • Just earned or are working toward a degree in a new field and that degree makes you more qualified for the job than your professional experience
  • Are an undergraduate student
  • Are a lawyer
  • Just earned a prestigious degree from a top college or university, like a Ph.D. from Yale

In this section, list your positions in reverse chronological order. Focus on the jobs most applicable to the position you’re applying for, or the most recent. When thinking of your work history, are your job titles impressive, or are the names of the companies you’ve worked for more impressive? Pick whichever makes you look better and consistently start each listed job with it. Next, include the location of the company. This should be a city and state, or city and country, for foreign jobs. Finally, write the dates you worked in italic font at the end. You can use just years or years and months.

If you’re writing a chronological resume, jobs should be followed by a bulleted list of either your duties or, if possible, accomplishments at each position. Whenever you can, quantify your accomplishments.

Here’s an example Scripps College uses when teaching students how to write a resume that includes accomplishment statements:

Created and implemented a new mentoring program with 80% participation of residents.

That statement will catch the hiring manager’s eye because it proves the applicant did a great job. If you’re writing a combination resume, you may not need bulleted descriptions, if you were able to summarize your achievements in the “Skills and Career Accomplishments” section.

6. Always include an “Education” section.
Like your “Experience” section, your education should be listed in reverse chronological order. Degrees and licenses come first, then certificates or advanced training. Whatever is most impressive can go in bold. You should give the name of the school and the city and state—or foreign country—where the institution is located. Unless you graduated recently, you don’t need to put more than your major, distinctions or awards, and possibly minor. You can include the date you earned the degree, study abroad experiences, and relevant courses taken. You can include your GPA if it’s at least a 3.0.

7. Add sections for professional affiliations, awards, civic leadership, or anything else that would impress the hiring manager.
Remember, your resume isn’t your life story, it’s an ad. Include what the hiring manager wants to see. If you’ve won an Employee of the Year award or something similar, include that. If you’ve only won academic awards, add them to your “Education” section. Focus on professional affiliations that are up-to-date, related to the job, and prestigious. Also mention any leadership roles in your community that are relevant to the position.

This is a general road map for how to write a resume that’s one or two pages long. Your resume should be customized to advertize you in the most appealing way possible for each particular position. You’re an interesting person, so write an interesting resume!


Resume Templates

Using standardized resume templates, either a free template or a general step by step resume software product, can simplify the resume writing process. However, many sample resume templates are only as good as the examples they provide.

A free resume template is a great way to initially begin the resume writing process, but they are only the first step in how to write a resume. Resume templates are just as their name defines a box template that your information is placed into. Very little concern is given to the order and flow of your information, and specific qualifications you can provide to your employer.

For example, many resume templates will use a resume objective, often displayed right up top. Although, in nearly all cases we highly recommend not using a resume objective, but rather use a summary of your qualifications and skills that best matches the job position, career field, or your professional industry. We put together a free resume writing video specifically on this topic here.

Overall, any resume writing templates or examples should be used as a basic guide in helping you pull together your professional experience, education, and skills. But to compete in this highly competitive job market you will often be required to further develop and customize your resume to uniquely fit your specific qualifications and employment situation.


Resume Writing Secrets You Will Discover!

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