Effective Resume Writing
By The USC Career Center
Table of Contents:
Before you WriteWriting a Resume
Organizing your Resume
A Cover Letter
A Thank-you Letter
Acceptance/ Rejection Letters
Introduction
Whether or not this is your first resume, you must ask two main
questions in order to prepare yourself to write one. "What is a
resume?" and "What will I use my resume for?" These questions
are important because they help you focus on what it is you are
trying to accomplish by developing a resume.
A resume is traditionally defined as a brief summary of your
skills, education, experience, personal qualifications and
information which an employer would want to know when
considering you as a candidate for a job. However, resumes are
sometimes used for purposes such as school applications,
scholarships and various other occasions in which a brief
presentation of your background is required.
There are a lot of people with very strong opinions about what a
resume should or should not be. The truth is that there is no
right or wrong format. You have two or three pages for a resume
and cover letter in which you must communicate your uniqueness,
personal motivation, and skills. You must decide what you want
to communicate.
The following outlines the "traditional" steps that people
usually follow when writing a resume.
Take the time to
think through what you want to say and how you want to say it.
It usually takes two or three drafts to perfect your resume. So
spend some time writing, getting advice, and then writing some
more. The result will be a resume and cover letter that you feel
food about. Have fun and good luck!
Take some time to pull together all the background information
that you have about yourself. We would suggest keeping a file of
this information for future reference. Include date of previous
employment, rates of pay, promotions, achievements, honors and
course lists. Keep copies of all of your resumes and any other
employment correspondence.
There are many different kinds of resumes. The two most common
formats are:
1. Chronological: an arrangement of your qualifications in
reverse chronological order, that is, the most recent
information listed first. This is the resume
format that most employers prefer.
2. Functional: an arrangement by skills and abilities
possessed. This style is often used by career
changers and some students who have no work experience.
There are several fundamental guidelines about resume writing.
1. Design you resume so that it says the most about you in the
fewest words. One page is recommended, but some people
require two.
2. Be consistent with your form--margins, underlining, and
capitalizing. Use white space, bold type, italics, etc., to
draw the reader's eye down the page.
3. Proofread for typing and spelling accuracy.
4. Keep it relevant. Only items leading directly to setting up
the interview process should be a reason for everything that
you want to include. Salary requirements, abbreviations,
glichs, reasons for leaving jobs, and personal opinions are
usually excluded.
5. Both a resume and a cover letter should be examples of your
best work. Stress those things that are most positive about
you and eliminate the more negative. For instance, if your GPA
is 3.5 you would want to emphasize it, but if it is 2.5 you
would most likely exclude it.
6. Be specific about dates, job titles, employers, interests,
and accomplishments. Be complete, descriptive and specific
without being too long. Always be truthful and accurate without
exaggeration or distortion.
7. Use "results" or what are often called Action Verbs in
describing your experience on your resume or in an interview.
Words such as administered, coordinated, developed, supervised,
consulted, managed, and prepared, are keys in telling
employers (verbally or in writing) what you have accomplished.
The following items are commonly included in the resume:
1. Heading. Include your name, address, ZIP code, and
telephone number with area code at the top of the first
page: only your name should appear on any subsequent pages. If
you are moving after you graduate, add a second or permanent
address.
2. Career Objective. Objectives on a resume should only be
included if you can be specific about the position and
industry in which you are seeking employment. Otherwise omit it
and state your objective in your cover letter, tailoring it
to the particular company to which you are writing.
3. Education. Put your most recent degree and date of
completion first, or your expected date of graduation. Do not
list your high school. Usually your degree, major, and
graduation date will be listed on the first line and the name
of the university will follow on the second line.
After listing this information you may indent and briefly
describe other information related to your education. This
might include GPA, courses that are specifically relevant to the
types of jobs you are seeking (especially if they are outside
or not implied by your major), and whether you have financed your
education by working and/or scholarships.
4. Experience. Again, most recent information should be listed
first. Layout is extremely important, as is brevity -
include only information from the last four years. It is usually
helpful to indicate your job title, then the name of your
employer, followed by dates of employment. Next describe your
contribution to the position and/or the responsibility you
assumed. Attempt to relate such information in laymen's terms
(size of budget, number of persons supervised, present increase
in sales, etc.). Be sensitive to the person who may read your
resume; she/he may not be familiar with the jobs you describe.
Job descriptions are not as important as what you accomplished
or achieved.
Sometimes it is useful to end this section with a summary
paragraph to cover unrelated positions if space is limited.
Such a condensation of work experience might show past
flexibility as well as willingness to perform routine as well
as challenging tasks. This may also be the place to mention
percentage of self-support through school, if the percentage
is impressive and has not been mentioned elsewhere.
5. Activities, Honors, and Awards. This section would include
university and/or community activities, offices held,
scholarships and other related honors. For clarification, it may
be necessary to give short descriptions of the nature or
purpose of some organizations or awards, honor societies or
service organizations (selected from 700 freshmen as top
speaker, etc.). Also, only include scholarships that are based
on merit, not financial need.
6. Personal. This category is good to include. Do not offer
information you feel can be used to discriminate against you
in a paper screening process. You may want to list hobbies and
interests to show diversity and to provide additional topics
for conversation during the interview.
7. References. For initial interviews, references are not
usually required on your resume unless specifically requested.
For your convenience, it is suggested that you have the names,
addresses, and phone numbers of your references listed
separately for future use. You should secure the permission of
anyone you choose to use as a reference before giving
his/her name. You should use professors, advisors, or related
employers as references. Do not use character references, e.g.,
parents. Provide your references with a copy of your resume so
that you can discuss the details of your background more
fully.
After you complete your resume, read it over and have others
critique it. You should review:
1. Overall appearance. Does it make you take notice and want
to read it?
2. Layout. Does it look professional, neat and well typed?
3. Length. Could it tell the same story if shortened?
4. Relevance. Has extraneous material been eliminated?
5. Writing Style. Is it easy to get a picture of your
qualifications?
6. Results Terminology. Have you used action verbs in your job
descriptions?
7. Specificity. Avoid generalities and focus on specific
information about experience, projects, numbers, level of
responsibility, etc.
8. Accomplishments. Are your accomplishments and skills
emphasized?
9. Completeness. Have you omitted anything important?
10. Will your resume make the employer ask you to an interview?
The purpose of a cover letter is to introduce yourself and
personalize your resume. It also serves to interest an employer
and encourage an interview.
Content
1. A cover letter must be typed using business letter format.
2. The opening sentence should state the purpose/objective of
the letter.
3. If possible use a personal reference to indicate how you
heard about the opening or organization.
4. Specify how your educational background can contribute to
the job and company.
5. Emphasize your particular interest in the company in a few
short sentences.
6. Be sure to mention what motivates and interests you about
the job.
7. Show that you are familiar with the company's future,
growth, plans, etc.
8. Close the letter with a reference to the enclosed resume and
specifically request a personal interview.
Cover Letters
A cover letter is sent to "cover" (accompany) your resume. It is a standard introductory letter, usually responding to a known job opening. It is designed to let the potential employer see you as a unique individual whose interests and experiences match the needs of his/her organization
Salutation
Address the letter to a specific individual and address the letter to him/her specifically whenever possible.
First Paragraph
State the reason for your letter with attention-getting self-confidence. Be creative within the bounds of good taste and professionalism. Include the type of job title of the position you are seeking. Mention how you became aware of the position, especially if it was through a mutual acquaintance.
Middle Pragraph(s)
Refer to the enclosed resume and any facts within it that you want the employer to especially notice. It is at this point that you should identify that you are just what they need by: (1) explaining what you know about the organization and its needs, (2) mentioning what motivates and interests you about the job, and (3) showing how your skills, experiences, educational background, and personal characteristics can help meet those needs.
Closing Paragraph
Thank the employer for their consideration and express your interest in being granted an interview. Explain that you will contact them soon ("Thursday," or "next week") to set up an appointment at a convenient time. Then put the date on your calendar and follow up as promised.
The follow-up ("thank-you") letter is an extremely important letter in that it demonstrates your genuine interest in the position and your persistence in pursuing the job. Some companies will not even consider candidates for hiring unless they receive a follow-up letter, regardless of how great the interview went. Send the letter within 24 hours after the interview whenever possible.
First Paragraph
Thank the employer for the interview and perhaps point out something that impressed you about their style or ability.
Second Paragraph
Refer to a specific part of the interview that went well, in terms of how your background matches the needs of the organization and reemphasize your interest in the job. Explain how your abilities are well suited for the organization and reemphasize your interest in the job. Avoid mentioning anything negative. If you want to clarify something not mentioned during the interview, this is the place to do so.
Closing Paragraph
Express your sincere thanks f or the interview opportunity and suggest a time when you will follow up on the results.
Please note: Use the following samples as guidelines only. Do not copy any of the text. Employers can identify a standard copy easily, and it will defeat your purpose for sending the letter.
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Before You Write
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Writing a Resume
8. Use what is called the telegraphic style. Omit all personal
pronouns (I, we, etc.).
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Organizing Your Resume
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Cover Letter
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Thank-you/ Follow-up Letter
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Acceptance/Rejection Letters
Acceptence Letters
In writing a letter to accept an offer from an employer, confirm the terms and conditions of your employment- salary, starting date, benefits, etc. Express your pleasure at receiving the offer and your enthusiasum about joining the organization.
Rejection Letters
Thank the employer for the opportunity to interview and for the offer that was extended to you. Tell him/her that, after careful consideration, you have decided to accept another opportunity that more closely matched your kindness and courtesy extended to you during the application and interviewing process.
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