Resume making

Resume Writing

COVER LETTERS

The importance of a strong cover letter cannot be over emphasized, especially in today's

very competitive economic climate. It is critical that the letter be focused and show to

an employer what you are looking for, what you can offer to the organization, your

knowledge of the organization and what the organization can offer to you, in other

words why you have chosen them specifically.

Some steps in constructing your cover letter:

Research Before You Write.

The more you know about the employer's needs, the more compelling your letter can be.

Review company Web sites, brochures, sales flyers and other promotional materials to

glean pertinent information. If possible, speak with current employees to get the inside

scoop. Search newspaper archives, public libraries and career-center resources. Do a

keyword search using the company name and see what turns up.

Determine Your Unique Selling Points.

With the knowledge that you have about the employer, how would you help achieve

organizational goals? Set yourself apart: If there are 100 other applicants vying for the

same position, why should the hiring manager take a chance on you? Write a list of the

top five reasons why you're an excellent candidate.

^{Constructing Your Letter}

Heading/Date/Inside Address If you are writing a traditional (not email) letter, select a

standard business-letter format such as block style. Your letter's design should match

your resume in style and choice of paper.

^Salutation

It's best to address your letter to a specific person (e.g., "Dear Mr. Srnivas"), and there is

almost always a way to find a name if you are resourceful! But, in those cases that you

simply cannot find a name, it is good to use a title such as "Dear Hiring Manager" or

^{use "Dear Search
Committee:" if the decision will be made by committee. Avoid stale}

^{salutations such as
"Dear Sir/Madam:" and "To Whom it May Concern."}

^{Opening Paragraph}

People in the position of hiring are busy and do not care to wade through fluff. Your

opening paragraph should clearly state the position for which you're applying. Include a

reference code if requested and the referral source (e.g., recommendation from a current

employee, Monster, etc.). Your opening may also include a synopsis of why you are a

top candidate for the position.

Body

Your letter's body contains the sales pitch. This is your chance to outline the top

reasons why you're worthy of an interview. When writing the body text, keep in mind

that hiring managers are self-centered -- they want to know what you can do for them,

not learn about your life story. Demonstrate how your credentials, motivation and track

record would benefit their operation. Review your top five selling factors (the ones you

jotted down when doing your company research) and weave them into the body of the

message. Back up achievements with specific examples of how your performance

benefited current and former employers. Keep your letter positive and upbeat. This is

not the place to write a sob story about your employment situation. Put yourself in the

hiring manager's shoes -- would you call yourself in for an interview?

Closing Paragraph

Your final paragraph should generate a call for action, so express your strong interest

in an interview and state that you will follow up soon to confirm your resume was

received and discuss the possibility of meeting face-to-face.

Complimentary Close and Your Name

End with a professional close such as "Best regards," "Sincerely" or "Respectfully yours”

Sending via Email

1. Read the listing carefully to make sure you are responding as requested!

If you email the person who sent the listing, when the job or internship announcement

says to email or call or fax someone else, this is a sure way to get labeled as someone

who is not careful, doesn't pay attention to detail, and cannot follow directions! The

person who receives this errant email is likely to quickly and simply delete your

message.

2. ASCII format.

When sending your resume via email, you need to have it in ASCII format. Make sure it

doesn't wrap oddly or have unsupported characters (i.e. bullets and others). Best to

keep the width to 65 characters wide . To make information stand out, use CAPITAL

LETTERS, *surround it with asteriks*, or *+ Add a "+" or "*" before a phrase that would

otherwise be bulleted.

3. Send in text of email, not as an attachment.

Recruiters may not take the time to go get your attachment. Also, some systems don't

handle attachments well. Lastly, some organizations are refusing to accept attachments

because of the danger of viruses.

4. Include a cover letter.

Send cover letter and resume in one file.

5. An objective and highlights of qualifications section on resume can help the

reader get the most important information quickly.

6. Use the advertised job title and/or job number as the subject of the email

message.

Your cover letter is the first thing employers see when they open your materials. Avoid

these 10 mistakes, and make your first impression a lasting one.

Don't Overuse "I."

Your cover letter is not your autobiography. The focus should be on how you meet an

employer's needs, not on your life story. Avoid the perception of being self-centered by

minimizing your use of the word "I," especially at the beginning of your sentences.

Don't Use a Weak Opening.

Job seekers frequently struggle with how to begin a cover letter. What results is often a

feeble introduction lacking punch and failing to grab the reader's interest. It is critical

to "speak" to the potential employer and let them know that you are very much in touch

with who they are, what they actually do, and how you see yourself fitting in to the fray.

It's a "selfish" industry in that every employer when reading a cover letter & resume will

ask themselves "how does this benefit me?"

Don't Omit Your Top Selling Points.

A cover letter is a sales letter that sells you as a candidate. Just like the resume, it

should be compelling and give the main reasons why you should be called for an

interview. Winning cover letter strategies include emphasizing your top

accomplishments, your understanding of the organization and what you are offering for

them.

Don't Make It Too Long or Too Short.

If your cover letter is only one or two short paragraphs, it probably doesn't contain

enough key information to sell you effectively. If it exceeds one page, you may be

putting readers to sleep. Keep it concise but compelling, and be respectful of readers'

time.

Don't Repeat Your Resume Word-for-Word.

Your cover letter shouldn't just regurgitate what's on your resume. Reword your cover

letter statements to avoid dulling your resume's impact. Consider using the letter to tell

the potential employer something they do not know about you and your connection with

their organization and the postition within. Be personal and be concise.

Don't Be Vague.

If you're replying to an advertised opening, reference the specific job title in your cover

letter if one is mentioned. The person reading your letter may be reviewing hundreds of

letters for dozens of different positions. Make sure all the content in your letter supports

how you will meet the employer's specific needs and that there is a strong intentionality

behind your application.

Don't Forget to Customize.

If you're applying to a number of similar positions, chances are you're tweaking one

letter and using it for multiple openings. That's not the first recommendation we would

offer as it is critical that you are customizing each one. When using a "template" or

some common form among many letters remember to not forget to update the

organization, job, and contact information -- if Mr. Srinivas is addressed as Mrs.

Sriram, they won't be impressed!

Don't End on a Passive Note.

Put your future in your own hands by being proactive and with a promise to follow up.

Instead of asking readers to call you, try a statement like: "I will follow up with you in a

few days to answer any preliminary questions you may have." In the meantime, you

may reach me at (040)-(0000000).

Don't Be Rude.

Remember that someone is reading your letter, if they do choose to actually do so, at

the expense of doing something else so your cover letter should thank the reader for

their time and consideration.

Don't Forget to Sign the Letter.

It is proper business etiquette (and shows attention to detail) to sign your letter,

preferably in black pen. However, if you are sending your cover letter and resume via

email or the Web, a signature isn't necessary.

Here are the top 10 pet peeves from organizational recruiters and some advice in

effectively helping towards eliminating them from your resume:

1. Spelling Errors, Typos and Poor Grammar

Of course, you want to use spell check, but that won't catch every mistake. "Manger" is

a correctly spelled word, but it means something very different from "manager." Be sure

to pay close attention to those buzzwords related to your field. Read and re-read your

resume many times and give it to a friend to read as a fresh set of eyes may catch

something you have missed over and over.

2. Too Duty-Oriented

"If you're using the company's job description, you're missing the point of your resume,"

says Paul Schmitz of Hufford Associates. Recruiters already know what the job is; your

resume should highlight your accomplishments in that position. Schmitz advises you

show what you've really done by outlining the process, outcomes and results that are

specific to you.

3. Inaccurate Dates or None at All

Recruiters need to know when you worked where to get a better understanding of your

working history and to use the dates for background checks. Missing dates or gaps,

especially for long periods of time, could send up a red flag, and the resume may be

discarded as a result. Include specific ranges in months and years for every position. If

you do have gaps, explain them either in your cover letter or introduction, but not in

your resume. It always helps to continue your education and training and to list any

volunteer work during a slow period. Listing these under education or volunteer work

should explain some of the gaps.

4. Inaccurate or Missing Contact Information

You create a resume for one reason: To get a phone call for an interview. How can

someone contact you if the phone number is missing a digit or your email address is

incorrect? Be sure every resume you send has your correct contact information,

including name, phone number, email address and street address. This needs to be

easy for recruiters as they will not look you up or chase you down but instead, simply

move on to the next candidate... especially in this economic climate where the

competition is strong.

5. Poor Formatting

Different typefaces, underlines, boxes, italics, etc... may look nice on paper, but if the

resume needs to be scanned, they can cause confusion. Recruiters suggest keeping

your resume in plain text and keeping the frills to a minimum. The content is the

important factor in getting you the interview!

6. Functional or Chronological Resumes

Whenever possible, recruiters advise you go with a chronological resume and focus on

the skills and accomplishments that pertain to the job you're seeking. But if you're

concerned about a past or recent layoff, be assured that as unemployment is quite

prevalent, recruiters regard it quite differently today and with less of a stigma as they

have in recent years past. Most people in "slower" times find it is helpful to do

something to keep their work [skills] going. This learning of new tools and information is

useful to help fill in the gaps and it may benefit in the networking arena too...!

7. Long Resumes and...

8. Long Paragraphs

Most recruiters and hiring managers are bombarded with applications and solicitations.

Many will simply say they do not have the time to read them thus it has to be an easy

read, focused and with relevance to the potential employer. Focus on the skills and

accomplishments that directly apply to the job you're trying to get. Every word counts

so don't dwell on the specifics of each job, but rather the highlights specific to you and

their transferability.

9. Unqualified Candidates

You may want a job, but if you don't have the skills and experience needed, recruiters

will feel you're wasting their time. Look at the job description. Be sure to highlight the

skills they are looking for with the text or descriptions of events from your past.

10. Personal Information Unrelated to the Job

With the limited time recruiters spend on your resume, you don't want to distract them

with your age, height, weight and interests unless they're directly related to the work

you want to do. You need to make the link between what a recruiter needs and what

you bring to the table. Anything personal that is not directly linked to the position takes

away from the point of the resume.

1. Renew Often.

If you are using an online resume service such as Monster or eExperience it is

important to keep it up to speed by proofreading and refreshing every month or so. One

of the most popular ways hiring managers search or store resumes resumes is by the

date they were posted. Keep your resume updated by renewing it at least once every 30

days. Having outdated information can be erroneous or obsolete in terms of relevance

for a position being applied for.

2. Target Your Resume.

When a resume is received by a hiring manager if the resume is vague or lacking in

direct focus it will be at a disadvantage. It is important to "speak" the language of the

organization and industry in the text and descriptions. You want to make sure you are

speaking TO the potential employer and connecting your past with their goals and

mission. Some resumes by necessity will need an objective or a "headline statement."

This is basically a one sentence statement making your intentions evident. Typically

this can be done when a resume is asked for exclusive of a cover letter.

3. Maximize Your Keywords.

One of the best ways to increase the number of hits your resume receives is to include

an abundance of industry keywords. Do some research on keywords that might be used

to find someone with your talents. Search jobs on Monster or some other search engine

or job posting board to get an idea of what credentials hiring managers value. Then look

for places in your resume where you could incorporate these keywords. The Skills

section is a great place to include keywords that don't appear elsewhere in the

document.

4. Show that You Care About a potential Employers' Needs.

If you have outlined your wants and needs, revise your objective to show the benefits

you offer potential employers. Speak in the language that makes it very evident to your

potential employer that you understand where THEY are coming from and what is

important in their world. Make it known you understand their challenges and what they

do for a business and/or service.

5. Proofread.

Employers are immediately turned off by resumes with typos. Many employers will

discard a resume that contains even one error, so thoroughly proofread your resume.

Email it to yourself and open the file in a program with good spell-check capabilities.

Then show your resume to a writer, teacher or colleague with excellent proofreading

skills to make sure it is perfect. Show it to anyone that can distance themselves and will

be able to pick up on an error that may be obvious to a new reader, but "hidden" to you

as you have been writing the document and have read right over it many times.

6. Invest in Your Resume.

Yes, spending a little money on your resume can improve it. Make sure it is sent

through a laser printer and on a quality resume paper (available at most stationary or

College stores). Remember that anywhere in the process you may try to cut a corner,

the next applicant may have not and then they are at an advantage and no matter how

you try to get around the fact, this is a VERY competitive process.