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HOW TO WRITE A RESUME Essential Tips and Techniques

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Page 1: How To Write Resumes EBook

HOW TO WRITE A RESUME

Essential Tips and Techniques

Page 2: How To Write Resumes EBook

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TABLE OF CONTENTS

Introduction 2

1 What is a Resume? 2

1.1 Definition 2

1.2 Purpose 2

2 Styles of Resumes 2

2.1 Reverse Chronological style 2

2.2 Functional style 3

2.3 Combination/Hybrid style resume 3

2.4 Online resume 3

2.5 Info graphic or video resumes 4

3 Brainstorming 4

3.1 Make a list 4

3.2 Assign a strategy 4

4 Structure of a Resume 5

4.1 The Header 5

4.2 The Tagline 5

4.3 The Objective 6

4.4 The Main Body 6

5 Content of a Resume 6

5.1 Contact Details 6

5.2 Professional Summary 7

5.3 Work Experience 7

5.4 Education 7

5.5 Academic/Social Activities and Leadership 8

5.6 Skill sets 8

5.7 References 9

6 Formatting 10

6.1 Margins 10

6.2 Font 10

6.3 Style 10

6.4 Sections 10

6.5 Paragraphs 10

6.6 Bullet Points 11

6.7 Grammatical Conventions 11

6.8 Saving Space 11

6.9 Reviewing and Directing Your Resume 12

6.10 Submitting your Resume 12

7 Cover Letter 13

7.1 Definition 13

7.2 Purpose 13

7.3 Tips for Writing an Effective Cover Letter 13

7.4 Cover letter Dos and Don’ts 14

8 Action Verbs to Use for Writing Job Experiences in Your Resume

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Introduction In this E-Book, you will learn about guidelines and tips on how to write the perfect resume. It should be the aim of every job seeker to write a resume that is not only professional and presentable, but one that stands out from the rest. While there are no specific set of rules or a magic formula for writing the perfect resume, this E-Book will educate you on all the essential elements to include or exclude in a resume to make it professional and highly effective.

1 What is a Resume? 1.1 Definition According to Merriam-Webster dictionary, a resume is “a short document describing your education, work history, etc., that you give an employer when you are applying for a job.” 1.2 Purpose In essence, a resume must include your educational and employment background in order to convey to potential employers enough information to gauge your skills and abilities against the job they are offering. The essential task at hand for you is to prepare and present this vital information in a format that is not only professional, but easy for your potential employer to understand. Remember that an employer looking to hire suitable candidates for the job will have limited time and will appreciate a resume that presents to him adequate information about the job seeker in a logical, well presented and unique format.

2 Styles of Resumes Resumes can be styled in various ways. Below are some of the most common styles of resumes: 2.1 Reverse Chronological style In a Reverse Chronological style resume, a job applicant’s professional experience is catalogued in a reverse sequential order through time. This section consisting of the applicant’s professional experience is included in the Main Body of the resume. It starts from the most current job held by the applicant, followed by each previous job in reverse chronological order. Usually, the applicant lists his professional experience ranging from the last 10-15 years, with each job position held being accompanied by a date of joining and date of leaving the job. The applicant’s current job position lists the starting date till the present date, or in some cases, the current year.

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The Reverse Chronological style resume is useful for an applicant who wants to show reliability on the basis of work experience and career progress. It is not useful for applicants with long gaps between jobs in their career timeline. 2.2 Functional style In contrast to the Reverse Chronological style resume, the Functional resume instead highlights an applicant’s job experience on the basis of job function or skill range, rather than chronological order of work experience. The work history is usually summarized at the bottom of the Functional style resume. An example of functional resume work experience section: EXPERIENCE Sales

Worked at a retail electronics store in Sales

Sold electronic blender devices door-to-door during junior year

Supervision

Act as assistant manager of ABC Burger Palace on weekends

Supervised a group of ten employees Public Speaking

Offered case study statistics to business classes

Assisted student discussion groups at XYZ University The Functional style resume comes in handy when an applicant is either applying for a first job, changing careers, or has long gaps between jobs in his/her career timeline. The functional resume is also useful in portraying a broad variety of job experiences. However, a disadvantage of a functional resume is that employers may sense that you are trying to hide something, like employment gaps in your professional career. For this reason, functional resumes are looked down upon by many employers. 2.3 Combination/Hybrid style resume As the name suggest, this style of a resume uses elements of both Reverse Chronological style and Functional style resumes. Usually, the applicant’s job skills are listed first, followed by the chronological work experience. This type of a resume is useful for combining job experiences acquired from activities and internships. 2.4 Online resume With the advent of the Internet, the number of online searches for jobs has become common, leading to many employers choosing to accept applicants’ resumes online. This has resulted in changes of trends in the way resumes are composed and read. Employment ads require applicants to email their resumes to the employer’s given address or submit them electronically by using a website page on the employer’s

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website. Some employers locate resumes of prospective applicants using web searches, which have led to applicants including keywords in their resumes for increased web accessibility by potential employers. According to their preference, employers may require resumes formatted in different file types, such as Microsoft Word documents, or other formats, such as PDF, HTML, etc. 2.5 Info graphic or video resumes As online multimedia technology has developed, some job applicants have chosen to abandon paper or email based resumes, by developing video resumes or info graphic resumes. Resumes made by using the Vine website have recently gained popularity for job applicants seeking employment in media industries.

3 Brainstorming

The purpose of writing a resume is to inform about significant features of your work experience, in order to acquaint yourself with the recruiter and to allow him to gauge your value as a potential employee in his organization. While writing a resume, you will have the liberty of choosing the most relevant features of your employment history, as well as assigning category headings, text and layout format and language of your resume. So where do you start? Well, it is advisable to first brainstorm and note down all the significant facets of your work history and include especially those ones which are related to the job position which you are applying for. 3.1 Make a list Here is a list of all the features you may want to include in your resume which will help you start off:

All the jobs you have been employed in, including all jobs that were salaried, unpaid, grant funded, part-time, seasonal (such as summer jobs), etc.

Internships

Training programs, seminars, conferences which happened as a result of an affiliation with schools, companies, educational institutes

Jobs related to volunteer work and serving the community

All leadership roles affiliated with political, religious and other groups

Activities related to campus (sports teams, debate teams, music-related)

Computer skills

Notable jobs linked with international travelling 3.2 Assign a strategy

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Once you have accumulated all the necessary data, start picking out the most important and significant job experiences you have been involved in. You may have to choose carefully if you plan to make a one-page resume, which is recommended, as potential recruiters don’t have the time to go through a resume exceeding more than a page in length. Once you have achieved this, start arranging the information you have chosen according to a timeline. Relevant category headings you assign will be helpful in doing so. For e.g. if you are a student who has been involved with unpaid campus activity, then choosing a category like “Leadership Experience” instead of “Work Experience” will seem more appropriate. If you have been employed in both paid and unpaid jobs, assign each type according to “Work Experience” and “Leadership Experience” or include both with a more general “Experience” category form. Always keep in mind to specifically include particular types of job experiences, skills and training that may be relevant to the job position you are applying for. Your resume must contain information that will help your recruiter in determining whether you are appropriately qualified for the position you are applying for and that you will be a valuable member for the organization or company you are applying to for employment. If you are unsure about a specific position you want to apply for, make the content of your resume of a more generalized kind. In such a case, include skills and job experiences in correlated or diverse areas of work. You may need to prepare yourself to convince the recruiter that you are a quick learner and significantly motivated, as well as suitable to perform well in the job position you are applying for.

4 Structure of a Resume A good, professional resume consists of the following sections, placed in the order given below: 4.1 The Header The resume’s header is the top section in which you will include certain details, such as the following:

Your full name

Your house address

Your home and cell phone numbers

Your e-mail address 4.2 The Tagline Below the Header, you must include a Tagline, or a short headline, which is basically a small phrase or sentence that portrays you as a career seeking employee with a certain skill set or quality desired within a professional environment.

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4.3 The Objective For the Objective, you should state:

The goal you hope to achieve for the particular job you are applying for

How this will assist or enhance your professional abilities

The rank or position you ultimately aim to achieve in the company hierarchy The Objective should only be a few sentences, but must explain the above points in a clear, concise fashion. 4.4 The Main Body The Main Body of a resume contains list of your job skills, work experience or a chronology detailing your employment background. When writing out the Main Body of your resume, make sure to be accurate, to-the-point and emphasize on clarity. In order to do so, you may structure the Main Body of your resume using effective writing tools such as bullet points, keywords, numbering, etc. Take special care to use professional terms, action verbs, symbols and other such tools to emphasize your strengths in a manner to highlight your abilities for the job you are applying for. Remember - be positive!

5 Content of a Resume Let’s take the example of the most common type of resume in use, a Reverse Chronological style resume and explore the various sections and content within it to understand what to include in a resume. 5.1 Contact Details Within a resume, the Contact Details section is added first and is the main feature. It starts with your name which should be centered and put in the top of the resume in large, bold font to make it prominent. For verification purposes, use your official name which appears in your legal documents and college records. Underneath your name, you will put the following:

Your recent mailing address

Your phone number (residential and cell)

Your email address

Your website URL (if any)

Your LinkedIn profile – majority of hiring managers employ social media to reach candidates and LinkedIn is a major resource

A suitable format for contact details will be as follows:

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Name Address

City, State Zip Code Telephone number

E-mail address Web address or LinkedIn profile

5.2 Professional Summary The Professional Summary is your “sales pitch.” The recruiter will always look at it first and thus, it should be a brief list emphasizing the main features of your qualifications. In short, the professional summary gives the recruiter a sense of your value as an employee and why the company should hire you. Make sure that it contains your career highlights and main strengths in an easily readable format. If necessary, it should also include your professional objective. It is strongly advised to avoid including any personal information, such as religious beliefs, ethnicity details, marital status, etc. in your Professional Summary. 5.3 Work Experience This section should include at least the previous five jobs of your professional career. It must start with your current job and then state the rest of your jobs in a reverse chronological order. You can use this section to include all your previous work experiences, including salaried jobs, paid and unpaid internships and any volunteer work you had been involved with. Make sure that each job you state should include:

The time period of your employment (e.g. 10 November, 2010 – 20 June, 2012)

Name of the company you were employed in

Location (city, state and country) of the company you were employed in

Your job title

Chief responsibilities of your employment, while highlighting those duties which could play an important part in the job you are applying for

A suitable format is as follows:

Marketing Associate, January 2012 - March 2014 ABC ENTERPRISES, Washington, DC

(text)

(text)

(text) 5.4 Education This part of the resume includes information about your college, graduate and post-graduate degrees. You can also state in this section any extra certifications or courses

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that you have undertaken. Remember to list your education details in a reverse chronological order, starting from your most recent degree down to the first notable qualification you achieved. List the name of your educational institute, its geographic location, the degree you achieved and the graduation date. Then list the scores you achieved, for e.g. your GPA. A suitable format is as follows: EDUCATION XYZ UNIVERSITY, Columbus, Ohio

Bachelor of Arts May 2015 Major: Marketing Minor: English GPA: 3.00/4.00

5.5 Academic/Social Activities and Leadership Including your academic, social and leadership activities will not only help convey your professional pursuits and job related interests, but your skills as well. If you have served as a leader or have been involved with any campus activities, include these as appropriate to your career aspirations in your resume. Make sure to list details. 5.6 Skill sets This section of the resume may include:

Language skills. State your level of proficiency in any foreign languages that seem pertinent to include. Also add whether you can read, write and/or speak these languages.

Computer skills. You can include any programming languages you know, as well as your skills with graphic or web designing software, web app designing, word processing, PowerPoint, Excel, network management, etc.

Content related skills. These may include editing, proofreading and more specifically, transcription, shorthand, etc.

Laboratory skills A suitable format is as follows: RESEARCH Effect of Smoking on Social Behaviors, Winter Semester 2012

THE XYZ LABORATORY FOR BEHAVIORAL RESEARCH

[Area of study, examination, tests, etc.]

[Your learning, and conclusions]

Paper presented at Capital University’s Annual Symposium on Undergraduate Scholarship.

COMPUTER Microsoft Word, Excel, PowerPoint, Adobe Photoshop CS6

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LABORATORY NMR, IR, HPLC 5.7 References Including references in a resume is not a highly required option anymore. When you submit your resume, it is assumed that you will be able to provide references upon request. If you are required to include references, do so at the end of the resume. A common format is as follows: REFERENCES Available upon request However, some employers may require a list of references. You will be required to provide addresses, telephone numbers. The references will then be contacted by the recruiters over the phone to provide the information they need about you. Make sure to contact your chosen references at least a few weeks before you may need their help. Always obtain the most available phone number to include for your chosen reference. Inform your chosen reference before you go in for a job interview. This way they will be prepared beforehand to receive any calls from the recruiters who will be interviewing you. You may list references in a format as given below:

Tom A. Patterson Director of Marketing

ABC Incorporated 306 Watercross Lane

Rowley, Massachusetts 34534 (339) 555-3467

[email protected]

Ray Morrison Graphic Designer/Illustrator

XYZ Graphics House 89 Park Lane

Frankford, New Jersey 53700 (201) 555-2973

[email protected]

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Jane Doe Supervisor

Criton Enterprises 201 Plescon Heights

New York, New York 52441 (646) 555-8389 [email protected]

6 Formatting Keep in mind that recruiters will usually spend less than a minute glancing through your resume before they decide whether to call you for an interview or not. Therefore, you must make sure that your resume is formatted in a visually positive and symmetrical manner and also easily readable. It is also highly advisable to avoid making your resume more than a single page long. If you have an extensive work experience and compose a two-page resume, then it is important that you minimize blank spaces. Following are a list of useful tips and techniques to help you format your resume in a professional manner. 6.1 Margins A professional resume format requires margin settings to be at least one inch all around. In case of necessity, do not exceed one and half inch for margins. The point is not to give your resume a “crowded” or “cramped” look. Left-aligned margins are the most suitable for resume formats. Right-aligned margins can be included as well to include text related to job information such as job location, dates, etc. while employing the left margin for your past recruiters’ names or your position title, to maintain balance. 6.2 Font Keep the font size of your resume between 10 to 12 points to ensure easy readability. The font size of your name should be set in a larger, bold lettering. It is recommended to use more traditional fonts such as Arial or Times New Roman for your resume content. 6.3 Style For the purpose of clarity, use different styles such as CAPS, bold, underline, or italics to distinguish between different sections of your resume. Assign repeating parts within your text (such as job titles, employer names, dates, etc.) with a consistent, cyclical style. Do not use too many different styles and stick to one or two at the most to avoid clutter and irregularity. Also, avoid putting two sections in bold font too close to each other, in order to keep your text looking more consistent and viewable. 6.4 Sections

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It is advisable to surround each section of your resume with a fair amount of space, in order to distinguish it from other sections. For more visual clarity, you may format different sections in a slightly different manner. For example, category titles should be positioned either along the left margin or in the center. 6.5 Paragraphs You can use paragraphs to state your job responsibilities. Within paragraphs, it is effective to use small phrases. Employ action verbs to start of each phrase and use full stops at the end of each job description. 6.6 Bullet Points Another effective way to state job duties is by using bullet points. Use a single bullet point to describe a specific job duty. Traditionally accepted types of bullet points include dot and circle bullets. At the most, you may use little squares or hyphens as bullet points. Keep it simple. 6.7 Grammatical Conventions Standard acceptable forms of grammatical conventions include the following:

Capitalized abbreviated conventions for American states, such as MA, NY, NJ, etc.

Apart from the US, cities in countries should be stated as “city, country.”

Use complete words to state job titles. if not, then stick to traditional abbreviations such as “Asst.” or “Assoc.” with a period at the end of each

For acronyms, use full names, succeeded by the acronym in parentheses

Do not use symbols such as “&” unless it is used officially within an employer’s name

6.8 Saving Space Saving space in your resume is crucial when you have an extensive work experience to catalogue, or even when you are trying to restrict your resume within a single page. Here are some useful tips:

Restrict margins to one inch (left, right, top, bottom). Do not exceed one-half-inch

Below your name, try to keep your address restricted to a single line

Eschew bullet points for a paragraph format when writing job descriptions. Place date range for each job at the end of the paragraph when stating job responsibilities

When using bullet points to describe job responsibilities, set job duties by using categories, instead of using a different bullet for each job duty

For describing skills, for e.g. computer skills, cut down on words by putting only names of computer courses or programs

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Evaluate paragraph and section tabs/indentations only when required

Use lesser section partitions by breaking down content into related sections

If you plan upon using smaller font, don’t go below 10 point size

Cut down job descriptions by lessening details

Remove unnecessary information

Remove high school records 6.9 Reviewing and Directing Your Resume Be truthful and effective when describing yourself and your abilities in your resume. Be confident in portraying your abilities and skills in accordance with the job position you are trying to achieve. Remember that you should portray a genuine and legitimate image of yourself, your achievements and the direction you are trying to pursue. You will be asked to provide details about the content you have put in your resume. Therefore, it will help if your content is positive in terms of job experience and portrays a positive image of yourself. Use the following tips:

Avoid generalizations when describing your past job duties. Use precise facts and figures

Use language specific to the industry you were previously employed in. This will portray to the recruiter that you have some knowledge of that industry, if not actual working experience, which could prove advantageous for you

Portray undesirable working conditions of past employment in a positive manner. For example, state character-developing experiences you had as a result of coping with tense working conditions by employing resourcefulness, for e.g.

6.10 Submitting your Resume Prior to finalizing your resume before submission, review the following points:

Make sure you have included your phone number

Ensure that your contact details are accurate

Proofread your resume several times and check for any wrong spellings, grammar, formatting, etc.

Check if all the organization names are correctly recorded in your resume

Determine whether you have used correct formatting, spacing, tabs, grammar, spelling and styles

Portray an accurate image of yourself and your career goals

Remove/minimize time gaps in your resume

Avoiding using sensitive matter

Make sure you have included all positive and unique job experiences in your career

Review the authenticity of your resume content. Make sure you are prepared to explain and discuss in detail about any facts you may have included in your resume

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7 Cover Letter 7.1 Definition The Cover Letter serves as an introductory letter, or a letter of application that is attached to another document, in this case, a resume. The purpose of writing a cover letter for job seekers is to introduce themselves to a potential recruiter and provide an explanation of their appropriateness for a preferred job position. Besides acting as a letter of introduction, the cover letter is used to emphasize a few of your job skills or experience and to request an opportunity for meeting the potential employer for a job interview. 7.2 Purpose In today’s highly competitive work environment, creating a favorable first impression is crucial. Job recruiters have to deal with hundreds of resumes and have very little time to survey each single job application. Hence, it is imperative to make your application stand out from the rest in the very short period of time a recruiter will have to spend glancing through it. Writing an effective cover letter not only provides a favorable first impression to a job recruiter, but also shows the recruiter how effectively you can communicate. So for this reason, you should take extra care in writing a highly impressive and professional cover letter. Most employers require a cover letter because it helps them screen job applicants for available positions in their organizations and enables them to choose the most likely candidates to call for job interviews. 7.3 Tips for Writing an Effective Cover Letter

State your reason for applying for a job in the first few sentences

Remember that you are promoting your “brand value” to the recruiter and aiming to convince the recruiter that your distinctive qualities as an employee will make you the ideal candidate for the job

Avoid submitting a generalized cover letter. It is more professional to individualize your cover letter design and content and aim to specifically target it at the job you are applying for

Highlight your skills in your cover letter in a manner that they are aligned with the skills that an employer needs from the ideal candidate

Emphasize specifically those of your skills and abilities which portray you as exclusive and unique for the job

Give examples of your skills and abilities that may be suitable and add value to the organization you are applying to

Be truthful about your abilities in your cover letter and avoid clichés

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7.4 Cover letter Dos and Don’ts Write your cover letter in a standard letter format. When submitting a cover letter online, it is advisable and recommended to place it within the body of your email. The reasons for doing this are as follows: Dos

It will take less of the recruiter’s time to view your cover letter in the main email body when he/she opens your email, as opposed to opening it up as an attachment

Seeing personalized text in the email will ensure the recruiter that your email is not spam

It will eliminate the possibility of the recruiter not being able to open your cover letter if it is in the form of an attachment, maybe due to some technical reason

If the recruiter is unable to open your resume attachment, reading an impressive cover letter in the email body will convince him to respond to your email and request for another copy of your resume

Make sure to also include an attachment of your cover letter in your email, should the recruiter want to print it out for official purposes

Don’ts

Don’t start your cover letter with the words “My name is…” as it creates an unprofessional impression

Don’t write a lengthy cover letter. Recruiters are pressed for time and are unlikely to read more than a few, short paragraphs. Keep your content interesting and emphasize only important details

Don’t address your cover letter to the wrong person or company

Don’t include grammar or spelling mistakes in your cover letter. Proofread before submitting

Don’t forget to include contact details in your cover letter

Most importantly, DON’T neglect providing a cover letter Remember that your cover letter is as important as your resume. Recruiters have very little time when screening applicants for a job interview. Often, recruiters will be faced with dozens of applications, out of which they might have to choose 5-10 for interview calls. Having little time to decide, they will always be on the lookout to eliminate some applications quickly. A resume without a cover letter will create a most unfavorable first impression and will be likely to be eliminated. For recruiters, an application with a cover letter will give them the impression that the applicant took the time and trouble to write it and is genuinely interested in the job position being offered.

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8 Action Verbs to Use for Writing Job Experiences in Your Resume Able Accelerated Accentuated Accommodated Accompanied Accomplished Accounted for Accumulated Achieved Achievement Acquired Acted Action Activated Acted in Adapted Addressed Adjusted Administered Adopted Advanced Advertised Advised Advocated Affected Aided Alerted Alleviated Allocated Allotted Amended Amplified Analysis Analyzed Answered Anticipated Applied Appointed Appraised Approved Arbitrated Arraigned Arranged Arrested

Articulated Ascertained Aspired Assembled Assessed Assigned Assist Assisted Assumed responsibility Assured Attained Attended Attracted Audited Authored Automated Awarded Balanced Billed Blazed Blended Blocked Boosted Bought Bridged Briefed Broadened Budgeted Built Calculated Called Campaigned Canvassed Capitalized Captured Carried out Cataloged Catalogued Caused Cautioned Centralized Certified Chaired

Challenged Championed Changed Channeled Charted Checked Chose Cited Clarified Classified Closed Co-authored Co-directed Co-managed Coached Collaborated Collected Combined Commanded Commended Commented Committed Communicated Compared Competed Compiled Completed Composed Computed Conceived Conceptualized Condensed Conduct Conducted Conferred Connected Conserved Considered Consolidated Constructed Consulted Contacted Contained Contracted

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