This posting is a guest entry from the Career Doctor, Randall S. Hansen, PhD:
Nancy writes:
Do you have any suggestions on how to explain/validate long periods of professional work gaps in a resume? I am a stay-at-home mother and need some convincing and creative ways to describe this recent position on my resume. I would appreciate any input.
I know I risk the wrath of some of the women reading this blog, but I don’t really like to see resumes that under experience list something cute, such as “Household Manager” or “Domestic Coordination Specialist,” as job title for women who stay at home to manage their households and parent their children. Of course, with a traditional chronological resume, if you don’t list something for when you stayed at home, you will have huge gaps between jobs.
So, you really have three options. First, you can take the approach listed above and make your time at home a category under experience. And while I realize there are many responsibilities involved — I was fortunate enough to be a stay-at-home dad for a few months a long, long time ago — I still don’t think, from an employer’s prospective, that it qualifies to go in this section.
Second, you can consider experimenting with reorganizing your resume into a chrono-functional or hybrid resume that is organized around skills clusters (such as communications, leadership, organizational, etc.) rather than specific jobs and experience. Unfortunately, this style of resume is a bit on the outs right now because employers fear you are hiding something by taking this approach.
Third, you can look beyond your household and compile all the volunteering, freelancing, or other part-time or educational experiences you may have had and use those to show that you were still using and perfecting your skills.
Remember that the goal of your resume is to get your foot in the door — to get you that job interview — and once in the interview, you can decide how to position yourself — your experiences, skills, and accomplishments — in order to sell the employer on your candidacy.
Learn more about mastering resumes by using one of more of the excellent resources found in the Resume and CV Resources section of Quintessential Careers.
Need help with your resume, cover letter, or other career-marketing document? Order today from Quintessential Resumes and Cover Letters, powered by About Jobs Resume Writing Service.
This posting is a guest entry from the Career Doctor, Randall S. Hansen, PhD:
Lynn writes:
I have recently made a slight shift in my job field. I was an administrative assistant for more than six years and now I am working in the Accounting Department. How do I reflect the change in duties from administrative assistant to (I don’t really have a title now)…accounting. I have been doing this for only a month, but I recognize that the pay is better on this side of the fence. Some of my daily functions parallel what I was doing in my previous position. However, I want to show progression on my resume without looking like I job hop.
I am a very big proponent of keeping one’s resume current. You never know, especially in the current economic and corporate climate, when you’ll be in a situation where you need to have your hands on an up-to-date resume. So, I laud your efforts.
And when you get promoted (or transferred) within your current employer, that’s not job-hopping. In your case, it shows that your employer values your work enough to expand your job responsibilities.
You really need a job title, so you should either ask for a new one — or suggest one to your boss. Once you have the new job title, you can show the progress from administrative assistant to the new position on your resume.
While it may be a bit too early in your new position to identify some of your key accomplishments, remember that whenever you are describing jobs on your resume you should try and identify quantifiable accomplishments rather than list duties or responsibilities. Employers want to know how you made the job your own — and how you excelled in it.
You can find some great advice on writing a powerful resume — in the form of articles and tutorials — in the Resume Resources section of Quintessential Careers.
Need help with your resume, cover letter, or other career-marketing document? Order today from Quintessential Resumes and Cover Letters, powered by About Jobs Resume Writing Service.
This posting is a guest entry from the Career Doctor, Randall S. Hansen, PhD:
Anonymous writes: If I am 40 years old. Should I leave my high school off my resume and just keep the college and special education? Or should I keep the name of the high school and just leave the year graduated off? Thanks.
I have a former student — a college graduate — who was valedictorian of her high school. Quite an accomplishment — years ago — but no one cares about it anymore, yet she still clings to it on her resume (partly because her college career was less than stellar). Even in her case, I recommended removing the high school stuff as soon as she was a college student.
So, here’s the rule. If you made it into college, one can assume that you completed your high-school education in some fashion, so drop it off your resume. Why should you waste precious space on your resume on an accomplishment that is inconsequential to most employers. Note to non-U.S. job-seekers: The norm for curriculum vitaes in many countries outside the U.S. is to list your high school education, but if you’re applying for a job in the U.S., leave it off.
Why are you clinging to that high school degree? Take it off your resume!
But, you also raise an interesting question for all older job-seekers — we baby boomers and older job-seekers. At some point — probably in your 40s — I would remove dates from college degrees as a preemptive strike against the possibility of age discrimination. (Be careful, though, as some employers, and especially recruiters want to see all dates from college on.) While you’re a little young to be worrying about age discrimination, others might be interested in our growing section of Job and Career Resources for Mature and Older Workers.
Need help with your resume, cover letter, or other career-marketing document? Order today from Quintessential Resumes and Cover Letters, powered by About Jobs Resume Writing Service.
This posting is a guest entry from the Career Doctor, Randall S. Hansen, PhD:
Tad writes: What if your job doesn’t involve numbers, dollars saved. I’m a security officer. How do I write a compelling resume?
But now you have to take that understanding to the next level, because you can quantify and showcase your accomplishments in just about any job. For example, can’t you quantify the number of hours, days, weeks, etc. without incidents; the number of hours of training and professional development; the number (and types) of security devices/technology you’ve mastered; number of security investigations successfully closed; commendations (or other records of achievement) you have received.
There are really two keys to writing successful resumes and cover letters. The first key, as you know, is stating your accomplishments (rather than job duties). For an in-depth review of this issue, please read our article, For Job-Hunting Success: Track and Leverage Your Accomplishments.
The second key is researching and using job-specific keywords in your resumes and cover letters. Employers are increasingly turning to keywords to conduct searches of resume databases, and if your resume doesn’t contain those keywords the company is using, then you are pretty much dead in the water. So, how does a job-seeker know what keywords to use on his or her resume? Good question. The quick and dirty answer is that you need to study job postings and job descriptions and find the pattern of words employers use and then be sure to insert them into your resume. The longer — and better — answer is to read the very detailed article (and sidebars) from my partner, Katharine Hansen, published on Quintessential Careers: Tapping the Power of Keywords to Enhance Your Resume’s Effectiveness.
Need help with your resume, cover letter, or other career-marketing document? Order today from Quintessential Resumes and Cover Letters, powered by About Jobs Resume Writing Service.
This posting is a guest entry from the Career Doctor, Randall S. Hansen, PhD:
Anonymous writes:
How do I explain to a potential employer that I was let go from my job after committing an honest mistake that I did not realize there was a policy on?
The Career Doctor responds:
Let me begin by stressing the importance of not raising this issue — ever — but especially not in your cover letter or resume. (And yes, we often come across these odd admissions.) Even in the interview, let the employer ask you why you left your last job.
Once the issue has been raised, the best answer is always the truth. Admit that you made a mistake — and, more importantly, show how you have learned from that mistake.
Read my article, Getting Fired: An Opportunity for Change and Growth.
Need help with your resume, cover letter, or other career-marketing document? Order today from Quintessential Resumes and Cover Letters, powered by About Jobs Resume Writing Service.
This posting is a guest entry from the Career Doctor, Randall S. Hansen, PhD:
Anonymous writes:
Two of my previous employers have had name changes since I last left their company. Should I use the new name on my resume or the old one?
There is a very simple protocol for handling company name changes on your resume. Simply put the current name of the company, and then, in parentheses and in smaller type, put the name of the company when you worked there. So, for example, Bank of America (formerly NationsBank).
Make sure you follow all the other rules of resume-writing. Take a quick overview with Quintessential Careers: Resumes Do’s and Don’ts, or go for a more detailed review by using Quintessential Careers: Resume Tutorial.
Need help with your resume, cover letter, or other career-marketing document? Order today from Quintessential Resumes and Cover Letters, powered by About Jobs Resume Writing Service.
This posting is a guest entry from the Career Doctor, Randall S. Hansen, PhD:
Veso writes:
If I use a professional name, instead of my real name, which name should I include on my resume and cover letter?
If you are known in your industry by your professional name, then you should use it on your resume and cover letter. There’s no sense trying to explain it or confusing the potential employer with multiple names.
Obviously, when the time is right — certainly when you are completing hiring papers, you will need to use your real name.
Need help with your resume, cover letter, or other career-marketing document? Order today from Quintessential Resumes and Cover Letters, powered by About Jobs Resume Writing Service.
This posting is a guest entry from the Career Doctor, Randall S. Hansen, PhD:
Clyde writes:
When writing a cover letter, should I mention I had been laid off and/or include the reason for the layoff?
The Career Doctor responds: Never, never — never ever — include any negative information in your cover letter. Negative information immediately puts your cover letter (and entire application) into the trash.
You need to think of your cover letter as a sales document. Thus, talk only of the great things about you and how you are going to make a contribution to your future employer. Discuss what you can bring to the employer; discuss your key skills and qualities.
I suggest you take some time to go through a wonderful tutorial on cover letters. Go to the Dynamic Cover Letters Tutorial For Developing a Stunningly Effective Cover Letter. You’ll find more than 100 pages of advice, hints, and samples to help you create successful cover letters.
You might also want to read an article from my partner, Katharine Hansen: Cover Letter Success is All About Specifics.
And if you are more of a book person, may I now suggest that you obtain a copy of the 3rd edition of Dynamic Cover Letters.
Need help with your resume, cover letter, or other career-marketing document? Order today from Quintessential Resumes and Cover Letters, powered by About Jobs Resume Writing Service.
This posting is a guest entry from the Career Doctor, Randall S. Hansen, PhD:
Michelle writes:
I recently was let go from my position at my office due to financial reasons. How do I start off a cover letter letting the employer know this information in a positive manner? I just need some advice on how to construct the first part of the cover letter and I did not see that on the website. Hope you can help and thank you for your time.
The Career Doctor responds:
Repeat after me — again and again — never ever put any kind of negative information in your cover letter, resume, or any other job-search materials. The time to address any of these negative issues — such as being fired — is in the job interview ONLY after the employer raises the issue.
Your cover letter is the job-search tool that sets the tone for you as a job-seeker and provides the critical first impression for the employer. How positive an impression is the prospective employer going to have if your opening paragraph states, “although I was recently let go from my previous job because the company was having financial difficulties… ” The employer is going to stop reading before he/she even gets to the end of your sentence.
But you are not alone. In the thousands of cover letters I have seen over the years, it is absolutely amazing the kind of negative information job-seekers put in their cover letters. Perhaps they mistakenly think that full disclosure is necessary. Or perhaps because professionals stress being truthful, they think this means they need to fess up to all prior mistakes.
Please remember a cover letter is a marketing document. Its sole purpose is to entice the hiring manager just enough to review your resume. It’s then the resume’s job to verify that you are worthy of getting an interview for the open position.
If your cover letter is not focused, if it provides negative information, if it has typos or spelling errors, or if it has too little or too much detail, your resume will simply not get a look and your job prospects for the position are officially over.
Finally, let me once again stress that I am not saying to lie. I am simply saying do NOT disclose negative information (or even too much information) until the employer asks you about it. And at that point you need to put a positive spin on the negative information — but only then.
I believe you need to review two key resources. First, read my article about moving beyond after getting laid off: Getting Fired: An Opportunity for Change and Growth.
Second, take advantage of the all the tools and resources we offer in this section of Quintessential Careers: Cover Letter Resources for Job-Seekers.
Need help with your resume, cover letter, or other career-marketing document? Order today from Quintessential Resumes and Cover Letters, powered by About Jobs Resume Writing Service.
This posting is a guest entry from the Career Doctor, Randall S. Hansen, PhD:
Jacqueline writes:
I have a question regarding the closing, “Take Care,” at the end of business cover letters. Is that considered “less” professional than all the traditional closings?
The Career Doctor responds:
I consider “take care” as a bit too informal for traditional cover letters. I have seen it in email cover letters, and I find it a bit more acceptable there. When writing conventional cover letters, I would stick with the traditional closings: sincerely and cordially.
In the grand scheme of cover-letter writing, though, I think how you close the letter is of little consequence compared to the much bigger issues that I list below.
Key cover letter strategies:
- Addressing the letter to a named individual. Job-seekers must address the letter to a person — the hiring manager. And if you make the effort to get the name, make sure you spell it correctly. Do not write to the Human Resources department.
- The first paragraph must engage the reader and entice him/her to read more of your letter. Do not waste this opening paragraph with the typical boring one that many job-seekers use.
- The second and third paragraphs must show how well you fit the position you are seeking — as well as highlight key accomplishments. Focus on what you can do for the company rather than what the company can do for you.
- The last paragraph must state how you plan to follow-up the letter (usually with a phone call). Be sure to give a timeframe — and then be sure to do what you say you are going to do.
Finally, be sure also to avoid:
- Long (read boring) sentences and paragraphs;
- Letters longer than one page;
- Typos, misspellings, and grammatical errors;
- Simply rehashing/highlighting your resume
And remember to follow-up all cover letters with a phone call — showing your continued interest in the position and the employer.
Read more in this article published on Quintessential Careers: Don’t Make These 10 Cover Letter Mistakes.
And to find just about everything you ever wanted to know about cover letters, including numerous samples, go to the Cover Letter Resources section of Quintessential Careers.
Need help with your resume, cover letter, or other career-marketing document? Order today from Quintessential Resumes and Cover Letters, powered by About Jobs Resume Writing Service.
This posting is a guest entry from the Career Doctor, Randall S. Hansen, PhD:
Clyde writes:
When writing a cover letter, should I mention I had been laid off and/or include the reason for the layoff?
The Career Doctor responds: Never, never — never ever — include any negative information in your cover letter. Negative information immediately puts your cover letter (and entire application) into the trash.
You need to think of your cover letter as a sales document. Thus, talk only of the great things about you and how you are going to make a contribution to your future employer. Discuss what you can bring to the employer; discuss your key skills and qualities.
I suggest you take some time to go through a wonderful tutorial on cover letters. Go to the Dynamic Cover Letters Tutorial For Developing a Stunningly Effective Cover Letter. You’ll find more than 100 pages of advice, hints, and samples to help you create successful cover letters.
You might also want to read an article from my partner, Katharine Hansen: Cover Letter Success is All About Specifics.
And if you are more of a book person, may I now suggest that you obtain a copy of the 3rd edition of Dynamic Cover Letters.
Need help with your resume, cover letter, or other career-marketing document? Order today from Quintessential Resumes and Cover Letters, powered by About Jobs Resume Writing Service.
“Cover letters accompany your resume when you can’t,” says Mary Jeanne Vincent in her WorkWise newsletter.
“They introduce you to your potential employer. Effective cover letters identify the position you are interested in by referencing the job title and the requisition number. They add value to your resume by highlighting your specific qualifications as they relate to the position for which you are applying.”
“There is no such thing as a good generic cover letter! If it is generic, then it isn’t effective,” Vincent emphasizes.
Need help with your resume, cover letter, or other career-marketing document? Order today from Quintessential Resumes and Cover Letters, powered by About Jobs Resume Writing Service.
This posting is a guest entry from the Career Doctor, Randall S. Hansen, PhD:
Heidi writes:
What are some tricks to making resumes more effective? I am not having much success in finding a new job and at least one person has suggested my resume could be stronger. But how?
The Career Doctor responds:
I don’t know about tricks, but I can certainly give you some strategic pointers. I am constantly amazed at how many bad resumes I see on a regular basis — and with all the articles, books, and Web-based resources, I simply do not understand how it is possible.
Let’s start with the purpose of a resume. A resume is a marketing document designed to arouse enough interest in a prospective employer to call you for a job interview. It’s a statement of facts — education, skills, and accomplishments — designed to show how you would make the ideal candidate for the open position.
A resume should focus on the positive. It should not include any negative information. It should also not include duties and responsibilities, salary information, names of supervisors, or references.
And a resume should be tailored to each specific job, each specific employer. Once you have your resume written, you’ll want to modify it each time you send it off. From the job description and from the company’s literature or Website, pull some of their words and jargon and incorporate them into your resume.
Finally, consider adding some kind of summary at the top of your resume. You could use a keywords section, a job title, or a qualifications summary… something that a hiring manager will see from a quick scan of your resume.
And please do not forget that looks and writing matter. Make the resume attractive and avoid all grammatical errors. Do not use a template, but instead create your own format or borrow one from a resume you find attractive. And whenever possible, have someone proofread your resume before you send it out.
For more help with resumes — from articles to tutorials, samples, and more — go to this section of Quintessential Careers: Resume and CV Resources for Job-Seekers.
Need help with your resume, cover letter, or other career-marketing document? Order today from Quintessential Resumes and Cover Letters, powered by About Jobs Resume Writing Service.
Jimmy Sweeney, president of CareerJimmy and author of the www.Amazing-Cover-Letters.com, advises “If you have not been called for an interview, about 10 days after you mail your cover letter, pick up the phone and call the hiring manager directly.” Says Sweeney:
Ask for an in-person interview in a friendly, straightforward manner. Your enthusiasm will encourage the employer to consider your request seriously.
Need help with your resume, cover letter, or other career-marketing document? Order today from Quintessential Resumes and Cover Letters, powered by About Jobs Resume Writing Service.
This posting is a guest entry from the Career Doctor, Randall S. Hansen, PhD:
Amy writes:
I am writing my first resume and I am using your web site for information in
doing so. I have 7 years of experience and 3 employers on this resume.
I was at my first job 5 years and had 3 positions while I was there.
I know my whole date of employment with that employer, but I don’t know the exact dates that I went from 1 position to another. I only have estimated dates. How do I put estimated dates on a resume? I have been looking at sample resumes, and I haven’t seen any with my situation. All of this will make my resume about 1.5 pages. Is that too long? I tried to cram it on 1 page, but the only way was to crowd it and put the type as small as 9 pt., and it was hard too read at 9 pt. Please give me your feedback.
The Career Doctor responds:
First, kudos for thinking ahead and perfecting your resume before you jump back into the job market. A resume of more than one page is fine for someone with seven years of experience. A one-page resume that uses non-existent page margins or tiny type will just not get read.
As for content… First, remember that it’s perfectly fine to develop a generalized resume, but once you identify prospective jobs and employers, you’ll want to customize your resume using the employer’s words and highlighting the experience they seek.
In terms of describing your experience with your first you have two choices. In the first approach, you list all three positions within the same company, using the company as an umbrella. In the second approach, which is favored by my partner Katharine Hansen, you list each job separately, which gives more weight to each position. I also tend to favor the second approach. And if you are unsure of your dates or exactly how to list them, contact the human resources department of the company, thus the dates on your resume will match their records in case a prospective employer calls to check.
Finally, some general resume rules to remember:
- Customize your resume to each position and employer.
- Focus on accomplishments, not duties.
- Design an attractive resume using normal fonts, sizes, and page margins.
- Provide as much contact information (phone, cell, e-mail) as possible.
- Avoid all errors, especially misspellings and typos.
- Keep your resume factual.
- Never include salary information, supervisor’s names, or references on your resume.
For more tips on resume-writing, including samples, go to this section of Quintessential Careers: Resume and CV Resources for Job-Seekers.
Need help with your resume, cover letter, or other career-marketing document? Order today from Quintessential Resumes and Cover Letters, powered by About Jobs Resume Writing Service.
This posting is a guest entry from the Career Doctor, Randall S. Hansen, PhD:
Nancy writes:
Do you have any suggestions on how to explain/validate long periods of professional work gaps in a resume? I am a stay-at-home mother and need some convincing and creative ways to describe this recent position on my resume. I would appreciate any input.
I know I risk the wrath of some of the women reading this blog, but I don’t really like to see resumes that under experience list something cute, such as “Household Manager” or “Domestic Coordination Specialist,” as job title for women who stay at home to manage their households and parent their children. Of course, with a traditional chronological resume, if you don’t list something for when you stayed at home, you will have huge gaps between jobs.
So, you really have three options. First, you can take the approach listed above and make your time at home a category under experience. And while I realize there are many responsibilities involved — I was fortunate enough to be a stay-at-home dad for a few months a long, long time ago — I still don’t think, from an employer’s prospective, that it qualifies to go in this section.
Second, you can consider experimenting with reorganizing your resume into a chrono-functional or hybrid resume that is organized around skills clusters (such as communications, leadership, organizational, etc.) rather than specific jobs and experience. Unfortunately, this style of resume is a bit on the outs right now because employers fear you are hiding something by taking this approach.
Third, you can look beyond your household and compile all the volunteering, freelancing, or other part-time or educational experiences you may have had and use those to show that you were still using and perfecting your skills.
Remember that the goal of your resume is to get your foot in the door — to get you that job interview — and once in the interview, you can decide how to position yourself — your experiences, skills, and accomplishments — in order to sell the employer on your candidacy.
Learn more about mastering resumes by using one of more of the excellent resources found in the Resume and CV Resources section of Quintessential Careers.
Need help with your resume, cover letter, or other career-marketing document? Order today from Quintessential Resumes and Cover Letters, powered by About Jobs Resume Writing Service.
Why would you went to employ storytelling in cover letters — or indeed in any part of your job search?
Cover letters offer job-seekers great latitude to tell stories because letters are quite compatible with the narrative form.
In a cover letter, you can engage the employer, make an emotional connection, show results, and become instantly memorable by including at least one paragraph in the form of a powerful story. Not all employers read cover letters (about a third don’t),
but those who read, do truly read the letter, unlike the resume, which they almost always skim.
Quintessential Careers’ article on integrating stories in cover letters details the types of stories you can tell in a cover letter and provides examples of how to tell them. The article is excerpted from the book Tell Me About Yourself: Storytelling to Get a Job and Propel Your Career, releasing April 1, 2009.
Types of stories you can tell in a cover letter:
- Stories of early interest in your career path and determination to reach your career goal.
- Stories that depict your motivation, enthusiasm, and passion for the job you seek.
- Stories describing specific projects you’ve led or collaborated on, including results.
- Stories detailing problems you’ve solved for your employers.
- Stories describing other accomplishments and successes.
- Stories that reveal your personality.
- Stories describing long-term interest in, knowledge of, and admiration for the organization you’re targeting.
- Stories that describe how well you fit in with the organization’s culture, values, and mission.
- Stories — for new graduates — of how your education has prepared you for the targeted job.
- Stories that touch the heartstrings.
- Stories to back up your claims about yourself.
- Stories that tell how you are uniquely qualified for the targeted job.
- Stories that capitalize on networking contacts.
- Stories to explain unusual or potentially negative situations.
- Stories to explain a career change.
- Future stories that address employer needs and challenges and tell how you would address those issues.
Need help with your resume, cover letter, or other career-marketing document? Order today from Quintessential Resumes and Cover Letters, powered by About Jobs Resume Writing Service.
This posting is a guest entry from the Career Doctor, Randall S. Hansen, PhD:
Lynn writes:
I have recently made a slight shift in my job field. I was an administrative assistant for more than six years and now I am working in the Accounting Department. How do I reflect the change in duties from administrative assistant to (I don’t really have a title now)…accounting. I have been doing this for only a month, but I recognize that the pay is better on this side of the fence. Some of my daily functions parallel what I was doing in my previous position. However, I want to show progression on my resume without looking like I job hop.
I am a very big proponent of keeping one’s resume current. You never know, especially in the current economic and corporate climate, when you’ll be in a situation where you need to have your hands on an up-to-date resume. So, I laud your efforts.
And when you get promoted (or transferred) within your current employer, that’s not job-hopping. In your case, it shows that your employer values your work enough to expand your job responsibilities.
You really need a job title, so you should either ask for a new one — or suggest one to your boss. Once you have the new job title, you can show the progress from administrative assistant to the new position on your resume.
While it may be a bit too early in your new position to identify some of your key accomplishments, remember that whenever you are describing jobs on your resume you should try and identify quantifiable accomplishments rather than list duties or responsibilities. Employers want to know how you made the job your own — and how you excelled in it.
You can find some great advice on writing a powerful resume — in the form of articles and tutorials — in the Resume Resources section of Quintessential Careers.
Need help with your resume, cover letter, or other career-marketing document? Order today from Quintessential Resumes and Cover Letters, powered by About Jobs Resume Writing Service.
The third paragraph of a cover letter should fill in the blank in this sentence, says Deborah Brown-Volkman in an article on Quintessential Careers: “Here are relevant examples of what I have done that match with what you are looking for…”
“In this paragraph, discuss your accomplishments or highlights that you want to showcase or have the employer locate quickly,” advises Brown-Volkman. “Bullets work well in making your accomplishments easy to read.”
Need help with your resume, cover letter, or other career-marketing document? Order today from Quintessential Resumes and Cover Letters, powered by About Jobs Resume Writing Service.
The second paragraph of a cover letter should fill in the blank in this sentence, says Deborah Brown-Volkman in an article on Quintessential Careers: “I like your company because…”
“In this paragraph, compliment the employer on what it has done right and what you admire about the organization,” Brown-Volkman says. “Sincere flattery goes a long way and shows that you have taken the time to get to know the employer in more detail.”
Need help with your resume, cover letter, or other career-marketing document? Order today from Quintessential Resumes and Cover Letters, powered by About Jobs Resume Writing Service.
Does your cover letter convey who you are and what you want quickly, or does it confuse the reader? That’s what Deborah Brown-Volkman asks in an article on Quintessential Careers.
“A cover letter is a document that introduces you and your resume to potential employers, Brown-Volkman writes. “It is your opportunity to give employers a good look at yourself, your credentials, and your background. In many cases, it is the first thing an employer sees (because it goes in front of your resume), so expect it to make your opening impression.
“Cover letters can do more than simply introduce you. They can give an employer a more in-depth view of who you are and what you will bring to the table.
“The ideal cover letter is focused, professional, and well-written. While the hiring decision-maker is reading your cover letter, he or she is deciding if it makes sense to continue onto your resume. If you cannot make your cover letter great, then the employer has no reason to believe you will do great work for them either,” Brown-Volkman cautions.
Need help with your resume, cover letter, or other career-marketing document? Order today from Quintessential Resumes and Cover Letters, powered by About Jobs Resume Writing Service.
This posting is a guest entry from the Career Doctor, Randall S. Hansen, PhD:
Anonymous writes: If I am 40 years old. Should I leave my high school off my resume and just keep the college and special education? Or should I keep the name of the high school and just leave the year graduated off? Thanks.
I have a former student — a college graduate — who was valedictorian of her high school. Quite an accomplishment — years ago — but no one cares about it anymore, yet she still clings to it on her resume (partly because her college career was less than stellar). Even in her case, I recommended removing the high school stuff as soon as she was a college student.
So, here’s the rule. If you made it into college, one can assume that you completed your high-school education in some fashion, so drop it off your resume. Why should you waste precious space on your resume on an accomplishment that is inconsequential to most employers. Note to non-U.S. job-seekers: The norm for curriculum vitaes in many countries outside the U.S. is to list your high school education, but if you’re applying for a job in the U.S., leave it off.
Why are you clinging to that high school degree? Take it off your resume!
But, you also raise an interesting question for all older job-seekers — we baby boomers and older job-seekers. At some point — probably in your 40s — I would remove dates from college degrees as a preemptive strike against the possibility of age discrimination. (Be careful, though, as some employers, and especially recruiters want to see all dates from college on.) While you’re a little young to be worrying about age discrimination, others might be interested in our growing section of Job and Career Resources for Mature and Older Workers.
Need help with your resume, cover letter, or other career-marketing document? Order today from Quintessential Resumes and Cover Letters, powered by About Jobs Resume Writing Service.
This posting is a guest entry from the Career Doctor, Randall S. Hansen, PhD:
Tad writes: What if your job doesn’t involve numbers, dollars saved. I’m a security officer. How do I write a compelling resume?
But now you have to take that understanding to the next level, because you can quantify and showcase your accomplishments in just about any job. For example, can’t you quantify the number of hours, days, weeks, etc. without incidents; the number of hours of training and professional development; the number (and types) of security devices/technology you’ve mastered; number of security investigations successfully closed; commendations (or other records of achievement) you have received.
There are really two keys to writing successful resumes and cover letters. The first key, as you know, is stating your accomplishments (rather than job duties). For an in-depth review of this issue, please read our article, For Job-Hunting Success: Track and Leverage Your Accomplishments.
The second key is researching and using job-specific keywords in your resumes and cover letters. Employers are increasingly turning to keywords to conduct searches of resume databases, and if your resume doesn’t contain those keywords the company is using, then you are pretty much dead in the water. So, how does a job-seeker know what keywords to use on his or her resume? Good question. The quick and dirty answer is that you need to study job postings and job descriptions and find the pattern of words employers use and then be sure to insert them into your resume. The longer — and better — answer is to read the very detailed article (and sidebars) from my partner, Katharine Hansen, published on Quintessential Careers: Tapping the Power of Keywords to Enhance Your Resume’s Effectiveness.
Need help with your resume, cover letter, or other career-marketing document? Order today from Quintessential Resumes and Cover Letters, powered by About Jobs Resume Writing Service.
Jimmy Sweeney, president of CareerJimmy and author of the Amazing Cover Letter Creator, asserts that a post-interview cover letter (also known as a thank-you or followup letter) moves job-seekers to the top of the “must consider” list.
Sweeney notes that few job-seekers take time to express their gratitude in writing, so those who do are bound to stand out.
“A simple ‘thank you,’ ‘I appreciated our meeting today,’ or ‘I’m grateful we had a chance to get together,’ can draw the line between getting hired and being ignored,” Sweeney says.
Sweeney points out that “your follow-up letter will also reveal the kind of person an employer would like to hire — someone who is thoughtful, other-centered, and caring. You have only one chance to make a great first impression—and a lasting one!
He notes that mail addressed to a specific person in the sender’s handwriting will be opened first.
Here is an example of Sweeney’s suggested clear and precise post-interview cover letter that hits the mark:
Dear [specific name of ] Hiring Manager:
I really enjoyed meeting you today. Thank you so much for making time for me. I appreciated the tour of your facility, meeting some of your colleagues, and having a chance to see the department where the new candidate will work. It was very kind of you to invite me to explain why I feel I am the best-qualified person to fill the job opening. Your humor and good eye contact put me at ease. I know I’d like working for your company very much. I felt right at home. Please call if you’d like me to return for a second visit. Give me a date and time that work for you and I’ll be there. Again, thank you for meeting with me this afternoon.
Sincerely yours,
Fiona (or Foster) Follow-Up
Jimmy Sweeney is the president of CareerJimmy and author of the Amazing Cover Letter Creator. Jimmy is also the author of several career related books and writes a monthly article titled, “Job Search Secrets.”
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This posting is a guest entry from the Career Doctor, Randall S. Hansen, PhD:
Anonymous writes:
How do I explain to a potential employer that I was let go from my job after committing an honest mistake that I did not realize there was a policy on?
The Career Doctor responds:
Let me begin by stressing the importance of not raising this issue — ever — but especially not in your cover letter or resume. (And yes, we often come across these odd admissions.) Even in the interview, let the employer ask you why you left your last job.
Once the issue has been raised, the best answer is always the truth. Admit that you made a mistake — and, more importantly, show how you have learned from that mistake.
Read my article, Getting Fired: An Opportunity for Change and Growth.
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"Your goal as a job-hunter is to land an interview, not bury the employer in a vocabulary
landfill," notes Jimmy Sweeney, president of CareerJimmy and author of the Amazing Cover Letter Creator. "Keep in mind, these men and women are just like you and me. They sleep and eat, go to work, play with their kids on the weekends, and catch a movie or read a book in their free time. And they want to keep their job by filling job slots in their company!"
Sweeney advises job-seekers to communicate clearly, concisely, and courteously. Employers "will not only appreciate you but will want to meet you in person because you are such a rarity," he says.
Sweeney recommends that cover-letter writers, "let your personality shine. Speak to the employer as you would a good friend. In short, be yourself."
Here's the kind of language Sweeney advises:
After reading the description of the job you want to fill, I felt as though it was meant for me. Everything you want in an employee rings true for me. I have experience and expertise as a restaurant manager and special culinary skills that will allow me to oversee the chefs as well as the restaurant workers. I would love the opportunity to meet in person for an interview. I am available for the next two weeks. The best phone number to reach me at is 555-555-1212.Thanks in advance, I look forward to it.
Here's the kind of language he disdains:
Pursuant to attached resume, you will see my qualifications to turn around your ailing business. Chief among my outstanding characteristics is my ability to codify and quantify the statistics that have lowered your overall performance during said year. Should you decide to meet with me in person, and I trust you will, given my expertise, you will quickly discern that I have a penchant for disseminating information that is not recognized by the common employee and therefore. . .
"Can't you just hear the paper shredder warming up in the background?" Sweeney asks.
Sweeney suggests that you read your cover letter aloud. "Look at it. Search out those weedy words and grab them with the pruning shears. Rewrite until the words and sentences make you smile. If you want that job, ask for it clearly and politely -- with a dash of your unique personality. You increase the odds you will be rewarded with an interview as well as the job you're fighting for.
Jimmy Sweeney is the president of CareerJimmy and author of the Amazing Cover Letter Creator. Jimmy is also the author of several career related books and writes a monthly article titled, "Job Search Secrets."
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This posting is a guest entry from the Career Doctor, Randall S. Hansen, PhD:
Anonymous writes:
Two of my previous employers have had name changes since I last left their company. Should I use the new name on my resume or the old one?
There is a very simple protocol for handling company name changes on your resume. Simply put the current name of the company, and then, in parentheses and in smaller type, put the name of the company when you worked there. So, for example, Bank of America (formerly NationsBank).
Make sure you follow all the other rules of resume-writing. Take a quick overview with Quintessential Careers: Resumes Do’s and Don’ts, or go for a more detailed review by using Quintessential Careers: Resume Tutorial.
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This posting is a guest entry from the Career Doctor, Randall S. Hansen, PhD:
Veso writes:
If I use a professional name, instead of my real name, which name should I include on my resume and cover letter?
If you are known in your industry by your professional name, then you should use it on your resume and cover letter. There’s no sense trying to explain it or confusing the potential employer with multiple names.
Obviously, when the time is right — certainly when you are completing hiring papers, you will need to use your real name.
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This posting is a guest entry from the Career Doctor, Randall S. Hansen, PhD:
Michelle writes:
I recently was let go from my position at my office due to financial reasons. How do I start off a cover letter letting the employer know this information in a positive manner? I just need some advice on how to construct the first part of the cover letter and I did not see that on the website. Hope you can help and thank you for your time.
The Career Doctor responds:
Repeat after me — again and again — never ever put any kind of negative information in your cover letter, resume, or any other job-search materials. The time to address any of these negative issues — such as being fired — is in the job interview ONLY after the employer raises the issue.
Your cover letter is the job-search tool that sets the tone for you as a job-seeker and provides the critical first impression for the employer. How positive an impression is the prospective employer going to have if your opening paragraph states, “although I was recently let go from my previous job because the company was having financial difficulties… ” The employer is going to stop reading before he/she even gets to the end of your sentence.
But you are not alone. In the thousands of cover letters I have seen over the years, it is absolutely amazing the kind of negative information job-seekers put in their cover letters. Perhaps they mistakenly think that full disclosure is necessary. Or perhaps because professionals stress being truthful, they think this means they need to fess up to all prior mistakes.
Please remember a cover letter is a marketing document. Its sole purpose is to entice the hiring manager just enough to review your resume. It’s then the resume’s job to verify that you are worthy of getting an interview for the open position.
If your cover letter is not focused, if it provides negative information, if it has typos or spelling errors, or if it has too little or too much detail, your resume will simply not get a look and your job prospects for the position are officially over.
Finally, let me once again stress that I am not saying to lie. I am simply saying do NOT disclose negative information (or even too much information) until the employer asks you about it. And at that point you need to put a positive spin on the negative information — but only then.
I believe you need to review two key resources. First, read my article about moving beyond after getting laid off: Getting Fired: An Opportunity for Change and Growth.
Second, take advantage of the all the tools and resources we offer in this section of Quintessential Careers: Cover Letter Resources for Job-Seekers.
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This posting is a guest entry from the Career Doctor, Randall S. Hansen, PhD:
Jacqueline writes:
I have a question regarding the closing, “Take Care,” at the end of business cover letters. Is that considered “less” professional than all the traditional closings?
The Career Doctor responds:
I consider “take care” as a bit too informal for traditional cover letters. I have seen it in email cover letters, and I find it a bit more acceptable there. When writing conventional cover letters, I would stick with the traditional closings: sincerely and cordially.
In the grand scheme of cover-letter writing, though, I think how you close the letter is of little consequence compared to the much bigger issues that I list below.
Key cover letter strategies:
- Addressing the letter to a named individual. Job-seekers must address the letter to a person — the hiring manager. And if you make the effort to get the name, make sure you spell it correctly. Do not write to the Human Resources department.
- The first paragraph must engage the reader and entice him/her to read more of your letter. Do not waste this opening paragraph with the typical boring one that many job-seekers use.
- The second and third paragraphs must show how well you fit the position you are seeking — as well as highlight key accomplishments. Focus on what you can do for the company rather than what the company can do for you.
- The last paragraph must state how you plan to follow-up the letter (usually with a phone call). Be sure to give a timeframe — and then be sure to do what you say you are going to do.
Finally, be sure also to avoid:
- Long (read boring) sentences and paragraphs;
- Letters longer than one page;
- Typos, misspellings, and grammatical errors;
- Simply rehashing/highlighting your resume
And remember to follow-up all cover letters with a phone call — showing your continued interest in the position and the employer.
Read more in this article published on Quintessential Careers: Don’t Make These 10 Cover Letter Mistakes.
And to find just about everything you ever wanted to know about cover letters, including numerous samples, go to the Cover Letter Resources section of Quintessential Careers.
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This posting is a guest entry from the Career Doctor, Randall S. Hansen, PhD:
Clyde writes:
When writing a cover letter, should I mention I had been laid off and/or include the reason for the layoff?
The Career Doctor responds: Never, never — never ever — include any negative information in your cover letter. Negative information immediately puts your cover letter (and entire application) into the trash.
You need to think of your cover letter as a sales document. Thus, talk only of the great things about you and how you are going to make a contribution to your future employer. Discuss what you can bring to the employer; discuss your key skills and qualities.
I suggest you take some time to go through a wonderful tutorial on cover letters. Go to the Dynamic Cover Letters Tutorial For Developing a Stunningly Effective Cover Letter. You’ll find more than 100 pages of advice, hints, and samples to help you create successful cover letters.
You might also want to read an article from my partner, Katharine Hansen: Cover Letter Success is All About Specifics.
And if you are more of a book person, may I now suggest that you obtain a copy of the 3rd edition of Dynamic Cover Letters.
Need help with your resume, cover letter, or other career-marketing document? Order today from Quintessential Resumes and Cover Letters, powered by About Jobs Resume Writing Service.
College students sometimes feel funny listing a degree on their resumes when they haven’t graduated yet. But if you list your degree with your graduation date, and the date is in the future, the employer will understand that you don’t yet have the degree. For example:
Bachelor of Science in Psychology, Rollins College, Winter Park, FL, May 2011.
However, you may feel more comfortable adding the word “expected” to the above:
Bachelor of Science in Psychology, Rollins College, Winter Park, FL, expected May 2011.
Read more in our Frequently Asked Resume Questions: A FAQ for College Students and New Graduates.
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This posting is a guest entry from the Career Doctor, Randall S. Hansen, PhD:
Bonnie writes:
I just read Getting Fired: An Opportunity for Change and Growth. You say that If you are fired in a job within 3 months you should not list that on your resume. Can you tell me why I should not list that employer?
The Career Doctor responds:
A resume is a critical marketing document that you construct to convince a prospective employer to invite you for an interview and then, ideally, offer you a job. It is not meant to be an all-inclusive document of your entire life, nor your entire work history.
A resume should ONLY contain the relevant information that is going to get your foot in the door.
If you were fired from your last job after only three months, but you had some amazing accomplishments and the work you performed is extremely relevant to the job you are seeking, then you can certainly consider including it on your resume.
That said, anytime an employer sees a short tenure on a resume it begs the question — why is this person looking for a new job after only such a short time on the job? And that means if you actually get the interview, you’ll need to be prepared to explain why you were fired.
Thus, unless the job is extremely relevant to the position you are seeking, it’s better to have an employment gap on your resume than have to explain why you were fired.
Get lots more resume tips, tools, and samples in the Resume Resources section of Quintessential Careers.
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College students often question whether they should list college coursework on their resumes.
- Probably not unless it contributes something different from what any other student in your major would offer an employer.
- You can also list coursework if you have very little else to include on your resume and need some padding.
- Note: It is better to list major course projects you completed rather than names of the classes themselves.
- Similarly, don’t list course numbers; they will mean nothing to readers outside your university.
Read more in our Frequently Asked Resume Questions: A FAQ for College Students and New Graduates.
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To ensure that your resume will be kept confidential, request as much in your cover letter. It also doesn’t hurt to display the word “Confidential” boldly at the top of your resume. Some job-seekers who don’t want current employer to know they’re in the hunt go so far as to list that employer by describing the organization rather than actually giving its name. Read more in our Frequently Asked Questions About Resumes: The Complete Resume FAQ.
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This posting is a guest entry from The Career Doctor, Randall S. Hansen
Mauro writes:
I read an article of yours — Resume Critique Worksheet for Job-Seekers — and found it very interesting. I have been applying for quite a few jobs recently and have not had much luck getting interviews, and I think this has a lot to do with my resume. I know it can be improved a lot and was wondering if you could provide me with some critique given your knowledge and experience. I sincerely appreciate any help you can provide.
The Career Doctor responds:
I’m sorry for your lack of job-searching success, but pleased that you have taken the time to analyze your situation and recognize that your resume is probably the problem. Anytime you are not getting job interviews, the problem generally lies with your resume or cover letter. (It could also be that you are applying for positions for which you are not qualified — or overqualified, but let’s assume that is not the case.)
I was kind of stunned recently when the results of a recent online poll revealed that almost 50 percent of business professionals thought their resume needed improvement. I can only imagine how high that percentage would be for all job-seekers.
Your resume is one of the most — if not the most — crucial career-marketing tool a job-seeker uses, and yet, as evidenced from the thousands and thousands of resumes I have seen over my career, many job-seekers just do not get either the importance of the resume or simply do not put the time in that is necessary to produce a resume that results in employer interest.
Sometimes, all it takes is some tweaking and minor adjustments, but other times, it is best to start from scratch. How do you decide? Get your resume professionally critiqued. If you are a college student or alum, go to your college’s career services office. Or, hire a professional resume writer (many will critique your resume at no cost). Or, even just ask some of the people in your network to critique for you.
Here are some suggested links for mastering the resume-preparation skills you need:
- Ten Easy Ways to Improve Your Resume
- Resume and CV Resources for Job-Seekers
- Resume Tutorials for all Job-Seekers
- Why
Hire a Professional Resume Writer?
A career change gives you the opportunity to sharpen the focus of your resume toward the new career or industry. Study ads and job postings in your desired new field, and frame your resume bullet points so that your skills and accomplishments in your current career can be seen as directly applicable to your new career. Use copious keywords that relate to your new career, and tailor your profile, headline, branding statement, or objective statement to your aspiration. Read more in our Frequently Asked Questions About Resumes: The Complete Resume FAQ.
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Our colleague, Barbara Safani of Career Solvers, wrote yesterday:
I recently sat in on a panel of staffing professionals representing such prestigious companies as Microsoft, Starbucks, and PacSun. One of the questions that came up in the audience was "Do you read cover letters?" All three representatives of these companies said they do not. But is this representative of most recruiters and hiring authorities? I decided to conduct my own informal survey and quickly realized that people's reactions to cover letters are all over the board. So here are my conclusions:
- Half the people you send your cover letter to will probably read it and the other half will not. Since you can never be sure who your audience is, it is best to cover your bases and send a cover letter. [Editor's note: Studies such as this one suggest the number is higher than half, but it's certainly true that not all recipients read cover letters.]
- A strong cover letter might distinguish you in a sea of mediocrity. Most people's cover letters fail to convey a message of value to the employer. But a strong cover letter can help you customize your resume and grab the attention of a hiring authority.
- A resume is fairly formulaic; a cover letter is not. Cover letters can be used to communicate interest, passion, and enthusiasm regarding a job opening. They are often used to build the initial rapport between the job-seeker and the employer.
- Specific action-oriented cover letters work better than generic ones full of fluff. Showcase strong accomplishments that are relevant to your reader and use metrics whenever possible to validate your competencies. Stay away from tired cover-letter phrases such as team player, strong communicator, or detail oriented. Hiring authorities assume you have these competencies. Leverage accomplishment statements to prove your success across these competencies.
You can contact Safani here.
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When you’ve held multiple jobs with the same employer, we recommend listing each position separately on your resume, as if it were a separate job, even repeating the name of employer and employer location each time. This approach provides more consistency throughout the resume and clearly shows your progression from job to job. It can also illustrate rapid promotions when the prospective employer sees short time periods between positions. Read more in our Frequently Asked Questions About Resumes: The Complete Resume FAQ.
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A job-search letter technique that can be effective during tough times is what Marky Stein, calls a “Q” or qualifications letter. “This document is a short letter that compares your qualifications with the employer’s requirements for the job,” writes Stein in the Career Journal portion of WSJ.com. “It’s brief and concise enough to catch the reader’s eye with highly relevant material within those first crucial seconds. When you compose a Q letter, list only those qualifications that you meet or exceed. Requirements that you don’t meet or exceed may be omitted from the letter. Q letters can be especially effective for qualified candidates who haven’t succeeded with traditional direct-mail methods,” notes Stein. See our version of a sample “Q letter.”
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Has this ever happened to you? You’ve been instructed to list your career accomplishments, and you can’t think of any. Or you’re asked in a job interview, “What accomplishments are you most proud of?” — and you freeze up. You know you have had accomplishments, but you just can’t dredge them up. The inability to come up with accomplishments happens to lots of job-seekers. We know because we ask our resume and cover-letter clients to list accomplishments as part of the process of preparing their job-search documents. Although we stress that accomplishments are far more important than duties and responsibilities, a surprising number of clients are unable to articulate beyond the day-to-day tasks they performed in their jobs. Accomplishments are the points that really help sell you to an employer — much more so than everyday job duties, and you can leverage your accomplishments for job-search success at all stages of the process: resume, cover letter, interview, and more. Find out more about why and how to use your accomplishments in our article, For Job-Hunting Success: Track and Leverage Your Accomplishments.
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A current trend in resumes is to use a branding statement, sometimes in combination with a headline.
A “headline” atop your resume usually identifies the position or type of job you seek.
A branding statement is a punchy “ad-like” statement that tells immediately
what you can bring to an employer. A branding statement defines who you are, your promise of value, and why you
should be sought out. Your branding statement should encapsulate your reputation,
showcase what sets you apart from others, and describe the added value you bring
to a situation. Think of it as a sales pitch. Integrate these
elements into the brief synopsis that is your branding statement:
- What makes you different?
- What qualities or characteristics make you distinctive?
- What have you accomplished?
- What is your most noteworthy personal trait?
- What benefits (problems solved) do you offer?
See a good discussion of branding statements and headlines, with samples, starting in this section of our e-book, The Quintessential Guide to Words to Get Hired By.
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One paragraph in your cover letter should discuss your accomplishments or highlights that you want to showcase or have the employer locate quickly, writes Deborah Brown-Volkman, president of Surpass Your Dreams, Inc. a career, life, and mentor coaching company. “Bullets work well in making your accomplishments easy to read.” Brown-Volkman suggests thinking of this paragraph as filling in the details of this sentence: “Here are relevant examples of what I have done that match with what you are looking for…”
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In the second paragraph of a cover letter, compliment the employer on what the organization has done right and what you admire about it, writes Deborah Brown-Volkman, president of Surpass Your Dreams, Inc. a career, life, and mentor coaching company. “Sincere flattery goes a long way and shows that you have taken the time to get to know the employer in more detail.” Brown-Volkman advises thinking about the phrase, “I like your company because…”
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A good cover letter should begin with the reason you are writing to the employer, writes Deborah Brown-Volkman, president of Surpass Your Dreams, Inc. a career, life, and mentor coaching company. For example: “I am writing to you today because…” In this section, Brown-Volkman advises, “state why you are writing to the employer. Where did you see the ad for the position, or who recommended you?”
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The ideal cover letter is focused, professional, and well-written, writes Deborah Brown-Volkman, president of Surpass Your Dreams, Inc. a career, life, and mentor coaching company. “While the employer is reading your cover letter, they are deciding if it makes sense to continue onto your résumé. If you cannot make your cover letter great, then the employer has no reason to believe you will do great work for them either.”
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If your name is hard to pronounce or it fails to clarify your gender, you may want to address the issue in your resume. Even if you’re well qualified, an employer may hesitate to phone you for an interview if he or she can’t pronounce your name or even doesn’t know whether to expect a male or female. For the difficult-to-pronounce name, include a phonetic pronunciation of your name in small type in the “letterhead” portion of your resume. Example: “Sally Hsieh (pronounced ‘Shay’)”For a unisex name, such as Lee or Dale, consider adding a courtesy title to your letterhead, as in “Ms. Lee Anderson” or “Mr. Dale Burns.” Especially consider adding a courtesy title if your name is almost always thought of as belonging to the opposite gender or if it is a non-English name, and English-speakers would not know whether to expect a man or a woman: “Ms. Michael Crane” “Mr. Jocelyn Smith.” You could also include a middle name that reveals your gender. Of course, you may consider your ambiguously gendered name an advantage and prefer not to reveal your gender (even though your gender will become obvious if you’re called for an interview). Read more in our Frequently Asked Questions About Resumes: The Complete Resume FAQ.
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Cover letters can do more than simply introduce you, writes Deborah Brown-Volkman, president of Surpass Your Dreams, Inc. a career, life, and mentor coaching company. “They can give an employer a more in-depth view of who you are and what you will bring to the table.”
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Request one action you want the employer to take, advises Jimmy Sweeney in his article for Quint Careers, the 7 Elements of a Highly Effective Cover Letter. For example: “I would really like the opportunity for a personal interview this week.” (You never know until you ASK)!
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Hiring decision-makers surveyed for the book,
Top Notch Executive Resumes identified this as one of their Top 30 Executive Resume Pet Peeves:
Resume does not list phone number, only an e-mail address, or has inappropriate e-mail address.
In the age of electronic submission, many candidates seem to think decision-makers will want to
communicate by e-mail only, but a phone number on your resume is an absolute must. Be sure to
include a daytime phone number as that’s when recruiters are most likely to call you. The recruiting
process often moves too rapidly for e-mail; recruiters prefer to call — and expect you either to answer
or call back without delay. Without a phone number, “I can’t call you,” said recruiter Alice Hanson, “and
most jobs I have on my desk need to be filed in 24-48 hours. I find a good candidate and can’t connect — it
drives me wild.” If employers can’t reach you very quickly, they’ll move on to the next person. They still
want to see e-mail addresses listed as an alternate contact method, however, and recruiters note a
surprising number of candidates who fail to provide sufficient contact information.
Your e-mail address must be professional. “I don’t want to know if you are ‘sokkerguy’ or ‘kittylover’ says Joe Briand, partner at The Clarion Group, Placerville, CA. “Use Yahoo or Gmail and get a professional-sounding address for your job search.” See all 30 peeves: executive resume peeves 1-10 in Part 1, executive resume peeves 11-20 in Part 2 and executive resume peeves 21-30 in Part 3.
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Keywords are crucial in resumes, but use keywords in your cover letters, too. Many employers don’t scan cover letters or include them in resume databases, but some do. And keywords in cover letters can be important for attracting the “human scanner.” If you’re answering an ad, tying specific words in your cover letter as closely as possible to the actual wording of the ad you’re responding to can be a huge plus. In his book, Don’t Send a Resume, Jeffrey Fox calls the best letters written in response to want ads “Boomerang letters” because they “fly the want ad words — the copy — back to the writer of the ad.” In employing what Fox calls “a compelling sales technique,” he advises letter writers to: “Flatter the person who wrote the ad with your response letter. Echo the author’s words and intent. Your letter should be a mirror of the ad.” Fox notes that when the recipient reads such a letter, the thought process will be: “This person seems to fit the description. This person gets it.” Learn more about keywords .
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Here’s a quick rundown of what your cover letter should entail, says the Career Doctor, Randall S. Hansen, PhD.
First, the length. Always err on the side of being brief, so no more than one page, and really about four paragraphs total. If it’s an email cover letter, it should be even shorter.
Second, the content. The first paragraph must engage the reader. Make it dynamic. Make it weave the reader into the rest of the letter. Don’t waste it with some boring formulaic sentence.
The second and third paragraphs give specific details that highlight your qualifications and your fit with the position and the organization; if possible, use some of the employer’s own words here. Your last paragraph should thank the reader and request an interview. You should also say you plan to follow-up the letter at a later date — you must be proactive. For the complete lowdown on cover letters, see our Cover Letter Tutorial.
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A cover letter sent to a company that may not have publicly advertised positions is called a cold-contact letter, explains Teena Rose in her article for Quint Careers, Optimizing Your Cold-Contact Cover Letter. You’re contacting the employer to introduce yourself with the hope that it may spark an interest and result in a warm lead (also known as an interview). For obvious reasons, a cold-contact letter will generate the fewest leads, so paying special attention to the content and adding a couple unique elements will increase your return rate. [To see an explanation of cold-contact letters and two other types of cover letter, see The Basics of a Dynamic Cover Letter.]
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Focus in your cover letter on what you can do for the employer, suggests Jimmy Sweeney in his article for Quint Careers, the 7 Elements of a Highly Effective Cover Letter.
How can you benefit the company specifically? Do a little research and relate this value-added simply and clearly in your letter.
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A cover letter sent to a company that may not have publicly advertised positions is called a cold-contact letter, explains Teena Rose in her article for Quint Careers, Optimizing Your Cold-Contact Cover Letter. You’re contacting the employer to introduce yourself with the hope that it may spark an interest and result in a warm lead (also known as an interview). For obvious reasons, a cold-contact letter will generate the fewest leads, so paying special attention to the content and adding a couple unique elements will increase your return rate. [To see an explanation of cold-contact letters and two other types of cover letter, see The Basics of a Dynamic Cover Letter.]
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Do you need more than one version of your resume? Most likely, yes. You may need more than one organizational format for your resume. See table below for the most common organizational formats.
We include functional and chrono-functional formats because they do have their uses, but we should note that purely functional resumes are the least common, least preferred by employers, detested by recruiters… and most Internet job boards do not accept this resume format.
Chrono-functional/hybrid/combination resumes can suit a variety of job-seeker needs, such as a diverse job history that doesn’t add up to a clear-cut career path and situations where the job-seeker has work experience that is related but not an exact link to the desired position. Job-seekers who have large employment gaps or many short employment stints prefer this format because it downplays employment history. This type of resume has been known to work for mature workers, career changers, and job-seekers with academic deficiencies or limited experience.
While the chrono-functional/hybrid/combination resume is more acceptable to employers than the purely functional format, some employers are unaccustomed to functional formats of any kind, finding them confusing, annoying, and a red flag that something is wrong in your background. At the very least, they will probably scrutinize a chrono-functional resume more closely to check for details and find the flaws that inspired the candidate to use this format. Some employers insist on knowing exactly what you did in each job. Recruiters/headhunters particularly disdain functional formats, so this approach should never be used if you are primarily targeting recruiters with your job search. Employers in conservative fields are not fans of functional formats, nor are international employers. Functional formats, even chrono-functional, also are not acceptable on many online job boards. In summary, the chrono-functional resume has very limited uses but can be a viable marketing tool if well done.
See our articles What Resume Format is Best for You? and Should You Consider a Functional Format for Your Resume?
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Adding a Postscript — a PS — to your cover letter — especially one that’s handwritten — is a great way to grab the employer’s attention.
Ideally, your postscript should encapsulate your Unique Selling Proposition — the one quality that you feel will inspire employers to hire you above all other candidates. See examples of cover-letter postscripts.
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Accomplishments are the points that increase reader’s interest in your resume, stimulate a request for a job interview, and really help sell you to an employer — much more so than everyday job duties. In a study by the former Career Masters Institute (now Career Management Alliance), content elements that propel employers to immediately discard resumes include a focus on duties instead of accomplishments, while documented achievements were highly ranked among content elements that employers look for.
Don’t isolate accomplishments in a section by themselves. Everything on your resume should be accomplishments-driven, and isolating accomplishments suggests that the other things you did in your jobs were NOT accomplishments. For more about how to identify your accomplishments, see our article For Job-Hunting Success: Track and Leverage Your Accomplishments and our Accomplishments Worksheet to help you brainstorm your accomplishments.
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One of the “Top 5 Reasons Why Job Hunters Fail” is “not writing a cover letter,” Robin Ryan notes in an article in her monthly newsletter.
“Human-resources managers state that cover-letter writing is becoming a lost art,” Ryan writes, “since job hunters think they can skip this step when they apply electronically.”
“A well-written cover letter has great power with employers and should always precede any resume sent. Open the letter with a powerful first paragraph that sums up the background, key strengths, skills and accomplishments you have to offer. Human-resource managers say that a good cover letter demonstrates your communication skills and can capture the interview,” Ryan advises. For an overall refresher on cover letters, see our Cover Letter Tutorial.
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A sharp focus is an extremely important resume element. Given that employers screen resumes for between 2.5 and 20 seconds, a resume should show the employer at a glance what you want to do and what you’re good at. In a study by the former Career Masters Institute (now the Career Management Alliance), employers wanted resumes to show a clear match between the applicant and a particular job’s requirements. A “general” resume that is not focused on a specific job’s requirements was seen as not competitive.
In a more recent study by CareerBuilder.com, 71 percent of hiring managers preferred a resume customized for the open position. Learn more in our article, FAKTSA: An Easy Acronym for Remembering Key Resume Enhancers
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We recently performed a Google search on our Quintessential Careers fax number to prove a point. We advise job-seekers to follow up with employers after sending out their resume and cover letter, but sometimes ads and job postings provide only a fax number, so you don’t even know what company you’re writing to, let alone the name of the hiring manager. But if you try entering the fax number into Google, as we did, there’s a good chance the name of the company will come up (as it did for the QuintCareers fax number), enabling you to further research the name of the hiring manager. You can also try reverse phone lookup feature at a site such as AnyWho. Employers will likely admire your resourcefulness if you can tailor the letter to their organization when only a fax number appeared in the job posting.
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Your resume must showcase your accomplishments, says the Career Doctor Randall S. Hansen. Employers like specifics. They don’t want to know you saved your former employer money; they want to know exactly how much money you saved. They want to know the exact size of the staff you managed, the amount you increased revenues, the level of customer satisfaction you delivered. Learn more in our Resume and CV Resources for Job-Seekers
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“I … think a personal approach in the search process is always the best,” said Norine Dagliano in the Q&A interview she did with Quint Careers. “The cover letter provides job-seekers an opportunity to ‘speak’ to the employer in their own words; to give the employer a little ‘window into their personality;’ to address the employer’s needs by describing specific contributions they are prepared to make. We don’t want to rewrite the resume for each job, but a well-constructed cover letter can expand upon the resume and bring to the employer’s attention the key selling points to be considered.”
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Many resumes are duties-driven when they should be accomplishments-driven. Job-seekers should, for example, NEVER use expressions like “Duties included,” “Responsibilities included,” or “Responsible for.” That’s job-description language, not accomplishments-oriented resume language that sells. After all, if you were an employer and wanted to run a successful organization, would you be looking for candidates who can perform only their basic job functions, or would you want employees who can make real contributions? In these days in which most resumes are placed into keyword-searchable databases, you won’t find employers searching resumes for words like “responsibilities,” “duties,” or “responsible for.” Learn more about these components in our article, FAKTSA: An Easy Acronym for Remembering Key Resume Enhancers
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What is a resume? It’s a document that tells prospective employers all about you — and why you would make a great employee — so you want to focus it on your strengths and accomplishments, as well as your education and work experiences. It is designed to help get your foot in the door, to help you get the job interview. Teen job-seekers do not need to have a resume when job-hunting, but if you want to stand out from the crowd, then developing your resume will do so. Think you know how to write a great resume? Take our quiz and find out!
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