Writing Effective Resumes: Keeping It Real

Resume preparation continues to be among the most popular Business Writing Topics. There are obvious reasons for this, but chief among them is the understandable desire of job seekers to compose resumes that will actually help them secure a job interview.

That said, writing an effective resume calls for a certain amount of creative self-marketing; however, it is not uncommon for many resume writers to carry this to the extreme. Granted, job seekers should look for ways to enhance their attractiveness to prospective employers, but artificially beefing up a work background through “resume embellishment” is not an advisable tactic, especially in today's Business Climate.

The fact of the matter is that the most effective resumes are those that are logical, factual and defensible. And the best way to do this is by approaching resume preparation as one would approach any other kind of Business Writing, i.e., as a process that involves planning, drafting, editing and revision.

Start by gathering all relevant information about your work history. Be sure to accurately chronicle your background, but do not bog yourself down with too many details. Remember, a resume is a Marketing Tool, so stick with the highlights. There will be ample opportunities to elaborate on pertinent details during the interview process.

If you are highly experienced, concentrate on your most recent duties and accomplishments that are most relevant to the job you are seeking. For less experienced job seekers, focus on accomplishments through academics, public service, internships, or in part-time and summer jobs.

Of course, you will want to have your resume “shine”. However, this should be done by the way you organize and format things as opposed to overselling or being coyly vague in describing your our past duties, responsibilities, and accomplishments. Be mindful that in a competitive job market, it is tempting for job seekers to rationalize such dubious resume practices as necessary tactics for getting hired. Unfortunately, too many resume writers use this as an excuse for being outright untruthful.

The fact of the matter is that employers know how to evaluate resumes, and if a job seeker lies or distorts the truth about his or her background, it will probably be “sniffed out”. Aside from the ethical considerations, is it worth the risk of sabotaging your employment chances because of an over-hyped work history?

As you draft your resume, here are ten key tips to remember:

1. Keep your resume short and focused. Two pages is the norm, but three pages is not unusual for significantly experienced job seekers. On the same note, a resume longer than three pages is arguably too long and needs further editing. If you absolutely cannot distill things down, then consider preparing a "Resume Addendum" to be presented during the initial job interview.

2. State your job objective clearly and succinctly. If you are applying for a specific position, use that job title. On the other hand, if you are mass-mailing your resume to many prospective employers, use job titles that are descriptive and universal. As an example, “Customer Service Representative” is more meaningful than “A position that allows me to use my people skills in a challenging and dynamic work environment”.

3. Use action words to list your skills and accomplishments. Bullet points followed by such verbs as Managed, Devised, Created, Organized, Accomplished, etc. are much more apt to pique the interests of prospective employers than wordy sentences starting with “I”.

4. Edit out superfluous words and self-descriptors. Terms such as “Self-starter”, “Excellent Communicator”, “High Work Load Capacity”, etc. are basically boilerplate and have little impact. After all, what job seeker would not describe themselves in these terms, whether they are true self-characterizations or not?

5. Resist using fancy fonts, photos, or colorful paper. Keep things simple and easy to read. For paper resumes, white Bond Paper matched with a font such as “Courier” remains the standard. For on line resumes, follow the posting directions explicitly. As far as photos? Why should these matter?

6. Use a Chronological Format organized in descending order of job duties. Functional Resumes have merit, but these should only be used by job seekers who are changing careers or are applying for specialized jobs that are apart from the mainstream employment process, e.g. Performer, Artist, Freelancer, Explorer.

7. When posting your resume on an on line Job Service, be cautious. Obviously, these services have become popular and useful resources for job seekers. By all means avail yourself of these resources if you so choose, just be aware of where your posted resume may be going. If privacy is an issue for you, and it should be in these times, be aware that your resume may end up in places not of your choosing.

8. Do not include personal data outside of contact information. Resume items such as Marital Status, Health, Military Service, National Origin, etc. were once normal inclusions in resumes, but no longer, as this information can be potentially exclusionary in nature.

9. Only include "References On Request" if you actually have references. References can be important, but they must be secured first. If you do not have references, omit this item from your resume, but be prepared to address this issue later in the hiring process, if asked.

10. Be truthful and accurate. An embellished resume can be very transparent, and thus harmful to your employment chances.

Granted, luck and timing can play big parts in landing any position; however, savvy job seekers know from experience that good fortune and opportunity are often the by-products of planning and preparation.

In real terms, this means the start of most successful job searches begins with the careful writing or updating of your resume. As such, approach resume preparation as a process that takes planning, editing and revision. The preceding steps offer a logical guide through this process.

How To Write A Winning Resume: Quick Tips

Granted, luck and timing can play big parts in landing any new job; however, savvy job seekers know that good fortune and opportunity are often the by-products of planning and preparation.

That said, a successful Job Search should be viewed as a campaign, with specific steps and strategies designed to showcase your skills, talents, experience and potential value to an employer.

In practical terms, this translates into a lot of researching and networking for the job seeker. But what needs to be done first is the careful writing or updating of your resume. Careful, in this context, means approaching resume preparation as a process requiring diligence, objectivity, and a critical eye towards editing and revision.

When working through the resume-writing process, keep the following ten tips in mind:

1. State the job or career objective clearly.

2. List and chronicle relevant skills and experience.

3. Highlight major accomplishments with bullet points.

4. Start sentences with "action words" rather than "I".

5. Use a Chronological Format. Functional Resumes are best for career changers.

6. Verify all dates and account for any significant lapses in job history.

7. Avoid including personal data outside of contact information.

8. Omit "References On Request". Deal with references later in the hiring process.

9. No fancy fonts, photos, or colorful paper!

10. Edit and condense to two to three pages at the most.

As a final note, be mindful that a resume is a Self-Marketing Tool and not a personal biography. Paper and electronic resumes are inundating employers these days, so keep things short and focused. Do this by editing out extraneous boilerplate and any other information not germane to your job or career objective.

Resume Cover Letters

As any expert will tell you, a well-crafted Resume Cover Letter is often the difference between getting an interview and getting overlooked.

While most job seekers will expend a lot of time and effort in putting together a resume, many applicants treat Cover Letters as afterthoughts. In fact, sometimes Cover Letters are not written at all! Presumably these job seekers are of the mistaken opinion that a good resume makes a Cover Letter unnecessary.

But make no mistake about it, an effective Cover Letter complements a resume, and is thus an important and expected part of any job seeker’s application package.

Of course, a Cover Letter works best when it is tailored to a specific addressee or organization. That said, form letters should be avoided. While these are commonly used when mass-mailing resumes, be mindful that they are also apt to generate form letter rejections.

The first step in drafting an effective resume cover is to determine the type of letter you are writing, i.e., is it an application letter or a prospecting letter.

Application letters are used when responding to a job advertisement, or when a job seeker has knowledge that a particular vacancy exists. On the other hand, prospecting letters are used when a job seeker is networking and exploring job opportunities in one or more organizations.

In the next step, the job seeker needs to articulate answers to the following questions:

* What position am I writing for?
* What are my qualifications? (Experience, skills, training, etc.)
* What are my demonstrated achievements in like or similar positions?
* What personal work qualities do I bring to this position and employer?
* Does my resume support my stated qualifications for this position?

Once these questions are answered, the job seeker can begin the task of formatting the Cover Letter. Fortunately, there are many useful desktop and online resources available on this topic. As a starting point, the Related Links at the end of this Posting lists several useful and informative resources.

Your research will reveal that the following elements are common for all Resume Cover Letters:

* Salutation - Make sure you spell the addressee's name correctly and you use the proper title. If you are applying to a blind ad, use the P.O. Box Number or “Hiring Manager”.

* Reason for writing – See Step 1 above.

* Relevant experience, skills, or training - Summarize from the resume.

* Significant achievements - Describe with "action words" and be brief.

* Contact Information - Make it easy for the hiring company to reach you.

* Closing - Be enthusiastic and express gratitude for the consideration.

* Follow up plan - State how and when you will follow up (usually by phone call).

As with all Business Communications, make sure your Cover Letter is written clearly and persuasively. Keep in mind that you are writing a Marketing Letter for yourself, so be upbeat.

Finally, edit for brevity. For most job seekers, a one page Cover Letter will suffice; however, two pages is acceptable for individuals with significant work experience.

Resume Cover Letters: Quick Tips

Far from being a simple transmittal letter, an effective Resume Cover Letter serves as a reasoned and important complement to a resume.

That said, job hunters who treat Resume Cover Letters as afterthoughts are, in all likelihood, marginalizing their resumes and short-changing their employment chances. Simply stated, paring a good resume with a mediocre cover letter often leads to a quick rejection.

Preparing an effective resume involves planning, writing, and revision. But this same diligence also applies to preparing an effective Resume Cover Letter. As you draft your cover letter, keep the following quick tips in mind:

1. Determine the type of Resume Cover Letter you are writing, i.e., are you responding to a job ad or are you exploring job opportunities?

For job ads, the cover letter (and resume) should be focused on the particular experience, job specification, and skills outlined by the employer for the job in question.

When exploring job opportunities, the cover letter will be more general in nature, but it should still be focused on the types of jobs that are relevant for a particular industry or business. Do you homework!

2. Take time to reflect and answer the following questions:

*What position or type of position am I applying for?
*What do I have to offer this employer?
*Are my skills and experience what this company wants?
*Does my resume reflect the qualifications this company values?

3. Once you have answered the above questions, format your cover letter as follows:

*Salutation - Make sure you use the correct name and title.

For blind ads, use the listed P.O. Box Number. If posting your resume on an on line service, "Personal Profiles" are sometimes used in lieu of cover letters. As such, take the time to complete a thorough and up-to-date profile.

*Indicate your reason for writing - Refer to step 1.

*List your relevant experience, skills, training, etc. - Summarize from your resume.

*Identify your significant achievements - Describe with "action words" and be brief.

*Contact Information - Make it easy for the hiring company to reach you.

*Closing - Be enthusiastic and express gratitude for the consideration.

*Follow Up - State when and how you will follow up (letter or phone call).

In the end, think of a Resume Cover Letter as an advertisement for your resume. In other words, write a cover letter that will compel a prospective employer to read and evaluate your resume. Generic transmittal letters do little or nothing in this regard.

Responding To Job Offers

Congratulations! All the hard work you put into completing your resume and cover letter, as well as your interview preparation, has resulted in a job offer. Now what?

Obviously, this is great news and your first inclination may be to blindly accept; however, it is usually a good idea to take a little time to evaluate the offer before committing yourself.

Of course, in many small businesses employment offers may be made on the spot, with the job applicant either accepting or declining the job then and there. But even in these situations, job applicants should reserve the right to consider the offer.

In larger organizations, job candidates are usually notified of their selection by phone call, followed by a formal Job Offer Letter. You may accept or decline the offer by telephone, but it is generally best to defer your final decision until you get the offer in writing.

Once you receive a formal Job Offer, highlight the following information:

* The Position being offered. Is the Job Title for the same position you interviewed for?

* Verify that the salary offered is within the expected range.

* Review any listed conditions of employment such as physical exams, proof of citizenship, references, credentials, hours, travel, etc.

* Likewise, identify any condition you feel needs clarification.

When considering a job offer, be mindful that you are still in a job-seeking mode until you actually get on the payroll. As such, openly expressing uncertainty or unreasonably delaying your final decision may cause an employer to question your interest and commitment.

That said, this is not to suggest that you should feel obligated to automatically accept any job offer presented to you. However, by the time things progress to a formal offer of employment, most, if not all negotiable conditions such as salary, benefits, responsibilities, starting date, etc. will have been agreed upon or at least discussed in some detail during the interview process.

Nevertheless, in the event some conditions have not yet been “hashed out”, feel free to continue negotiating, but be cautious about renegotiating previously agreed upon conditions. (Such practices tend to antagonize prospective employers, and could result in the rescinding of the job offer.)

To avoid misunderstandings, it is recommended that you respond to job offers by both phone and letter. As previously stated, procedures in smaller companies may not be so formal, just the same, it is always a good idea to put things in writing.

In preparing your written response to a job offer, do the following:

* Format your response as a Formal Business Letter.

* Write clearly and keep things brief and to the point.

* State up front whether you accept or decline the offer. If you need additional time to consider the offer, give a firm date for making your decision.

* If you accept, summarize your understanding of the conditions of employment. Also, note any conditions that seem contrary to what was previously discussed.

* Verify job title, salary, and sign-on bonus (if applicable).

* List any remaining negotiable items, and state what you're asking for.

* Commit to a firm starting date, keeping in mind that if you are presently employed giving a two week notice to your current employer is customary.

* End your letter by expressing enthusiasm for the opportunity and your desire to get started.

Good Luck.