Creating Resumes and Cover Letters

You might see a hurdle to leap over. Or a hoop to jump
through. Or a barrier to knock down. That is how many people
think of resumes, application forms, cover letters, and
interviews. But you do not have to think of them that way. They
are not ways to keep you from a job; they are ways for you to
show an employer what you know and what you can do. After all,
you are going to get a job. It is just a question of which one.

Employers want to hire people who can do the job. To learn
who these people are, they use resumes, application forms,
written tests, performance tests, medical examinations, and
interviews. You can use each of these different evaluation
procedures to your advantage. You might not be able to make a
silk purse out of a sow's ear, but at least you can show what a
good ear you have.


Creating Effective Resumes and Application Forms


Resumes and application forms are two ways to achieve the
same goal: To give the employer written evidence of your
qualifications. When creating a resume or completing an
application form, you need two different kinds of information:
Facts about yourself and facts about the job you want. With
this information in hand, you can present the facts about
yourself in terms of the job. You have more freedom with a
resume--you can put your best points first and avoid blanks.
But, even on application forms, you can describe your
qualifications in terms of the job's duties.

Know thyself. Begin by assembling information about
yourself. Some items appear on virtually every resume or
application form, including the following:

* Current address and phone number--if you are rarely at
home during business hours, try to give the phone number
of a friend or relative who will take messages for you.

* Job sought or career goal.

* Experience (paid and volunteer)--date of employment,
name and full address of the employer, job title,
starting and finishing salary, and reason for leaving
(moving, returning to school, and seeking a better
position are among the readily accepted reasons).

* Education--the school's name, the city in which it is
located, the years you attended it, the diploma or
certificate you earned, and the course of studies you
pursued.

* Other qualifications--hobbies, organizations you belong
to, honors you have received, and leadership positions
you have held.

* Office machines, tools, and equipment you have used and
skills that you possess.

Other information, such as your Social Security number, is
often asked for on application forms but is rarely presented on
resumes. Application forms might also ask for a record of past
addresses and for information that you would rather not reveal,
such as a record of convictions. If asked for such information,
you must be honest. Honesty does not, however, require that you
reveal disabilities that do not affect your overall
qualifications for a job.



Know thy job. Next, gather specific information about the
jobs you are applying for. You need to know the pay range (so
you can make their top your bottom ), education and experience
usually required, hours and shifts usually worked. Most
importantly, you need to know the job duties (so that you can
describe your experience in terms. of those duties). Study the
job description. Some job announcements, especially those
issued by a government, even have a checklist that assigns a
numerical weight to different qualifications so that you can be
certain as to which is the most important; looking at such
announcements will give you an idea of what employers look for
even if you do not wish to apply for a government job. If the
announcement or ad is vague, call the employer to learn what is
sought.

Once you have the information you need, you can prepare a
resume. You may need to prepare more than one master resume if
you are going to look for different kinds of jobs. Otherwise,
your resume will not fit the job you seek.



Two kinds of resumes. The way you arrange your resume
depends on how well your experience seems to prepare
you for the position you want. Basically, you can either
describe your most recent job first and work backwards
(reverse chronology) or group similar skills together. No
matter which format you use, the following advice applies
generally.

* Use specifics. A vague description of your duties will
make only a vague impression.

* Identify accomplishments. If you headed a project,
improved productivity, reduced costs, increased
membership, or achieved some other goal, say so.

* Type your resume, using a standard typeface. (Printed
resumes are becoming more common, but employers do not
indicate a preference for them.)

* Keep the length down to two pages at the most.

* Remember your mother's advice not to say anything if you
cannot say something nice. Leave all embarrassing or
negative information off the resume--but be ready to deal
with it in a positive fashion at the interview.

* Proofread the master copy carefully.

* Have someone else proofread the master copy carefully.

* Have a third person proofread the master copy carefully.

* Use the best quality photocopying machine and good white
or off-white paper.



The following information appears on almost every resume.

* Name.

* Phone number at which you can be reached or receive
messages.

* Address.

* Job or career sought.

* References--often just a statement that references are
available suffices. If your references are likely to be
known by the person who reads the resume, however, their
names are worth listing.

* Experience.

* Education.

* Special talents.

* Personal information--height, weight, marital status,
physical condition. Although this information appears on
virtually every sample resume I have ever seen, it is not
important according to recruiters. In fact, employers are
prohibited by law from asking for some of it. If some of
this information is directly job related--the height and
weight of a bouncer is important to a disco owner, for
example--list it. Otherwise, save space and put in more
information about your skills.

Reverse chronology is the easiest method to use. It is
also the least effective because it makes when you did
something more important than what you can do. It is an
especially poor format if you have gaps in your work history,
if the job you seek is very different from the job you
currently hold, or if you are just entering the job market.
About the only time you would want to use such a resume is when
you have progressed up a clearly defined career ladder and want
to move up a rung.

Resumes that are not chronological may be called
functional, analytical, skill oriented, creative, or some other
name. The differences are less important than the similarity,
which is that all stress what you can do. The advantage to a
potential employer--and, therefore, to your job
campaign--should be obvious. The employer can see immediately
how you will fit the job. This format also has advantages for
many job hunters because it camouflages gaps in paid employment
and avoids giving prominence to irrelevant jobs.

You begin writing a functional resume by determining the
skills the employer is looking for. Again, study the job
description for this information. Next, review your experience
and education to see when you demonstrated the ability sought.
Then prepare the resume itself, putting first the information
that relates most obviously to the job. The result will be a
resume with headings such as "Engineering," "Computer
Languages," "Communications Skills," or "Design Experience."
These headings will have much more impact than the dates that
you would use on a chronological resume.

Fit yourself to a form. Some large employers, such as fast
food restaurants and government agencies, make more use of
application forms than of resumes. The forms suit the style of
large organizations because people find information more
quickly if it always appears in the same place. However,
creating a resume before filling out an application form will
still benefit you. You can use the resume when you send a
letter inquiring about a position. You can submit a resume even
if an application is required; it will spotlight your
qualifications. And the information on the resume will serve as
a handy reference if you must fill out an application form
quickly. Application forms are really just resumes in disguise
anyway. No matter how rigid the form appears to be, you can
still use it to show why you are the person for the job being
filled.

At first glance, application forms seem to give a job
hunter no leeway. The forms certainly do not have the
flexibility that a resume does, but you can still use them to
your best advantage. Remember that the attitude of the person
reading the form is not, "Let's find out why this person is
unqualified," but, "Maybe this is the person we want." Use all
the parts of the form--experience blocks, education blocks, and
others--to show that that person is you.

Here's some general advice on completing application
forms.

* Request two copies of the form. If only one is provided,
photocopy it before you make a mark on it. You'll need
more than one copy to prepare rough drafts.

* Read the whole form before you start completing it.

* Prepare a master copy if the same form is used by several
divisions within the same company or organization. Do not
put the specific job applied for, date, and signature on
the master copy. Fill in that information on the
photocopies as you submit them.

* Type the form if possible. If it has lots of little lines
that are hard to type within, type the information on a
piece of blank paper that will fit in the space, paste the
paper over the form, and photocopy the finished product.
Such a procedure results in a much neater, easier to read
page.

* Leave no blanks; enter n/a (for "not applicable") when the
information requested does not apply to you; this tells
people checking the form that you did not simply skip the
question.

* Carry a resume and a copy of other frequently asked
information (such as previous addresses) with you when
visiting potential employers in case you must fill out an
application on the spot. Whenever possible, however, fill
the form out at home and mail it in with a resume and a
cover letter that point up your strengths.



Writing Intriguing Cover Letters


You will need a cover letter whenever you send a resume or
application form to a potential employer. The letter should
capture the employer's attention, show why you are writing,
indicate why your employment will benefit the company, and ask
for an interview. The kind of specific information that must be
included in a letter means that each must be written
individually. Each letter must also be typed perfectly, which
may present a problem. Word processing equipment helps.
Frequently only the address, first paragraph, and specifics
concerning an interview will vary. These items are easily
changed on word processing equipment and memory typewriters. If
you do not have access to such equipment, you might be able to
rent it. Or you might be able to have your letters typed by a
resume or employment services company listed in the yellow
pages. Be sure you know the full cost of such a service before
agreeing to use one.

Let's go through a letter point by point.

Salutation. Each letter should be addressed by name to the
person you want to talk with. That person is the one who can
hire you. This is almost certainly not someone in the personnel
department, and it is probably not a department head either. It
is most likely to be the person who will actually supervise you
once you start work. Call the company to make sure you have the
right name. And spell it correctly.

Opening. The opening should appeal to the reader. Cover
letters are sales letters. Sales are made after you capture a
person's attention. You capture the reader's attention most
easily by talking about the company rather than yourself.
Mention projects under development, recent awards, or favorable
comments recently published about the company. You can find
such information in the business press, including the business
section of local newspapers and the many magazines that are
devoted to particular industries. If you are answering an ad,
you may mention it. If someone suggested that you write, use
their name (with permission, of course).

Body. The body of the letter gives a brief description of
your qualifications and refers to the resume, where your sales
campaign can continue.

Closing. You cannot have what you do not ask for. At the
end of the letter, request an interview. Suggest a time and
state that you will confirm the appointment. Use a standard
complimentary close, such as "Sincerely yours," leave three or
four lines for your signature, and type your name. I would type
my phone number under my name; this recommendation is not
usually made, although phone numbers are found on most
letterheads. The alternative is to place the phone number in
the body of the letter, but it will be more difficult to find
there should the reader wish to call you.



Triumphing on Tests and at Interviews


A man with a violin case stood on a subway platform in The
Bronx. He asked a conductor, "How do you get to Carnegie Hall?"
The conductor replied, "Practice! Practice! Practice!"

Tests. That old joke holds good advice for people
preparing for employment tests or interviews. The tests given
to job applicants fall into four categories: General aptitude
tests, practical tests, tests of physical agility, and medical
examinations. You can practice for the first three. If the
fourth is required, learn as soon as possible what the
disqualifying conditions are, then have your physician examine
you for them so that you do not spend years training for a job
that you will not be allowed to hold.

To practice for a test, you must learn what the test is.
Once again, you must know what job you want to apply for and
for whom you want to work in order to find out what tests, if
any, are required. Government agencies, which frequently rely
on tests, will often provide a sample of the test they use.
These samples can be helpful even if an employer uses a
different test. Copies of standard government tests are usually
available at the library.

If you practice beforehand, you'll be better prepared and
less nervous on the day of the test. That will put you ahead of
the competition. You will also improve your performance by
following this advice:

* Make a list of what you will need at the test center,
including a pencil; check it before leaving the house.

* Get a good night's sleep.

* Be at the test center early--at least 15 minutes early.

* Read the instructions carefully; make sure they do not
differ from the samples you practiced with.

* Generally, speed counts; do not linger over difficult
questions.

* Learn if guessing is penalized. Most tests are scored by
counting up the right answers; guessing is all to the
good. Some tests are scored by counting the right answers
and deducting partial credit for wrong answers; blind
guessing will lose you points--but if you can eliminate
two wrong choices, a guess might still pay off.

Interviews. For many of us, interviews are the most
fearsome part of finding a job. But they are also our best
chance to show an employer our qualifications. Interviews are
far more flexible than application forms or tests. Use that
flexibility to your advantage. As with tests, you can reduce
your anxiety and improve your performance by preparing for your
interviews ahead of time.

Begin by considering what interviewers want to know. You
represent a risk to the employer. A hiring mistake is expensive
in terms of lost productivity, wasted training money, and the
cost of finding a replacement. To lessen the risk, interviewers
try to select people who are highly motivated, understand what
the job entails, and show that their background has prepared
them for it.

You show that you are highly motivated by learning about
the company before the interview, by dressing appropriately,
and by being well mannered--which means that you greet the
interviewer by name, you do not chew gum or smoke, you listen
attentively, and you thank the interviewer at the end of the
session. You also show motivation by expressing interest in the
job at the end of the interview.

You show that you understand what the job entails and that
you can perform it when you explain how your qualifications
prepare you for specific duties as described in the company's
job listing and when you ask intelligent questions about the
nature of the work and the training provided new workers.

One of the best ways to prepare for an interview is to
have some practice sessions with a friend or two. Here is a
list of some of the most commonly asked questions to get you
started.

* Why did you apply for this job?

* What do you know about this job or company?

* Why did you choose this career?

* Why should I hire you?

* What would you do if... (usually filled in with a
work-related crisis)?

* How would you describe yourself?

* What would you like to tell me about yourself?

* What are your major strengths?

* What are your major weaknesses?

* What type of work do you like to do best?

* What are your interests outside work?

* What type of work do you like to do least?

* What accomplishment gave you the greatest satisfaction?

* What was your worst mistake?

* What would you change in your past life?

* What courses did you like best or least in school?

* What did you like best or least about your last job?

* Why did you leave your last job?

* Why were you fired?

* How does your education or experience relate to this job?

* What are your goals?

* How do you plan to reach them?

* What do you hope to be doing in 5 years? 10?

* What salary do you expect?

Many jobhunting books available at libraries discuss ways
to answer these questions. Essentially, your strategy should be
to concentrate on the job and your ability to do it no matter
what the question seems to be asking. If asked for a strength,
mention something job related. If asked for a weakness, mention
a job-related strength (you work too hard, you worry too much
about details, you always have to see the big picture). If
asked about a disability or a specific negative factor in your
past--a criminal record, a failure in school, being fired--be
prepared to stress what you learned from the experience, how
you have overcome the shortcoming, and how you are now in a
position to do a better job.

So far, only the interviewer's questions have been
discussed. But an interview will be a two-way conversation. You
really do need to learn more about the position to find out if
you want the job. Given how frustrating it is to look for a
job, you do not want to take just any position only to learn
after 2 weeks that you cannot stand the place and have to look
for another job right away. Here are some questions for you to
ask the interviewer.

* What would a day on this job be like?

* Whom would I report to? May I meet this person?

* Would I supervise anyone? May I meet them?

* How important is this job to the company?

* What training programs are offered?

* What advancement opportunities are offered?

* Why did the last person leave this job?

* What is that person doing now?

* What is the greatest challenge of this position?

* What plans does the company have with regard to...?
(Mention some development of which you have read or heard)

* Is the company growing?

After you ask such questions, listen to the interviewer's
answers and then, if at all possible, point to something in
your education or experience related to it. You might notice
that questions about salary and fringe benefits are not
included in the above list. Your focus at a first interview
should be the company and what you will do for it, not what it
will pay you. The salary range will often be given in the ad or
position announcement, and information on the usual fringe
benefits will be available from the personnel department. Once
you have been offered a position, you can negotiate the salary.
The jobhunting guides available in bookstores and at the
library give many more hints on this subject.

At the end of the interview, you should know what the next
step will be: Whether you should contact the interviewer again,
whether you should provide more information, whether more
interviews must be conducted, and when a final decision will be
reached. Try to end on a positive note by reaffirming your
interest in the position and pointing out why you will be a
good choice to fill it.

Immediately after the interview, make notes of what went
well and what you would like to improve. To show your interest
in the position, send a follow-up letter to the interviewer,
providing further information on some point raised in the
interview and thanking the interviewer once again. Remember,
someone is going to hire you; it might be the person you just
talked to.


If you are


-- involved in counseling others about job opportunities,

-- thinking about a career,

-- contemplating a career change,

-- involved in education planning,

-- involved in worker training, or displaced worker
retraining,

-- or simply interested in knowing about the world of work
and how it is likely to change, you should examine these
two job outlook publications:



Occupational Outlook Handbook


Probably the most widely used career resource; found in 9
out of 10 secondary schools. Updated every 2 years, it
describes what workers do on the job, where they work, how much
they earn, the training and education they need, and job
outlook for about 200 occupations.



Occupational Outlook Quarterly


It helps to keep you informed about changing career
opportunities, and provides practical, "how-to-do-it"
information on choosing and getting today's and tomorrow's
jobs.

If these publications aren't available in your local
public library or high school media center, you may want to
purchase them for your own use. Here's how to order:

Send orders to:

Bureau of Labor Statistics
Publications Sales Center
P.O. Box 2145
Chicago, IL 60690

or to:

Superintendent of Documents
U.S. Government Printing Office
Washington, DC 20402


Please Note:

Subscription orders and credit card orders must be sent
directly to the Superintendent of Documents.