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Student Guide > Writing a Winning Resume

WRITING A WINNING RESUME

A resume is an advertisement of the skills and qualifications you have to offer employers. Resumes are normally on one or two sheets of standard business-sized paper, and should include information about your qualifications - your work experience, education, and other facts that show you are a qualified candidate. Resumes for entry-level candidates should be one page in length. If you have five to ten years of work experience, a two-page resume is acceptable.

When you begin the job search you should approach it as a sales/marketing endeavor.... you will become a “product” and your resume will be your “advertisement” or “commercial.” When you send your resume in response to a job listing, you are notifying a group of potential customers (employers) of what you have to offer, and how you can be contacted.

Most employers spend about 60 seconds scanning your resume. For this reason, you need to arrange your information carefully in order of importance. Present your strong points first. Provide information that shows why and how you are qualified for the position you seek. Never put anything negative or weak on your resume. Although you want to present your information honestly, you also want to present it in a very positive manner.

A Word About Building Your Resume during Your College Experience
With the changes in today's economy, employers are placing greater emphasis on skills and experience. Most employers request a resume, showing current and past work experience and education, as part of the application process, regardless of the type of position or industry.

Internships and Co-op experiences offer an excellent way to gain work experience. Contact CS about possible internship opportunities. Many U of M students also work part-time while attending school; off-campus part-time jobs are available for viewing in our office (Wilder Tower 400).

Getting Started on your Resume
Resume writing is a process - plan to revise and edit your resume numerous times. Even when you think that your resume is completed, you will still see one more changes to make.

Consider how you will use your resume. Are you applying for part-time employment, an entry-level position, an internship, graduate school, or some other type of opportunity? Do you want to be an accountant, a teacher, a sales representa-tive, or a counselor? You must target your resume to the type of opportunity in which you are interested. A resume that is developed for a teaching position will not be effective when applying for a job in marketing. If you have several different career interests, you should develop a targeted resume for each of these areas. The targeted resume should demonstrate why you are qualified for that particular position. The only time you may want to consider using a more general resume is if you will be posting it on the Internet.

Gathering Information
Think about the information you wish to present to a prospective employer. A brainstorming exercise is often helpful. Make a list for yourself of all of the things that could be included on your resume. Write down your educational achieve-ments, relevant courses, honors and awards, internship and co-op experience, part-time and summer jobs, relevant professional experience, student activities, leadership positions, and any special skills such as fluency in a foreign language. Your brainstorming activity will help you create an effective resume. Once you have listed all of your information, you will be able to choose those things that best illustrate your qualifications for the opportunity that you are seeking.

Organizing Your Resume
You will also need to develop sections for your resume. Each section will have a title, called a heading. Think about what headings best fit the different items you listed during brainstorming. The section headings for each person's resume will be different. For example, if you are seeking a position in the computer field, you might use a "Computer Skills" heading. You could include your hardware/software/language skills and experience in this section. However, if you have no computer skills, and are not seeking a position that requires these skills, this heading would be inappropriate for you. Use only those headings that best present your qualifications. Some additional examples of headings include: Objective, Education, Experience, and Honors. Headings will be discussed in more detail later in this guide.

Formats
There are three different formats that are most commonly used for resumes: Chronological, Functional and Combination. An example of each of these formats is shown in the sample resume section of this guide. Most employers indicate a preference for resumes with a chrono-logical listing of experience and activities. However, combination and functional resumes may be appropriate for some candidates. Each resume is a unique document because it describes the unique experience of one individ-ual. If you are unsure of how to best organize your resume, make an appointment for advising with staff.

A Chronological Resume lists your experience in reverse chronological order by date of employment. Your most recent experience appears at the top of your resume, while your least recent experience is listed further down on the page. A chronological resume is usually the easiest format for an employer to read.

A Functional Resume may be preferable if you have no work experience. A functional resume lists your skills and abilities by skill set or "function." For example, you may have categories such as Computer Skills, Relevant Courses, Management Skills, Foreign Language Skills, Leadership Skills, and so forth. Many examples of functional resumes do not contain the names of specific employers or the dates of employment. You may want to include this information if you have ever been employed because some employers will not consider candidates who do not list their specific work history. Most employers like to see your work experience listed, even if it is not directly related to the position you are seeking.

Combination Resumes contain aspects of both the functional and chronological formats. The writer may begin with a summary of his or her skills and then provide a brief listing of his or her employment history in reverse chronological order. The combination format is sometimes useful for students with limited work experience or for experienced candidates who want to give employers a summary of their skills at the beginning of the resume.

Remember, the purpose of a resume is to present relevant information about your experience and qualifications in the most effective and concise manner, regardless of the format that you choose.

Resume Sections and Their Headings
This section contains a more detailed description of the headings you may want to consider using when writing your resume. Items in this section that are marked with an asterisk (*) are essential for a resume. Other items are optional categories that may help show your qualifications.

*Contact Information
Personal Identification Information is the first thing listed at the top of the page, and it includes your name, address, phone number(s), and e-mail address. Always include both your temporary and permanent addresses on your resume if you have both. Do not abbreviate this information unless space restrictions make it absolutely necessary. Also be sure to use a professional email address, your UofM email address is preferable.

You should not include your date of birth, marital status, height, weight, information about health, information about children, nor should you attach a photograph.

Career Objective
The career objective is normally the first item on your resume after your personal identification information. The objective is one of the most difficult parts of the resume to write, but it is also one of the most important parts of your resume. You will want to put considerable thought into your career objective. The objective gives your resume direction and credibility. It should give the employer some insight into the type of job you are seeking and the skills and qualifications that you have to offer. If you cannot think of an appropriate career objective, you may want to omit this section or consider including a summary of skills instead of an objective.

Many job seekers (especially first time job seekers) hesitate to write an objective, fearing it will lock them into a position. The main problem is that without some focus, an employer will not know what the job seeker wants to do professionally. Another, even more damaging result is that the employer may conclude the candidate lacks direction and motivation and eliminate them from the applicant pool.

Many people are capable of succeeding in more than one type of career opportunity. Remember that you should develop more than one resume if you are interested in applying for several types of positions. The more targeted your resume is to the needs of specific employers, the better your chances of being hired.

We have all seen the generic objective that is thought to be appropriate for EVERY profession and job in the universe. Avoid the generic objective at all costs. It may land your resume in the employer's recycling bin! Your resume, including your objective, should be an advertise- ment for what you have to offer, and should always be industry and positions specific. Some examples of appropriate career objectives are listed below:

· A Personnel Assistant position in the Human Resources department, utilizing knowledge of labor relations, wage/ salary admin-
istration and benefits.
· A position as a Staff Accountant utilizing an upcoming degree in accounting and proven work experience.
· An internship in Computer Programming where knowledge of COBOL, BASIC, C++ and Networks can be employed.
· To use Mechanical Engineering skills on both individual and team oriented projects with special emphasis on design, maintenance, and manufacturing applications.
· A challenging Sales Representative position where proven sales experience, a high energy level, and time management skills are used.

More Experienced Candidates can use a "Summary of Skills", "Summary of Qualifications", or "Profile" Section in place of the objective. This section should include information such as years of experience in the field and should highlight relevant achievements/skills.

*Education
Current students should place their education section immediately after their Career Objective or Summary of Skills. If you are an experienced candidate, you may wish to move your education section to the bottom of your resume. You should always place your strongest information closest to the top of your resume, whether that is your education or experience.

• Begin with your highest degree earned or in progress and work backwards. For example, you would list your Master of Science first, Bachelor of Arts second, and Associate of Applied Science third. If you have two degrees of the same level, list the most recent degree first. When listing your education information, you must include the following information:
• Full Name of Degree and Major (no abbreviations)
• Full Name of the Institution that granted the degree, as well as the city and state in which it is located ( no abbreviations)
• Date of graduation or expected graduation.

You may include your grade point average if it enhances your candidacy. Career Services recommends that you list your GPA any time that it is 3.0 or higher. You may wish to list your major GPA if it is higher than your cumulative GPA. However, you must specify which GPA you are listing so that when an employer checks your transcript, he or she will not be confused. An example is listed below.

Bachelor of Science, Major: Psychology
The University of Memphis, Memphis, TN
Expected, December 2004
Cumulative GPA: 3.75, Major GPA: 4.0

If you have earned a percentage of your college expenses, you may wish to mention it in the education section. High school information should not be included on your resume. A section entitled “Relevant Coursework” that follows or is part of your education section can highlight certain courses that demonstrate your knowledge of the field. This may be especially helpful to include if you lack experience in your field or are trying to demonstrate knowledge that is transferable from one discipline to another.

Awards/Honors
This section can include scholarships, academic awards, honor societies, Dean’s lists, and other honors and awards. If your honors and /or awards are academic in nature this heading fits well under “Education”, otherwise you may wish it to be lower on the page and in a section by itself.

If you have received an award or participated in an activity that cannot be identified easily by name, include a brief description of the criteria for the award. Everything on your resume should be clear to the reader at first glance and should not leave the reader wondering what you meant.

Memberships/Certifications
If you are a member of the professional group for your degree area or if you hold licensure or certification(s), be sure to mention it on your resume. This information should be listed in separate categories on your resume, titled “certifications” or “professional development.” The best place to list this information on your resume should be determined by how important professional memberships, licensure, and certifi-cation are in your particular field.

*Experience
The Experience section should begin with the most recent position held, and then list work experience in reverse chronological order. List the name of your employer, the city/state, the dates you were employed (months and years) and your job title. If you want to emphasize what you did rather than where you worked, you may choose to list your job title before the name of the company. Give details about your responsi-bilities and accomplishments. Discuss your initiatives, quantifying the results whenever possible. If you were promoted or took on additional responsibilities, note these facts on your resume. Strive to show increasing responsi-bility and upward movement in each position you describe. Career Services recommends that you use a bulleted list to describe your experience because it is the easiest format for potential employers to read. You should start each bulleted statement with an action verb.

Marketing Manager
Smith Company, Eads, TN, March 2004- present
· Promoted from Administrative Assistant to Marketing Manager.
· Manage a professional staff of 25 and oversee a departmental budget of $500,000.
· Serve as a corporate liaison to the American Marketing Association.
· Present marketing research at the Conference of Marketing Executives.

If you list positions that do not seem relevant to the job you are applying for, be brief about these positions, but do mention any transferable skills that could be useful in the position you now seek. To condense a series of non-relevant work experiences, you may want to use an inclusive time-block for various summer or part-time jobs, and state that details will be provided upon request.

Activities
Non-essential information can either work for you, or against you. Certain activities may be “ice breakers” or generate interest in your candidacy, or conversely could “subtract” from your credentials. Employers seek candidates who are well rounded with a variety of interests. Activities become especially important if you have little or no work experience. If you are involved in the community, participate in campus organizations or do volunteer work, be sure to mention these activities. Leave off activities that have nothing to do with your professional skills, such as baking cookies and needlepoint. Your activities section is a good place to demonstrate leadership and organiza-tional skills. Be sure to list any offices that you have held and projects that you have coordinated, along with the name of the organization and the dates.

When choosing which activities to list, you may want to avoid those things that may be considered controversial by some employers. Examples include political party affiliation, religious denomination, and organizations that may imply ethnic group, gender, disability, marital status, or other such information. Most individuals do not want to give employers infor-mation that could be used to discriminate against them. Other people believe that such information describes who they are as professionals and individuals and choose to list the information. These people believe that they would not want to work for an employer who would discriminate on the basis of organizational affiliation. The safest alternative is to leave the information off of your resume, although you will have to make the decision that you feel most comfortable with.

Layout and Design
Now that you've decided what information to include on your resume and what headings to use, you can focus on how to arrange the information on the page for maximum impact.

Most resumes are one page in length. However, if you are an experienced candidate, you may use a two-page format. If you use a second page, be sure that your name and "page 2" appear at the top of the page. Plan the amount of white space and type on the page carefully. Plan on doing three or four drafts of your resume to see what looks best. The use of design techniques can assist you in creating a visually appealing resume. Some recommended design techniques are as follows:

Design Techniques
· Upper Case Letters: Can be used for headings and titles that are important. Use upper case letters sparingly; overuse tends to diminish their effectiveness.
· Underlining: You may use underlining to emphasize an impressive accomplishment that is listed within the text of your resume. Use underlining sparingly.
· Indenting: Indenting can help organize the details included on your resume. The use of two levels of indenting is recommended. Use no more than three levels at the most.
· Bullets: Bullets are points of punctuation set in front of each item in a list. Bullets are a great way to list your accomplishments and responsibilities on the job. Career Services strongly recommends the use of this design technique.
· You should invest in good quality resume paper in white or ivory for your resume, reference sheet, and cover letters. Linen paper gives your resume the most crisp and professional look. Use a paper that is approximately 24-pound weight. Matching envelopes are often available.
· Use fonts between 10 and 14 points when designing your resume. Choose a font that is easy to read and looks attractive on the page. Times New Roman and Helvetica are examples of acceptable fonts.
· Remember that your most important information should be at the top of your resume. Never put anything negative or weak near the top of your resume.

Additional Categories
Depending upon the position for which you are applying, you may want to include additional categories on your resume that are relevant to the employer, and demonstrate specific skills and strengths. Consider including separate categories for computer skills, language skills and military experience if space permits. Remember that when describing language skills, you should indicate whether you are fluent or conversant, and whether you write and speak the language. Other categories may be included when they are relevant to the position you are applying for.

Resume Rules
· Always send a cover letter with your resume.
· Review and revise your resume as needed and be sure that your phone number is always current.
· Plan for a one-page resume.
· Use concise, positive phrases beginning with action verbs.
· Use indented and "bulleted" statements.
· Use quantities, amounts, and dollar values to enhance your job description.
· Edit, proofread, and spell-check for possible errors.
· Don't use a resume with a career objective different from the position for which you have applied.
· Don't list your sex, weight, health, or other personal irrelevancies.
· Don't include pictures.
· Don't put your resume in a fancy binder.
· Don't include street address of former employer.
· Don't list reference names on your resume (Exceptions: journalism and art).
· Don't explain unrelated information in detail.
· Don't state race, religion, marital status, or political affiliation.
· Don't use words such as "I", "me", or "my" in your resume.
· Don't use personal evaluations (such as "learned a great deal through this experience").

Resume Rules provided courtesy of Rhodes College Career Services.

Sending Resumes by Email
Many employers may request that you send your resume to them by email. Knowing how to do this properly will greatly increase your chances of getting an interview. Some employers may request that you send your resume as an attachment. However, the majority may request that you paste your resume into the email itself. Pasting your resume into the email ensures that anyone, regardless of what word-processing software he or she uses, will be able to read your resume. Make sure that you provide the information in exactly the manner the employer requests so that he/she will be able to review your resume quickly and easily.

Curricula Vitae
Vitae or curricula vitae (c.v.) are not the same thing as resumes, although many people use the terms interchangeably. Vitae are very detailed documents that are often multiple pages long and include an exhaustive listing of academic and research experience. Vitae are most often used in academe, publishing, and research instead of resumes. Sample categories included on many vitae include publications, professional presenta-tions, grants received, consulting experience, and research. The format for vitae differs among dis-ciplines. If you need assistance, contact Career Services or consult a faculty member within your discipline. For examples of vitas and entry-level resumes for any major refer to From College to Career by Donald Asher (1999), which is available in the Career Library. For executive level positions, consult Asher's Bible of Executive Resumes (1997).

Cover Letters
A cover letter should accompany resumes mailed to employers. A cover letter should always be created specifically for each employer. The purpose of the letter is to apply for the job, create a personal interest in you as a candidate, briefly emphasize or elaborate upon your qualifications and interest in the position, introduce the resume, and ask for a personal interview.

The cover letter allows you to highlight your experience, and to direct the employer’s attention to critical information. This letter is also your opportunity to demonstrate your written com-munication skills. If you have access to a detailed job listing or job description, make every effort to specifically discuss qualifications listed in the job description. Remember you are trying to match your abilities with the needs of the employer.

DO NOT draft a generic “To Whom It May Concern” cover letter, print up multiple copies, and use it for a mass mailing of resumes. Convincing a prospective employer of your sincere interest in the organization will be difficult if the letter is not addressed to the individual recruiter or if it appears to be a photocopy. Cover letters should be addressed to the appropriate person by name, title, address, and department or division. The letter should be one page, written in clear, concise, and business-like manner. Recheck your grammar, sentence structure, and spelling. Short paragraphs are suggested. Cover letters normally contain 3-4 paragraphs and do not exceed one page.

The first paragraph should explain why you are writing. You should identify the position you are applying for and how you learned about it. Summarize your strongest qualifications for the position. The first paragraph should serve as an attention grabber, a “hook” so to speak, making the reader interested and wanting to learn more about you. WetFeet suggests you use themes for your “hook,” for example…

Valid Admiration
“I’m impressed with the risks that Dell is taking by entering into the consumer electronics market…”

Linkage/Relationship
“Having graduated from the University of Memphis MBA program yourself, you can appreciate the marketable skills you gained in the time you were here…”

Favorable Referral
“Dr. Jones keeps telling me that I remind him of you when you were in the program. He suggested I drop you a line to introduce myself…”

Regardless of what “hook” you use, keep in mind that the cover letter is a tool to market yourself to the employer. This is the first impression the reader will have of you, make it a great one!

The second paragraph should outline your strongest qualifications in more detail and show how they match the position requirements. If you have a job description or a copy of the position advertisement, use it to write this paragraph. Provide specific examples to illustrate your qualifications. Back these examples up by referring to the resume you have enclosed.

The third paragraph is optional, but helpful to include if space permits. The third paragraph should include a description of your personal characteristics that are relevant to the job and enhance your candidacy. For example, you could discuss your motivation, organizational skills, and time management skills in this paragraph if there are important qualities in the position you are seeking. Relate your personal qualities to company values whenever possible.

The fourth paragraph is the conclusion of your cover letter. You should request an interview and let the reader know how to contact you. You may want to suggest that you will call at a specific time to further discuss your qualifications. This shows the employer that you take initiative and that you are interested in the position and allows you an opportunity to follow-up. Thank the reader for considering your qualifications. Here are a couple of sample conclusions:

“I realize your schedule is very hectic, so I would truly appreciate your spending a little time to talk with me. I will call you in a few days to set-up a time when we can discuss this opportunity in further detail.”
“I know how valuable your time is, so even a brief meeting to discuss the position would be much appreciated. I will check with your office in a few days regarding the appointment.”

Reminder: Keep the ball in your court! It is your job to follow-up with the employer and learn more about the opportunity. It is the first step to getting your foot in the door!

Note: You may wish to develop a basic letter as a guide and then personalize the letter for each employer. Make certain that you have the correct spelling of the person’s name and title. If you are uncertain of the specific name, call the company to find out who is managing the hiring for the position you seek. If you cannot find out the name, you may wish the salutation to read “Dear Human Resource Representative.” This should be done only as a last resort. A sample cover letter is shown on the next page.
Tips for Writing Effective Cover Letters
· Do write a specific person.
· Do demonstrate that you have company knowledge.
· Do show interest in the company in your cover letter.
· Do relate ways in which you can meet the company’s needs.
· Do use powerful words.
· Do use a laser printer when printing cover letters and resumes.
· Do limit your cover letter to one page.
· Do use standard business letter formatting.
· Do demonstrate strong written communication skills and attention to detail in your cover letter.
· Do make sure your letter is well worded and well organized.
· Do proofread and sign your letter.
· Don’t use a generic form letter.
· Don’t overuse the personal pronoun “I.”
· Don’t recycle everything that is in your resume: refer to your resume and use your letter to include additional pertinent information.
· Don’t use letterhead from your current employer to write your cover letter.

Tips for Writing Effective Cover Letters provided courtesy of Southern Illinois University-Carbondale Career Services.

Sample Cover Letter

1234 Someplace Street Memphis, TN 38116 July 23, XXXX Ms. Jane Doe Manager, Marketing Department Consumer Goods, Inc. 8910 Riverdale Road St. Louis, MO 63101 Dear Ms. Doe: It was a pleasure meeting you at the American Marketing Association Conference last week. After hearing your presentation on the trend-setting marketing initiatives at Consumer Goods, I felt compelled to find out more about your amazing company. While doing so, I was delighted to learn of the Account Executive position currently vacant in your Memphis office. Please find my resume enclosed in response to the advertisement in The Commercial Appeal on July 21, XXXX, for an Account Executive. The position appears to fit very well with my education and career interests. As my resume indicates my background has included various marketing experiences. As a part-time Sales Representative for the Daily Helmsman, I handled accounts for numerous departments on campus. In addition, I was responsible for the marketing of two major ad campaigns including Special Olympics and the Red Cross Blood Drive. Finally, during my internship last summer at Walt Disney World, I acquired superior marketing skills while assisting customers in various areas of the MGM studio. I know that CONSUMER GOODS is the leader in the industry. A recent article in the June 5th issue of Business Week indicated that your company continues to outshine the competition in the development of innovative marketing techniques, while maintaining responsiveness to your customers’ needs. I am extremely excited about the position at CONSUMER GOODS and believe that with my education and experience, I can make a major contribution to your company. I am certain that you will find my excellent work-ethic, dependability, initiative, and drive to be valuable to the overall mission of your company. I welcome the opportunity to discuss your needs and my qualifications in detail and will contact you the week of August 2 to see if we can arrange a meeting at your convenience. In the meantime, please feel free to contact me at 618-549-8069 if you have any questions or require any additional information. Thank you for your time and consideration. I look forward to talking with you soon. Sincerely, Nita Job Enclosure

KEY ACTION VERBS
Your resume must be action oriented in order to catch the reader's eye. Listed below are a few ideas to help you start each sentence or phrase on your resume with an action verb.
(List of Key Action Verbs provided courtesy of Rhodes College Career Services).

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PROFESSIONAL REFERENCES

Your resume may get you an interview, but your references will get you the job. Don’t underestimate the power of your references. They can be the difference in being hired or not, so don’t take them lightly. When choosing job references for your resume, careful consideration should be given. One bad, lukewarm, or incomplete reference could be the deciding factor between you and another qualified candidate.

Strong references are part of your overall marketing program to land a job. Many employers, both government and private will not allow their human resource personnel to give out any information on existing or former employees. This includes both positive and negative information. They are afraid of lawsuits.

Yes, there is a contradiction here. Employers want to check references but they will not always give them out. About the only information human resource departments will give is confirmation you once worked there. So you need to select your own references and try to include former supervisors.

In these difficult economic times, it pays to market yourself well. Be prepared with excellent references when your prospective employer requests them.

Tips On References:
· A good reference candidate is someone who has known you at least one year—preferably three. A reference list should include four or five of the following: Former/present supervisors, colleagues, subordinates, former professors, and professional colleagues from work-related associations or volunteer work. We recommend listing three to five references.

· Keep in mind that even if you don’t list a former employer as reference, they will be contacted and interviewed, which makes it a very good reason to include one or two on your list.

· A good reference candidate should be someone who bolsters and confirms the details of your resume and offers positive feedback regarding your work or educational skills and experience. Therefore, you need to personally speak to every reference you are going to use to make sure they are willing to give you a “glowing” recommendation. Do not use the name of individuals that you have not spoken to specifically. Confirm their phone number, address, and preferred method of contact. Provide them with your resume so they are up to date on all your qualifications.

· Professional references do not include clergy, family doctors, friends or relatives. Only previous employers and academic instructors should be used as a source of professional reference.

· Check your own references, when possible, to ensure their quality and enthusiasm. Remember you should choose those individuals who have enough knowledge to be able to give you a “glowing” recommendation and can sell you to employers.

List your references on a separate sheet of paper (same quality of paper as your resume) using the heading and format below:

REFERENCES
AIMEE REYNOLDS

Mr. John D. Green
Senior Bank Officer First Tennessee
1422 West First Street
Memphis, TN 38152
(901) 678-2230
djgreen@aol.com
(Former Employer)

Dr. Jewell Powell
Assistant Professor
The University of Memphis
Fogelman College of Business and Economics
Memphis, TN 38152
(901) 678-2213
jpowell@memphis.edu
(Faculty Member)