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Appendix C
How to Write a Rsum and a Cover Letter

A rsum presents your experience and skills in brief written form. When
you apply for a job, you should have an up-to-date rsum that you can send
to a prospective employer or carry with you to an interview. Because the
quality of your rsum will often determine whether you are called for an
interview, it is worth your time to put together a good one.
Its a good idea to visit your colleges career services office, which usu-
ally provides handouts and other materials that will help you to create a
good rsum. You can also find rsum advice on the Web; however, make
sure the sponsor of the site is reputable (such as a college or university).The
Internet is also an excellent source of information about how to prepare for
an interview, how to dress, and other important considerations.
Another caution: Avoid the temptation to use a rsum-preparation
service. You are the only one who knows what you have done and why it is
important; you are therefore the only one who can best represent yourself
in a rsum. However, counselors at your colleges career services office may
provide coaching and advice on resume preparation, and its worthwhile to
seek their help if youre having trouble.
A cover letter is the letter you write to a prospective employer when
you are interested in applying for a position. Usually, you will send a cover
letter along with your rsum.

How to Write a Good Rsum

The following descriptive guide was written by Jill Lee, formerly coordina-
tor of career services at the University of Toledo Community and Technical
College. She was featured in a Profile of Success in the first edition of this
book.
The appearance of your rsum is very important. Use a good-quality
paper, and print copies of your rsum on a laser printer. Spelling and
grammar are also important. A spelling error or an obvious grammar error
may eliminate you as a job candidate, so proofread your rsum carefully.
Emphasize your positive qualities in your rsum, highlighting your skills
and accomplishments. Within each section, list the most recent information
first and then work back in time. For example, under Experience or Em-
ployment you should list your current or most recent position first, then
the one before that, and so on.

668
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APPENDIX C
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A competitive rsum must be concise and well organized. Prospective

employers spend an average of six to eight seconds deciding whether to give
a rsum serious consideration, so you should be brief and highlight your
skills and experience. Try to keep your rsum to one page. Think about
what skills and experience you have that would make your rsum stand out
to someone who is receiving hundreds of them.
A rsum should include the following categories of information. (See
the sample rsum on p. 672.)

1. Identifying Information
At the top of the page, put your identifying information: your full name,
address, telephone number (including your area code), and e-mail address
if you have one. Include your work number if its all right for someone to
contact you there. Its important to include a number where a caller can
leave a message. Each piece of information should be on its own line and
centered.

2. Career Objective
If you have a specific career objective, you can list it under this category. It
should be a clearly defined, short-term goal.

OBJECTIVE: To obtain a position as an engineering technician

OBJECTIVE: To obtain an accounting position

Make sure that your objective matches the career opportunities available at
the company you are sending your rsum to.

3. Education
Under Education, be sure to correctly identify your degree(s). Include the
date you received each degree, or your anticipated or expected gradua-
tion date. Under most circumstances, you should not include your high
school. Note: Associate degrees do not have an -s at the end of the word
associate.

B.A. in Communication, May 2004 (anticipated)

Associate of Applied Business/Science degree in Medical Technology,
May 2000

Under the appropriate degree(s), include the complete name of each school
you attended, along with the city and state where it is located.

The University of Toledo Community and Technical College, Toledo,

Ohio
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APPENDIX C
670 How to Write a Rsum and a Cover Letter

List any relevant additional information, such as grade point average (GPA)
if it was 3.0 or higher, deans list, honorary society, or other academic hon-
ors or awards.

4. Work Experience
List both paid employment and volunteer work or internships, focusing on
the experience that is most relevant to your career objective. If you like,
you can create both an Employment category listing paid positions and
a separate Related Experience section listing unpaid positions such as
computer-lab tutor, campus guide, or senior mentor.
Each entry in the experience section should include the following infor-
mation:

Title of position
Company name and location (city, state)
Dates of employment/experience

Summarize the positions youve held, and highlight your accomplish-

ments. Include all of the concrete skills and abilities you have developed,
particularly those skills relevant to your current career goals. Remember
that a rsum is not the place for undue modesty about your achievements.
You need to emphasize your skills to prospective employers. Tell an em-
ployer what you can do for the company or organization. Imagine a reader
who is asking the question, Why should I hire you? and provide reasons.
Use action verbs to describe your achievements.

Developed a proposal for marketing career services

Assisted with legal research
Analyzed reports and data and compiled results

5. Skills and Other Experience

List any special abilities and skills in this category, such as computer, budg-
eting, or math skills; language skills; telephone abilities; and equipment
skills. Dont skimp on this section. Brainstorm to make a list of everything
you can do. Then pare down your list to the skills that may be relevant to an
employer.
If you have participated in sports or community service or were a
member of a group that accomplished something noteworthy (such as
raising money for a cause, helping to save an historic building, or de-
veloping a guide for newcomers), list that experience. These activities
may show your teamwork, problem-solving, and leadership skills, among
other things.
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APPENDIX C
How to Write a Good Rsum 671

6. References
References are people who will vouch for you. They should be people who
have worked closely with you, such as former employers or instructors,
who you think will say positive things about you. Be sure to check with the
people you plan to list to make sure its OK to use them as references.
On your rsum, you may list the names, positions, companies, and tele-
phone numbers of your references, or you may simply write References
available upon request. If you state that references are available, make sure
you have people and contact numbers lined up.

7. Other Possible Headings

You may have qualifications or abilities that you want to include on your r-
sum but that dont fit neatly into any of the categories. Dont omit them;
consider adding categories to fit your qualifications, such as Special Train-
ing or Certifications. You want your rsum to include any information
that will strengthen your appeal as a potential employee.
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APPENDIX C
672 How to Write a Rsum and a Cover Letter

SAMPLE RSUM

Taylor E. Willey
2005 Garden Park Drive
Toledo, OH 43612
(419) 555-0622
[email protected]

CAREER OBJECTIVE To obtain a position as a legal secretary

EDUCATION Associate degree in Legal Secretarial
Technology, June 2003
The University of Toledo Community and
Technical College, Toledo, Ohio
GPA: 3.5
Deans list
Golden Key National Honor Society
WORK EXPERIENCE March 2001present:
Legal secretary
Johnsons Legal Services
Perrysburg, Ohio
Combined and entered expert testimony
into database
Drafted distribution and settlement letters
Entered and updated claims in LawTrac
Filled out and filed probate forms
Attended administrative hearings
Helped organize information for
spreadsheets
January 1997March 2001:
Secretary
The University of Toledo, Toledo, Ohio
Developed an office procedures manual
Typed documents
Organized the office
Provided courteous personal service
SKILLS Proficient in WordPerfect, Excel,
Windows, Lotus Notes, Microsoft Word,
PageMaker, QuarkXpress
Excellent written and oral communication
skills
Excellent editing and proofreading skills
Certified legal secretary
OTHER EXPERIENCE/
SPECIAL SKILLS Organized 10 km walk to raise money for
a family whose house had burned down.
Raised $35,000.
Sunday school teacher, Grace Methodist
Church, Toledo, Ohio
Volunteer, Green Street Soup Kitchen.
Work ten hours per week serving hot
meals to needy.
REFERENCES Available upon request
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APPENDIX C
How to Write a Good Rsum 673

When you write your own rsum, use the following checklist to make sure
its complete and effective.

CHECKLIST: HOW TO WRITE A RSUM

STEPS HOW TO DO THE STEPS (IF APPLICABLE)

1. Include identifying Put your name, address, telephone number, and e-mail address
information. centered at the top of the page.

2. State your career objec-

tive; keep it brief and as
specific as possible.

3. Complete the List degrees received, the date you received each degree, and
Education category. the institution for each.

4. Complete the Work Start with your most recent position.

Experience category. List the title of each position, the company name and location,
and the dates of employment.
For each position, particularly the most recent one, list your
achievements and/or responsibilities. Start with an action verb
(Designed a brochure using QuarkXpress).

5. Complete the Other List any skills you have that are relevant to the position you
Experience/Special Skills are seeking (computer, language, office machines, and so on).
category. Include experiences that demonstrate leadership, teamwork,
initiative, and so on.

6. Provide a list of Check with the people you are listing to make sure that they
references, or state are willing to give you a reference and that you have their most
References available current contact information.
upon request.

7. Revise your draft Add any experiences or skills that you overlooked.
rsum. Make sure that all information is complete and accurate.

8. Edit your rsum. Carefully read your rsum, checking for and correcting errors
in grammar, spelling, and punctuation.

9. Format and print your Leave enough space between items so that the rsum looks
rsum. easy to read and attractive.
Use bold to highlight key information.
Use a high-quality printer and paper, or go to a copy shop to
print your rsum. It is important that it look clean, crisp, and
professional.
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APPENDIX C
674 How to Write a Rsum and a Cover Letter

How to Write a Good Cover Letter

Although your rsum provides detailed information about your experience
and skills, your cover letter is the first item a prospective employer sees, so
it is a very important piece of writing.

A GOOD COVER LETTER

considers your audience (the prospective employer), what information

that person would value, and the appropriate tone with which to
address that person
keeps your purpose (to become a candidate for employment) in mind
follows a standard business-letter format
briefly but specifically summarizes what position(s) you are interested
in, what your qualifications are, and why you should be considered for
a position
provides contact information
is free of grammar, punctuation, and spelling errors

The cover letter on page 675 uses a correct business format, and its parts
are labeled to show you how the letter should be set up and what it should
include. Note that the writer tells the prospective employer exactly how to
reach her.
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APPENDIX C
How to Write a Good Cover Letter 675

SAMPLE COVER LETTER

Taylor E. Willey
2005 Garden Park Drive
Toledo, OH 43612 Letterhead should match
(419) 555-0622 heading of rsum.
[email protected]

January 4, 2004 Date of letter

Donna Contini, Manager Name and title of person

Human Resources you are writing to
Carter, Jonas, and Abrams
1027 Center Drive Department
Canton, OH 44011
Name of company and
Dear Ms. Contini: address
I am interested in the position of legal secretary at your firm, which
you recently advertised in the Canton News. Carter, Jonas, and Abrams Uses formal Mr., Ms., or
is a well-respected, large, and busy law firm, and I would like to be Mrs. followed by a colon
part of just such an organization. I believe that my education, experi-
ence, and skills fit the requirements for this position. States position writer is
interested in
In June 2003, I received a degree in Legal Secretarial Technology from
the University of Toledo Community and Technical College, where I
Makes positive statement
maintained a consistently high grade point average. While pursuing about company and writers
my degree, I worked full time as a legal secretary at a small firm where fit for position
I am still employed. During my years there I have had the opportunity
to sharpen my computer and communication skills and have learned to
Summarizes experience,
organize and keep track of a large number of tasks. education, and skills
I am ready to move to a more challenging atmosphere and am eager
to apply myself to a new and demanding position at a dynamic firm Shows benefit of hiring
such as Carter, Jonas, and Abrams. Because of my experience, I can be writer and enthusiasm
productive from my first day on the job, though I know I will have
much to learn. I am enthusiastic about that prospect. Lets reader know how to
I have enclosed a rsum that details my education, experience, and reach writer
skills. I hope you will agree that they are a good match for the position
at Carter, Jonas, and Abrams, and I will look forward to hearing from Ends with enthusiasm, con-
you. Because I am at work during the day, the best way to reach me is fidence, and polite thanks
to call the number listed above and leave a message letting me know
when it would be convenient for me to return your call. Thank you for
your consideration.
Sincerely,
Taylor E. Willey
Taylor E. Willey
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APPENDIX C
676 How to Write a Rsum and a Cover Letter

When you write your own cover letter, use the following checklist to make
sure its complete and effective.

CHECKLIST: HOW TO WRITE A COVER LETTER

STEPS HOW TO DO THE STEPS (IF APPLICABLE)

1. Include your identifying Put your name, address, telephone number, and e-mail address
information. in a letterhead that is centered at the top of the page.

2. Write the date and Write the date and skip two or three spaces.
address of your letter. Write the name, title, and address of the person you are
writing to. Skip two more spaces.

3. Write your salutation. Write Dear Mr./Ms./Mrs./Dr. and the persons last name. Put
a colon (:) after the name. Skip two spaces.

4. Write the body of In the first paragraph, state the position you are interested in.
your letter. In the second paragraph, briefly but specifically state your
qualifications, skills, and strengths.
In your final paragraph(s), restate your interest in the position,
your enthusiasm, and your confidence in your ability to suc-
ceed in the position; indicate how the prospective employer can
contact you; and thank him or her for considering you. Skip
two spaces.

5. Write your closing. Write Sincerely followed by a comma (,). Skip four spaces.
Type your name.
Sign your name, neatly, above your typed name.

6. Revise your letter. Reread what you have written, and add anything that would
strengthen your appeal to the prospective employer.

7. Edit your letter. Carefully edit your letter, making sure that it has no errors in
spelling, grammar, or punctuation.

8. Format and print Make sure that the letter follows the standard format for a
your letter. letter of application and includes all of the elements.
Use a high-quality printer and paper, or go to a copy shop to
print your letter. It is important that it look clean, crisp, and
professional.
Make a copy of your letter for your files.