University Advancement Office Alumni and Friends

Effective applications - cover letters and resumés

Contents

Introduction

To a large extent, securing your next position is a challenge in communicating effectively.

The resumé is the first step in the recruitment process for many jobs and is often the key document in the tender process for contract work. It provides a summary of your skills, knowledge and abilities relevant to the position and should address the needs of employers and evoke in them a desire to learn more about you. You need to communicate your value to a prospective employer in an understandable, brief and positive way.

The purpose of a resumé is to sell yourself to the employer and get you to the interview or next stage of the selection process. Design your resumé to be work-centered and employer-centered. Do not believe that your achievements, knowledge or keenness for the job will be self-evident. Don't assume the employer knows or will guess what was involved in a task or activity: paint a picture for them so they will understand what you've done and the skills involved. Let them see it. Those who promote themselves well in their application and at interview are more likely to get the job. Research indicates that in professional career transitions, candidates who have spent time researching the prospective employer and can demonstrate how their skills, knowledge, abilities and attitudes match the role being offered, are three times more likely to be short-listed (Jim Bright, 2001).

Cover letters

Cover letters should reflect sound writing practices and promote you to the employer. There is no single formula or model letter that will work well for every occasion.

Your job search letter is as important as your resumé and will generally be read first. It is perhaps the first chance you will get to express why you want to work for the organisation and to display your research into the firm you are applying to.

Communication skills are critically important in your career and your letter will be one of the first samples employers will have of your competency. Write clearly and simply and avoid jargon and overly complex sentences. You need to demonstrate what you are capable of and reduce uncertainty for the employer, so place the most important items first supported by facts. Provide information that reflects the employer's interest, stress the benefits to the employer in hiring you and be positive in content, tone, word choice and language. Never say, 'I believe/ think... (you know!)', 'I only have a littleÖ', 'I don't have muchÖ' or 'whilst I haven't gotÖ'.

Keep your letters personal, warm and professional and avoid being overly familiar or overly officious in tone.

Say what you mean without a lot of verbiage. Demonstrate that you understand the value of the employer's time by being as brief as possible.
Keep your letter to one page, eliminate extraneous words and avoid duplicating or rehashing material from your resumé. You cannot demonstrate everything in your letter, but you can use it to distinguish yourself. You are not repeating your resumé, just highlighting relevant points that match you to the position and the company.

Always address your letters to a specific individual, with his/her correct title and business address. This extra effort in personalising the letter is worth it, so use the internet, the telephone and your initiative to find out this information. Remember, companies don't hire people - people hire people.

Strategies to enhance your application

Unless you are using informal job search methods, your job application is likely to be the first correspondence you will have with an employer. It is your first display of written communication skills and your first opportunity to match their expectations. Most employers devote, on average, less than one minute to scanning and doing a first cull of applications. Competition is tough and your application needs to stand out. To apply successfully for a position, you need to find out what the employer wants, identify that you have the skills and qualities they are seeking and target your application to meet their specific criteria. Read on for some strategies you can utilise to maximise the positive impact your application can create.

First impressions count

Don't make the mistake of thinking gimmicky or wacky marketing will help you stand out. You will stand out - but for the wrong reasons!

Studies by Dr Jim Bright have indicated that recruiters will look beyond the evidence provided in front of them and make all sorts of judgements about candidates based on the look and feel of a resumé, apart from its content.

In one study, two resumés containing dentical information were displayed to recruiters and HR managers in Sydney and Melbourne. One was presented in a normal font (like this one) printed on white paper, and the other was printed on golden paper with a less standard font. The recruiters all rejected the unusual looking resumé, believing it contained less information and was not as well prepared.

This indicates that, despite the format of the resumé and it's 'look' being totally irrelevant to your ability to do the job well, it will influence your chances of getting a job (or getting to the interview).

It is the content not the cosmetics that is important. Make it easy for the employer to view your information clearly and logically to ascertain your skills and suitability, to see if you match what they are looking for.

Tailor your application to address specific job requirements

Your application is a dynamic document that should be altered to emphasise achievements and relevant experience when targeting different jobs. Employers aim to identify, recruit and select people with the right combination of competencies, strengths, interests and values to meet their needs.

Every job is unique and requires a different mix of skills and experience. When evaluating resumés and job search letters, employers look for a match between the job they are trying to fill and a candidate's skills and qualifications. The reality is that employers will only employ you if they can see you're likely to be of value to them. They can easily differentiate between a targeted application and one that has not been tailored to match the priorities, skills and values required by them.

Generic resumés and cover letters simply don't work. Submitting a generic application suggests a lack of interest, research and attention to detail. Without showing an understanding of how you match the requirements for the position and identifying why you have applied, you are unlikely to make it to interview.

Relevance is the key when it comes to content. Find out what is relevant to the employer, understand the needs and problems facing them and tailor your information accordingly. You need to place yourself in the mind of the employer and write about what is going to interest them the most. Let the employer know what you would want if the situation were reversed! Challenge employers' assumptions. Do not expect employers to know the value of what you have done. Your skills and abilities need to be highlighted in order to demonstrate clearly how you meet the requirements for each position and how well you match the culture of the organisation.

Research the company, not just the job

To stand out, show that you understand the company and the industry - not just the job. Find out what the topical issues and challenges are that the company faces. Give the impression you've done your research and identified what's important to the company and indicate why you are applying to them. If you can't say why you want to work for them, in that particular position, you will struggle to be convincing. Ask yourself:

You want them to think your sole goal in life is to work for their company - so make them feel loved! Convey your skills and experiences in the language of the employer. Employers will respond to resumés that use their key words and some may scan applicant resumés into a database which will search for key words. Every occupation has a unique set of words. Familiarise yourself with the buzzwords, but make sure you use these terms in the correct context!

Choose a resumé layout to suit your needs

There are various ways to present your information through the use of pertinent headings, grouping relevant information together, summarising information (especially if you have a long employment history) and using different resumé styles or a combination of styles.

A conventional layout or reverse chronological order resumé indicates your name, address, contact details, brief summary of your education, most recent job described first (working backwards to your first job), followed by any extra training, personal achievements, extra-curricular and community involvement, hobbies and details of at least two referees. Your choice of referees is vital. Referees are people who are willing to testify confidentially to an employer on your behalf. Always check with the person first to make sure they are willing to vouch for you, send them a copy of your resumé and keep them informed of your job seeking progress.

If you have been in the workforce for some period of time, simply list the position, company and dates of your earlier or least relevant jobs. You are not obliged to list every job you've ever had. A tactic for more mature job seekers is to list only jobs held since 1980. As a general rule, include the most detail about your current job. This is most effective when your most recent position is the most relevant to the position you are seeking (SEEK.com.au).

If you have a particularly long work history, are looking to make a change in career direction, or are looking to enter a career field that your qualifications and experiences may not, on the surface, seem to match - then a skills-based or functional resumé may better present your information. Create 'skills' headings relevant to the employer's requirements. Under each heading refer to your experiences that have developed those skills, and outline what you did. By highlighting transferable skills relevant to this preferred industry, you make it clear to the employer that even though your experiences may not be what they usually look for, the skills are there and you are capable of doing the job.

Information should be clearly set out over 2-3 pages (unless you are applying to organisations such as the public service which require you to address specific criteria in more detail), laser-printed on good quality white unlined paper, with your name and page number on each page. Your application should be stapled in the top left hand corner and sent unfolded in an A4 envelope. As more employers are requesting applications via email, you can save your resumé as a pdf (Portable Document Format) file to avoid corruption during electronic transmission.

Protocols will differ from country to country and between different industries. For instance, one-page resumés are the norm in the USA. Check with the employer if you are unsure, and consult publications and websites which focus on different labour markets and style expectations, such as the Going Global or Looking for Work in... [28 countries profiled] series. A good resource to look at for the Australian market is the Australian Resumé Guide. Publication details for these books (which are available in the Careers Resource Centre, 1st Floor Baldwin Spencer Building) are available on Page 59 of Careers & Employment's Wise Up For Work (pdf) publication. Also have a look at Section 4, which expands on the different elements of the application process.

Your choice of resumé style typically depends on the form that will best market you to the employer and the one that you feel most comfortable with. Do not use a set format or template - use the layout which best sells your particular set of skills and experiences. It sounds obvious, but make your resumé is easy to read. Some employers receive hundreds of applications for any one position, so choose a layout that clearly identifies each section, and choose a font that is universal (ie. is available on most computer operating systems) and is easy to read. Arial, Times Roman, Helvetica and Geneva are safe choices. Length is largely determined by what you have done. The best resumés are brief and informative. Given that you may be one of hundreds of application, err on the side of 'less is more'. If content introduces new information, is relevant and doesn't duplicate or repeat information, it may be worth going to that extra page rather than leave out an important skill area.

Avoid unexplained gaps in employment. Try to illustrate a logical pattern of career development in your work history. If you have 'downsized' your career or moved sideways, you may wish to include a brief reference to the circumstances which motivated your move. For example, 'By accepting a less senior position, I was able to accommodate part-time graduate study'. (SEEK.com.au). Do not expect the employer to know what you have done. People often think employers automatically understand the importance of your previous job, but the reality is people outside your company may not. You need to signpost your successes at every step. Do not just state what you did, but explain how you did it and list your achievements. Build a picture for the employer that allows you to articulate how you have made a difference in each role you had. This is no time to be backwards in singing your own praises.

Emphasise your achievements

You will already have gathered information about the skills and attributes that employers are seeking by reading the advertisement and job description and by thoroughly researching the organisation you are applying to. It is vital you make a clear connection between your background and the position you are applying for. Do not fall into the trap of just listing your job duties in your work history. Instead, try to demonstrate your achievements, what you have learnt or the commitment level involved. When you emphasise and quantify your achievements, accomplishments and outcomes, the employer will be able to get a clear picture of what you have done to develop the skills and qualities they are looking for.

Use bullet points that document skills through concrete examples of accomplishments you've achieved on the job. Show specific, measurable results. For example, compare the two statements:

The first statement has no substance, while the second has impact and is an example of an active statement. It describes the attributes, so the employer can understand what you have done that proves you have developed the competencies they seek. Active statements utilise action verbs ( download [pdf] a list of useful words for use in your application documents) that help identify your transferable skills. Put in enough detail to make it credible but still succinct. Wherever possible, back up statements with concrete examples of what you did to attain the skills you are articulating to the employer.

Positive outcomes add weight so back up your claims with facts wherever possible, with facts such as:

Master resumé document

Think about compiling a 'master resumé' that details all of your skills and experiences to date, including involvement in activities outside of work like sport, travel and other life experiences. Include your achievements and accomplishments that build a picture of your strengths and competencies across a range of skill areas. Use your 'master' document to cut and paste relevant information when preparing a targeted job application, tailoring your information to reflect the employer's particular requirements to match the job and company.

Research indicates that many employers value similar competencies, however they may place different emphasis on particular skills or competencies -therefore you will need to alter your resumé each time, depending on the job and the application process. If an application form or a selection criteria document accompanies your resumé, then your resumé is likely to be less comprehensive than if you were only sending it with a cover letter.

Watch your spelling and grammar

One study conducted by Dr Jim Bright found that even oine spelling mistakle (see how bad it looks!) anywhere in the resumé or cover letter reduced chances of being short-listed by a massive 50 percent. Poor spelling and grammar indicates a lack of attention to detail, unprofessional work, a lack of care and an automatic NO in some cases.

Get feedback

The recruitment industry, like any other, changes constantly. People who have been out of the market will be unfamiliar with new recruitment strategies. Not saying enough about your contribution within your last job could lose you the next one, but you might not know that without feedback. Neal Heffernan of recruiter Hayes Personnel says: 'Feedback will give you the chance to learn from your mistakes. You've got to be big enough to take it on board - warts and all.' Be persistent if feedback isn't forthcoming. It could be the edge you need.

Conclusion

Anecdotal evidence from a range of employers indicates that what they don't want in a resumé is:

A good resumé is one that is well organised, eye catching, written in a succinct and concise manner, easy to read with headings for each section, and well formatted with a logical flow. It contains facts about your abilities, experiences and achievements that relate to the employer and indicates what skills you have developed in the past that can be of use to the employer. Remember the 3 C's: Clear, Concise and Convincing. Know how to articulate your skills and values in writing.

Preparing for an application starts long before the job is advertised. Keep a record of what you do in your life and career. Work performance appraisals are a great source of information. Keeping up-to-date records of major projects, tasks and responsibilities means that when it comes to choosing examples to illustrate criteria, you can turn to these records instead of wasting long hours searching for the information. Update your resumé every 6 months, adding only significant career developments and life experiences. Take your time with the application - two or three rough drafts will help you to get the layout and wording just right. In a competitive environment, whether you are looking for a job, a promotion or to win a contract, your resumé and cover letter are critical marketing tools. The effort put into preparing, updating and tailoring your applications will pay off.


Dilani Rasanayagam, Careers Consultant
© The University of Melbourne 2004

top of page