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Writing Job-Search Documents
If the thought of creating a résumé gets your heart pounding, you aren’t alone. Résumés make people nervous because so much is riding on them: A well-written résumé can mean a job, and a poorly written one can mean a missed opportunity. And where there’s a résumé, there’s a cover letter. It, too, can be daunting in its own way.
This chapter takes the guesswork out of writing résumés, cover letters, and other documents that will help you with your job search. Follow the guidelines for each form to create documents that make you stand out from the crowd.
In this chapter
Guidelines Writing Application Letters
Your goal is to convince the reader to study your résumé and invite you for an interview.
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Plan: (Ideas and Organization)
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What does the employer or company do?
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Which of your skills, academic degrees, or work experiences match the job requirements?
Think about your reader.
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Find the name, title, and address of the person you are writing to.
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Review the job description and your résumé.
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Draft: (Ideas, Organization, and Voice)
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Refer to the job and tell how you learned about it.
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State your main qualification.
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Tell how your education, experience, and skills fit the job. (Refer to your résumé.)
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Communicate your interest in and knowledge of the job and the company.
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Explain when and where you may be reached.
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Request an interview.
Opening Use a courteous but confident voice.
Middle Show that you’re qualified.
Closing Close by encouraging contact.
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Revise: (Ideas, Organization, Voice, Words, and Sentences)
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Have you explained why you can do the job well?
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Have you delivered your message in clear, well-organized paragraphs?
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Have you used a courteous, confident, businesslike tone?
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Edit: (Conventions and Design)
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Did you double-check names, titles, and addresses?
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Did you run a spell check, and then read carefully for additional spelling and usage errors?
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Did you print your letter on quality paper that matches the résumé?
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“Choose a job you love, and you will never have to work a day in your life.”
—Confucius
Writing Application Letters
3041 45th Avenue
Lake City, WA 98125-3722
November 18, 2019
Ms. Marla Tamor
Human Resources Director
Evergreen Medical Center
812 University Street
Seattle, WA 98105-6152
Dear Ms. Tamor:
Opening: Name the job and the source of the ad. Introduce your qualifications. In response to your advertisement in the Seattle Times on November 12, I am writing to apply for the position of Software-Training Specialist. For the past seven years, I have worked as a trainer in the health-care system at Pacific Way Hospital.
Middle: List specific training, experience, and skills. I have instructed individuals and groups on how to use the following systems/software: Microsoft Office, G Suite, and OpenOffice, as well as mainframe/business-specific programs. I am also trained to instruct clients in Photoshop, InDesign, and multiple CAD programs.
In addition to my work with software systems, I have developed job descriptions, recruited technical employees, and trained human-resources personnel. I believe this experience would help me address the needs of a growing health-care facility such as Evergreen Medical Center.
Closing: Invite follow-up, provide contact information, and close politely. Enclosed is my résumé, which further details my qualifications. I look forward to hearing from you and can be reached at (206) 555-0242 or at jmvrtz@gmail.com. Thank you for your consideration.
Sincerely,
Jamie Vertz
Enc.:Résumé
Writing Post-Interview Thank-You Letters
442 Mesquite Drive
El Paso, TX 79903
August 20, 2019
Julia Villanueva
Human Resources Manager
Del Rio Hospital
4305 Westlake Avenue
El Paso, TX 79902
Opening: Thank the reader for the opportunity to interview. Dear Ms. Villanueva:
Thank you for the interview yesterday. I enjoyed meeting you and the obstetric nurses at Del Rio Hospital.
Middle: Confirm interest in the position and show you would be a good fit. I would enjoy contributing to the important work that you and other staff members do in this community. After touring your impressive obstetrics unit, I’m convinced that my recently completed internship at the neonatal unit of El Paso General would make me an asset to your team.
Closing: Restate thanks and provide an opportunity for follow-up. I appreciate being considered for the position of registered nurse. If you have further questions, I am available at 555-9667 from 8:00 to 10:00 weekday mornings, or you may leave a message anytime after that.
Yours sincerely,
Jack Delaney
Writing Job-Acceptance Letters
Dear Ms. Villanueva:
Opening: Graciously accept the job that has been offered. I am pleased to accept the position of registered nurse in the obstetrics unit of Del Rio Hospital, at the salary of $68,500.
Middle: Clarify any remaining details. As we discussed on the phone, a starting date of March 17 works well for me. Before then, I will complete the forms you sent and return them. I will also forward my Associate Degree in Nursing certification next week after Lone Star Technical College processes it.
Closing: Look to a bright future of work. I’m looking forward to caring for the patients of Del Rio.
Yours sincerely,
Jack Delaney
Writing Job-Declining Letters
Dear Ms. Villanueva:
Opening: Politely decline the job that has been offered. Thank you for offering me the registered nurse position at Del Rio Hospital. After carefully considering my options, however, I regret that I must decline the offer.
Middle: Provide a general reason for declining the job. While Del Rio’s obstetrics unit presents a challenging and exciting work opportunity, I have decided to accept a position that better suits my particular career goals.
Closing: Thank the reader and end politely. I was honored by this job offer and greatly appreciate your kind attention throughout the interview process. I know that through people like you, Del Rio will continue to make a valuable contribution to the community it serves.
Best regards,
Jack Delaney
Guidelines Writing Résumés
Your goal is to show that your skills, knowledge, and experience match the requirements for a specific job.
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Plan: (Ideas and Organization)
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Show that your skills and experience match the job requirements.
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Choose the style of résumé that best highlights your qualifications (chronological features experience; functional features skills).
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Choose the format (paper or electronic) that the employer prefers.
Gather details about the following:
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your career objective, worded to match the job description. (Alternative: Replace the objective with a personal brand statement.)
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your educational experiences (schools, degrees, certification).
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your work experiences (employers and dates; responsibilities, skills, and titles; special projects, leadership roles, and awards).
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activities and interests directly or indirectly related to the job.
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responsible people who are willing to recommend you.
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Draft: (Ideas, Organization, and Voice)
Opening List your contact information and job objective.
Middle Write appropriate headings, and list educational and work experiences in parallel phrases or clauses. Refer to your training and skills with key words that match the job description (terms that could be identified by an employer’s search).
Closing List names, job titles, and contact information for your references; or state that references are available upon request.
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Revise: (Ideas, Organization, Voice, Words, and Sentences)
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Are skills, training, and key words listed in the job description?
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Do you have clear organization, correct details, and a professional tone?
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Do you use strong verbs, precise nouns, and parallel phrases?
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Edit: (Conventions and Design)
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Have you checked names, dates, grammar, and punctuation?
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Have you checked format (divisions, headings, lists, spacing)?
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“A résumé is a balance sheet with no liabilities.”
—Robert Half
Writing Chronological Résumés
Opening: Present contact information. LLOYD A. CLARK
1913 Linden Street
Charlotte, NC 28205-5611
(704) 555-2422
lloydac1@gmail.com
EMPLOYMENT OBJECTIVE
State your employment objective. Law enforcement position that calls for technical skills, military experience, self-discipline, reliability, and people skills.
Middle: List experiences, skills, and training. WORK EXPERIENCE
Positions held in the United States Marine Corps:
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Guard Supervisor—Sasebo Naval Base, Japan, 2014-2018: Scheduled and supervised 24 guards.
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Use periods after clauses—including those with understood subjects. Marksmanship Instructor—Sasebo Naval Base, Japan, 2013-2014: Trained personnel in small-arms marksmanship techniques.
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Company Clerk—Okinawa, Japan, 2011-2013: Handled correspondence; prepared training schedules and assignments.
Do not use periods after headings or phrases. SKILLS AND QUALIFICATIONS
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In-depth knowledge of laws and regulations concerning apprehension, search and seizure, rules of evidence, and use of deadly force
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Knowledge of security-management principles, training methods, and countermeasures
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Experience in physical-training management, marksmanship, and weaponry
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Keep all phrases and clauses parallel. Computer word-processing and database skills
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Excellent one-on-one skills and communication abilities
EDUCATION
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Arrest, Apprehension, and Riot Control Course, Sasebo, Japan, 2013
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Marksmanship Instructor Course, Okinawa, Japan, 2012
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Sexual-Harassment Sensitivity Training, Camp Lejeune, NC, 2011
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School of Infantry, Camp Pendleton, CA, 2011
AWARDS AND HONORS
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List awards and honors in order of importance. Promoted meritoriously from Private (E-1) to Lance Corporal (E-3); promoted meritoriously to final rank of Corporal (E-4) in less than 2 years.
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Achieved “Expert” rating for pistol at annual marksmanship qualifications (3 years).
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Represented Marine Barracks, Japan, in division shooting matches (placed in top half).
Closing: Offer references. References available upon request
Writing Functional Résumés
Opening: Present contact information and your employment objective. MICHELLE MOORE
3448 Skyway Drive
Missoula, MT 59801-2883
(406) 555-2166
Email: mimoore312@yahoo.com
EMPLOYMENT OBJECTIVE |
Electrical Engineer—designing or developing digital and/or microprocessor systems. |
QUALIFICATIONS AND SKILLS
Middle: Feature skills by referring to educational and work experiences. Design
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Wrote two “C” programs to increase production-lab efficiency.
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Built, tested, and modified prototypes in digital and analog circuit design.
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Designed and worked with CMOS components.
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Wrote code for specific set of requirements.
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Helped implement circuitry and hardware for a “bed-of-nails” test.
Put the most important skills first. Troubleshooting and Repair
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Repaired circuit boards of peripheral computer products.
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Helped maintain equipment using circuit-board testing.
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Improved product quality by correcting recurring problems.
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Debugged 8085 Microprocessor Trainer Kits.
Use periods after clauses—including those with understood subjects—but not after phrases. Management
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Trained and supervised production technicians.
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Facilitated smooth operation of production lab.
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Assisted in lab teaching for Microprocessors and Digital Circuits class.
EDUCATION
Montana State University, Bozeman, MT
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Bachelor of Science in Engineering, 2017
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Major: Electrical Engineering
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Independent Study: C programming, DOS and BIOS interrupts
EXPERIENCE
October 2017 to present |
Production Engineer (full-time) Big Sky Computer Products, Inc., Missoula, MT |
June 2017 to September 2017 |
Engineer (part-time) Western Labs, Missoula, MT |
September 2016 to May 2017 |
Engineering Assistant Montana State University, Bozeman, MT |
May 2015 to September 2016 |
Engineering Intern Montana State University, Bozeman, MT |
Closing: Offer references. References available upon request
Choosing a Résumé Format
As you consider which type of résumé to create, remember that . . .
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chronological résumés highlight work history.
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functional résumés emphasize job skills.
Follow your path through this flowchart to discover which type of résumé would work best for you.
Preparing E-Résumés
Whether you create a chronological or functional résumé, you should make it available in both paper and digital form. Large companies collect e-résumés into databases and use search engines to discover potential candidates. Smaller companies often search online résumé banks.
Keywords
Since e-résumés are selected by search engines, it’s crucial that your résumé includes keywords that employers will look for—words related to degrees, job skills, experience, technological skills, and even your location. To gather keywords, first scan job listings and write down important nouns. Then brainstorm to expand your list of keywords.
Job Posting Keywords |
Law Enforcement Keywords |
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law enforcement |
military |
apprehension |
evidence |
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police science |
Marine |
marksman |
riot control |
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security management |
instructor |
marksmanship |
database |
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self-discipline |
supervisor |
search |
seizure |
Submitting Electronically
Often, when you submit an electronic résumé, you’ll need to copy and paste portions into an online form. If, however, you submit a complete document, save your résumé in a format that can be understood regardless of the reader’s hardware or software:
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PDF (portable document format) allows your résumé to be viewed by anyone who has the free Adobe Reader. This format allows the best control over fonts, graphics, and page layout.
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RTF (rich text format) allows your résumé to include some basic formatting, such as bold and italic, and is readable by most word processors.
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TXT (text only) allows the document to be read by any computer, but it does not include bold, italics, or other special formatting.
Many employers request a specific type of file. Be sure to follow their directions. It is a good idea to follow an e-résumé with a printed résumé, unless an employer specifically says otherwise.
Writing Electronic (Text Only) Résumés
Opening: Present contact information and employment objectives. Jonathan L. Greenlind
806 5th Avenue
Waterloo, IA 50701-9351
Phone: 319.555.6955
Email: grnlnd@gmail.com
OBJECTIVE
Position as hydraulics supervisor that calls for hydraulics expertise, technical skills, mechanical knowledge, reliability, and enthusiasm.
Middle: List skills, experiences, and education using many key words. SKILLS
Operation and repair specialist in main and auxiliary power systems, subsystems, landing gears, brakes and pneumatic systems, hydraulic motors, reservoirs, actuators, pumps, and cylinders from six types of hydraulic systems
Dependable, resourceful, strong leader, team worker
Use a searchable format: one column, asterisks as bullets, simple sans-serif typeface, flush left margin, no italics, or boldface, or underlining. EXPERIENCE
Aviation Hydraulics Technician
United States Navy (2015-present)
* Repair, test, and maintain basic hydraulics, distribution systems, and aircraft structural hydraulics systems.
* Manufacture low-, medium-, and high-pressure rubber and Teflon hydraulic hoses.
* Perform preflight, postflight, and other periodic aircraft inspections.
* Supervise personnel.
Aircraft Mechanic
Sioux Falls International Airport (2013-2015)
Sioux Falls, South Dakota
* Performed fueling, engine overhauls, minor repairs, and tire and oil changes of various aircraft.
EDUCATION
United States Navy (2015-2019)
Certificate in Hydraulic Technical School; GPA 3.8/4.0
Certificate in Hydraulic, Pneumatic Test Stand School; GPA 3.9/4.0
Courses in Corrosion Control, Hydraulic Tube Bender, Aviation Structural Mechanics
Equivalent of 10 semester hours in Hydraulic Systems Maintenance and Structural Repair
Closing: Offer references. References available upon request
Checklist Writing Résumés
Your goal is to show that your skills, knowledge, and experience match the requirements for a specific job.
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shows that you understand the prospective job and are qualified for it.
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includes accurate and honest details about training, skills, awards, and experiences matched to the job requirements.
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begins with your name, contact information, and objective.
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follows with specific details starting with most recent (chronological) or most important (functional) and groups details under headings.
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concludes with how the reader can access your references.
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is confident and knowledgeable, but not arrogant.
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includes key words from the job description as well as related terms.
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uses accurate terms for academic degrees, training programs, professional certifications, job titles, and tasks.
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uses strong verbs, especially for a paper-only résumé.
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provides information in parallel lists, phrases, and clauses.
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uses complete sentences only when needed to make a point.
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uses correct terms, names, dates, and titles.
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includes no errors in grammar, punctuation, mechanics, or spelling.
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uses periods after clauses (including those with understood subjects).
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uses bullets, boldface, underlining, and business typeface.
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uses universal and searchable file format.
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“A chest full of medals is nothing more than a résumé in 3-D and Technicolor.”
—Owen Edwards