20 seconds.

That’s about how long you have to persuade a prospective employer to consider your cover letter and resume more closely. 99.9% of the time, employers won’t interview you if they don’t like your resume. That’s a fact.

So, how do you do it? How do you get someone to take you – and your resume – seriously? It’s not as difficult as you may think. At SFI, we’ve seen literally hundreds of thousands of resumes and cover letters over the years. What makes the good ones stand out? What shouldn’t you do? This article is intended to help you put your best foot forward, providing tips for successful, well-written resumes and cover letters.

Q: What is a resume, anyway? And why do I need one?

A: Your resume is a brief summarization of your professional qualifications and work experience. The cover letter fits hand in hand with your resume, introducing your interest in the job and specifying your qualifications. Most importantly, your resume is your number one marketing tool throughout the job searching process. Most of SFI’s clients require us to submit resumes to them before the interview process begins. Your resume and cover letter is how our clients decide whether they want to pursue you or someone else for the job. So, is it important that you get it right? You better believe it! No pressure, though … we’re here to help. Read on!

Q: Can I get away with sending just my resume? I mean, who reads cover letters, anyway?

A: You should never just send your resume when applying for a job. Your cover letter gives the prospective employer a unique perspective on your interest in the specific job you’re applying for, and gives you a chance to highlight key skills and qualifications. We read cover letters, the good ones, anyway, and prospective employers do, too. More hints for successful cover letter-writing are coming up.

Q: Who’s going to read my resume/cover letter?

A: Remember the 20 seconds we talked about at the beginning of this article? If your resume and cover letter don’t look promising, no one will read it! If you follow the guidelines we provide below, however, the chances that a potential employer will read your resume and – even better – call you for an interview will increase dramatically.

Q: Okay, I get it. I need a resume and a cover letter. So, how do I get an employer to read mine? And how do I get the employer to want to interview me?

A: Now you’re thinking. Let’s start with the basics, and get down to business. It’s going to take some time and hard work, but you can do it!

Step One: Research, research, research

You thought you were done with research papers after high school and/or college, right? Wrong, my friend!

· Research yourself In essence, your cover letter and resume are research papers. You’re researching your employment history and skill set, recalling past accomplishments and detailing them in an organized and marketable fashion. Be sure to be honest, both about what you’ve done and where/when you did it. But wait – you’re not just researching yourself. Go on to the next point.

· Research the company The most significant research you can do is about your prospective employer. Granted, your ability to research the specific company is oftentimes limited, especially with blind box ads and temp-to-hire positions, where company information is slim-to-none. Nevertheless, find out what you can, and keep a positive outlook. If you have access to the company’s name, you can look them up online, pick up an informational brochure from their corporate headquarters, read trade magazines featuring their accomplishments – who are they, what are they looking for, and how can you fill their needs? We guarantee an employer will be impressed if the content of your cover letter shows that you know about the company, where it has been, and how you can propel it into a successful future.

Live inside the job description Since you’ve researched the company, you know generally what they do and how they do it. Next its time to live, eat, and breathe what the hiring manger is looking for. Pretend you’re the hiring manager. What does he/she want in an employee? Which of your skills/experiences could help him/her? Keeping these key questions in mind, and using your experience and skills, create your resume and cover letter in a way that speaks to the hiring manager’s specific needs. Always tailor your objective (more about this resume component below) and skill listing to the specific position you’re applying for. Generic, ho-hum resumes are more likely to get tossed into “the round file.”

Ask yourself tough questions that will pay off, like, “Why would a prospective employer, looking for a test technician, want to hire someone who has worked in fast food for the last five years?” Whether you have no experience of loads of it, your job is to create a highly desirable, convincing, yet truthful resume and cover letter. Do you have applicable education, hobbies, and/or volunteer work in addition to previous work experience? Put your past to work for you.

Find a contact name “To Whom it May Concern” … “Dear Hiring Manger” … With little information provided or available, sometimes generic salutations are all you can muster for your cover letter, and that’s just fine. However, when it is at all possible, find the name of the person to whom your resume and cover letter will go. Hiring managers will hire people they want to know. If you’ve taken enough interest in knowing who they are, a prospective employer may be inclined to get to know YOU better.

Step Two: Now, let’s write that resume

Keeping the definition for “resume” in mind – a brief (1 to 2 pages) summarization of qualifications and experience) – take a moment to review the following resume descriptions, and decide which type works best for you.

Resume Types

1) Reverse Chronological

Perhaps the most common and arguably the most preferred resume is a Reverse Chronological format, where job seekers outline their work experience from most to least recent. SFI finds our clients prefer this more than any other resume type because it shows where you’ve worked for what length of time in a straightforward, easy-to-read fashion. The Reverse Chronological resume format best suits those who have gradually increased responsibility in the same field over the years and/or have few to no gaps in their employment history, but can generally be used successfully by many job applicants.

A cautionary note: If you have a) recently graduated or b) have very little on-the-job experience, c) changed jobs frequently, d) large gaps in your employment history, e) decided to change industries, the Functional/Skills or Combination resume might better highlight your qualifications. Read on to find out why.

2) Functional/Skills

The Functional/Skills-based resume allows you to focus on your accomplishments and qualifications rather than where and when you have been employed. If you have minimal real world experience, haven’t held down a job in the same field for very long, or hope to show how your skills in one field can fit the needs of an employer in another industry, this could be the resume for you. A cautionary note about this resume type: It can sometimes be difficult for a prospective employer to wade through your accomplishments/skills and determine how you would fare in their market.

3) Combination (Chronological and Functional)

Yup, just like it sounds – the Combination resume uses the best aspects from both Chronological and Functional resume worlds to accomplish the task of showcasing your skills and experience. Generally speaking, a skills summary is followed by the reverse chronological work experience listing. This can be a very powerful resume when executed correctly, and is arguably on par with the Chronological resume in reader preference.

4) Other options

Rather than pore over resumes the old fashioned way (reading them) today’s technology allows hiring managers to scan resumes into database systems and search for key words. Ask your SFI representative if you’ll need a “scan-friendly” resume for the positions you’re applying for. Don’t worry – you don’t have to create an entirely new resume. Just select “save as” and name your document “Scan friendly for SFI.” Next, remove all bullet points, bolding, italicizing, underlining, logos, etc. Be sure to allow enough space between paragraphs and sections to keep your resume readable, and presto! Your resume is now ready for the 21st century.

Components of the resume

Resume types may differ, but following are some basic components included in just about every one:

· Personal information. Always include your name, street address, city/state/zip code, home telephone number, cell phone number, e-mail address, and perhaps a second telephone number and alternative address if necessary (especially if applying from out-of-town, it helps to have a local number and address). Avoid unnecessary information that is illegal for prospective employers to consider when making their selection process, like: date of birth/age; marital status; social security number; sexual orientation; religious affiliation, etc. Additional tip: include your name and telephone number at the top of the second page of your resume if it’s that long.

· Objective. States what you are looking for. Limit to one to two lines. It doesn’t have to be fancy or complicated, but it does have to be clear, and should not be boring or dull. Always tailor your objective to the specific position you’re applying for, and make it mean something. Example: To obtain an Administrative Assistant position and propel XYZ Company’s success, utilizing my first-rate interpersonal and exceptional written communication skills.

Skills Summary/Qualifications. Use action words and quantified accomplishments to set yourself apart from the other applicants. Use bullet points to separate concise bits of information. Don’t get bogged down with lengthy paragraphs or use first-person accounts, and don’t worry about putting items in chronological order here, as what you’ve done is more important than when you accomplished it. Which is best? #1: I was the one who worked with the staff on the ongoing production project in 1998 and cut costs; or #2: Improved production efficiency and quality control efforts, resulting in a savings of $280K over four years. Obviously #2 best showcases your accomplishment and how it positively affected your employer. Your ability to increase production and lower costs are always going to be attractive to a hiring manager. Other good examples: *Organized existing filing system to increase productivity one month ahead of schedule; and *Inspected 300 circuit boards in one week, resulting in reduced turn-around time and increased orders from customer.

Be sure to include a list of the software and operating systems you’ve used, especially if it’s industry specific. Show the potential employer you’re industry-savvy by using terminology specific to their business.

· Job History. Again, use action words and quantified accomplishments rather than incorporating a boring, text-heavy “duty list.” Highlight experiences within your job history that apply to the position you are applying for. Always include the dates you were employed, and the full name of the company. If the company is no longer in business, it is generally a good idea to indicate that briefly. Also indicate (briefly) the dates you were employed as a temporary associate before you were hired by the company; otherwise, dates for reference checks may not match with the company’s HR records.

· Education. Be specific, but brief. Don’t just list the institution(s) you attended, and the city/state location(s). Include how many credits you’ve taken toward your degree in if you’ve not obtained it yet. If you’ve been laid off and decided to take classes to keep your skills sharp, now’s the time to let the prospective employer know. NEVER lie about having a degree or allow a hiring manager to think you have one. The truth will come out, whether before or after you’re hired, and, either way, it won’t be a happy ending for you.

References. If space allows (remember – try to keep your resume, including reference names/numbers to no more than two pages), include some reference information. First and last names and current telephone numbers/e-mail addresses for people SFI or a hiring manager can contact are important. Who should be a reference? Generally speaking, try to have former managers, direct supervisors, or, least preferred, co-workers as references. Only if you have minimal job experience should family members or friends be listed. Ideally, keep it professional by utilizing someone in the community who can vouch for your character and work ethic as a reference rather than Aunt Hilda or best friend Mike. Regardless, be sure your references know they’re listed on your resume, and that they’re willing to be contacted. Nothing hurts a candidate more than a dubious reference. If you have letters of recommendation, feel free to include them with your resume if they make you shine. No more than two or three recent letters is preferred, and don’t include ho-hum, dates-only letters.

General Do’s and Don’ts for every resume type

· Appearance is everything

DO NOT ever mail, fax, or hand-deliver a resume that is torn, crumpled, has this morning’s coffee stain on it, is printed crookedly, has toner streaks down the middle, is on bright orange paper, or typed in some weird type style in size 16 (or 8) font. You don’t want the reader to look at your resume and say, “I can’t believe they put their resume on yellow/purple/red paper in 16-point Algerian font.” Unless you’re applying for work with an extremely progressive/creative company, DO stick with conservative choices: paper colors (white, cream, off-white); ink (black); fonts (i.e., Times New Roman, Arial); and font size (12). DO select a format that is easy for a reader to follow, and that doesn’t bore your reader with unnecessary, repetitive information.

· Appearance is everything, part two

Have you spell-checked lately? Better yet, have you had a friend, family member, or professional recruiter look over your resume and cover letter? DO NOT turn off a potential employer by your lack of basik spelleeng and gramar skillz. DO be sure to read, re-read, and then read your cover letter/resume again. Then have someone you trust do the same.

· I did this, I did that

DO NOT use first person “I” statements in your resume. It’s unprofessional. Instead, DO use action words and bullet points to prove you’re the top candidate for the job. DO NOT indicate you have experience with something or have worked somewhere or have a degree in so-and-so from such-and-such college if it is not true! DO be honest about gaps in your employment, and spin information in a positive light. For example, if you have been job-hunting for the past 9 months, indicate the specific skills used, such as: project management; marketing; communication; correspondence; and dedication to the task at hand just like you would for any other job. DO account for your time away from the workforce by including volunteer work, home projects, hobbies, enrichment courses, etc. when and if the skills you used/obtained apply directly to the position you’re shooting for.

Step Three: It’s cover letter time

So, now we’ve got you on track for a spectacular resume. Now it’s time to create a fantastic cover letter:

· Keep it professional and keep it brief. Nothing’s worse than a cover letter than drones on and on and on … nobody’s going to read something that’s 7 pages long, like this article. Instead, get to the point right away, touching on who you are, the position you’re applying for, and always, always include your address, telephone number(s), and e-mail address(es) for contact purposes.

· Develop a personal connection. If you have the hiring manager’s and/or company’s name(s), use them, and address the letter specifically to him/her at said company. If not, utilize a respectful, professional tone with your salutation – “Dear Sir and/or Ma’am” is fine. Now is not the time to talk about your pet iguana or your love for scuba diving. Rather, be friendly yet professional: “Hello, my name is Suzy Q., and I am very excited about the assembly position with Dynamic Boards Inc.” It’s now time to discover that …

· Research pays off. Remember the researching portion of resume-writing (detailed above)? Definitely use those researching skills in your cover letter. Have a hiring manager singing the “Hallelujah Chorus” by showing you’re knowledgeable about the company, and that your specific skills are going to benefit their overall objectives directly. List key accomplishments in your employment or educational past that will really spark interest in your candidacy for the job. Now isn’t the time to discuss what the company can do for you. Keeping the job description and company environment in mind, briefly detail – rather, showcase – what you can do for them!

· A little more action. The staid cover letter closing, “I eagerly await your reply,” doesn’t accomplish anything, either for you or the potential employer. Specifically when applying for positions through SFI, closing with something like, “I will be in touch with my SFI contact next Monday/Thursday, etc. to see if there’s a time convenient for you to meet with me,” indicates you are motivated, enthusiastic, and can take the initiative to accomplish goals. Be motivated and persistent, but not overly aggressive. You’ll find that too much push from you may cause a busy hiring manager, if not your local recruiter, to become annoyed and pull away.

Step Four: Get going!

Patience, tenacity, a sense of humor – all are important. But these virtues won’t get you anywhere if you don’t get going. Here’s how:

Take action. Don’t just sit at a computer, blindly sending out resumes. Get out there! Sign up for work with SFI. Volunteer to intern with a company you’re interested in. Network, network, network. What good is your wonderfully stupendous resume if no one ever sees it? Or you? Is your former employer or the local newspaper sponsoring a free job fair? Go! Even if you don’t find positions you’re interested in, you may meet someone who can lead you to your dream job in the future. Is there a job networking group advertised through your church/synagogue/neighborhood association/gym/local paper? Go! Meet, meet, meet, and meet more people who might be able to assist in your job search. Don’t be shy – this is your livelihood we’re talking about! Give your resume to many different people in various industries. The more people who know about you and your skills, the more likely you’ll get a call for an interview. Always have a copy of your resume handy to pass along to friends and acquaintances for possible job leads. And, perhaps most importantly, be available. Have a telephone number where folks can easily reach you and/or leave messages. Sign up for a free e-mail account (suzyq’sjobsearch@hotmail.com, for example) and check it frequently – at the public library, if you don’t have your own computer.

· Decide to be a winner. You are your own public relations representative. What sort of image are you portraying, not only through your resume and cover letter, but with your appearance and your attitude? Always be professional, courteous, and maintain a good sense of humor throughout the process. The road can be long, with some twists and bumps, but your efforts will be worth it. You are worth every effort you make!

SFI is here to help!

SFI has state-of-the-art in-house computer programs proven to successfully guide our job applicants through the resume- and cover letter-writing process. And, best of all, there is never a fee for these services. Ask an SFI representative to assist you with creating your customized resume and cover letter today, and you’ll be on-track to finding a wonderful job opportunity.