Sprucing Up That Résumé and Cover Letter

With the improved economy and the increase in job vacancies, some may seek new opportunities and challenges in other organisations. However, getting your foot into the proverbial door of opportunity may not be that simple as that old résumé and cover letter in your word processor may require updating.

In Today's competitive job market, a well-written résumé is no longer the only factor to landing that perfect position. Increasingly, the cover letter is the first point of contract with a potential employer. The truth is that with several candidates applying for the same position, your application and cover letter must be firstly impressive enough to warrant shortlisting for an interview.

The cover letter is essentially a sales pitch and it needs to be very good to stand out from the hundreds of applications an organisation may get for a plum vacancy. The biggest mistake some people make with a cover letter is to list their qualifications, that is, that task of your curriculum vitae (CV) or résumé.

Many people use the terms CV and résumé interchangeably, even though they are different. A résumé is a one- or two-page document that focuses on work history and experience. Usually when prospective employers ask you to send a CV, what they really want is a résumé.

The purpose of a résumé is to highlight and summarise professional work experience and accomplishments. While there are different styles and formats, the focus and content are generally the same. A CV, on the other hand, is a far more expanded document. It usually runs more than two pages - even as long as 10, depending on the individual. Its purpose is to demonstrate expertise and authority.

Whether you need a CV depends on the industry and position you seek. Usually, CVs are used more in scientific and academic fields. In these sectors, detailed information about other accomplishments like research specialisation, skills levels, and expertise levels are also required.

A good résumé should be able to "sell" an applicant. Kelvin Quek, a recruitment professional turned résumé consultant says: "Imagine you are a prospective employer staring at a huge stack of résumés. A good résumé doesn't just tell a prospective employer what you have done but also sells you to the employer. A résumé is an advertisement, nothing more, nothing less. It shows the specific, direct benefits that the employer will reap if you are hired. It convinces the employer that you have what it takes to be successful in this new position or career."

Quek spent 15 years with an international recruitment agency before starting his own consultancy dealing with business communications. He also runs workshops on résumé writing and "performing" at job interviews. He adds that the main purpose of the résumé is to pass the employer's screening process by fulfilling the requisite educational level, number of years of experience, and to establish your professional standards.

He stresses that it is a mistake to think of résumé as a history of your past employment. "Most résumés focus on job history. But it is important to write from the intention to create interest, to persuade the employer to call you. If you write with that foal, your final product will be very different from just writing to inform or merely listing your job history," he explains.

Types of Résumés

Quek says there are three basic types of résumés. The chronological résumé is more traditional form used. The "Experience" section is the focus of such résumés. Every position held over one's working career is described in some detail, and there usually isn't a major section listing skills or accomplishments.

It is the functional résumé that highlights major skills and accomplishments. It is used by career changers, those with divergent careers, and by those with a wide range of skills who want to make slight shifts in their career direction. "It helps the reader see clearly what an applicant can do for them, rather than having to read throught the job descriptions to find out. It helps target the résumé into a new direction or field, highlighting from all past jobs the key skills and qualifications that show you will be successful in this new direction or field," says Quek. He recommends using functional format if you're changing fields as a skills-oriented format would show off your transferable skills to better advantage.

A combined résumé includes elements of both the chronological and functional formats. This combined approach maximises the advantages of both kinds of résumés, avoiding potential negative effects of either type. One disadvantage though is that it tends to be a longer résumé and that it can be repetitious. For example, accomplishments and skills may have to be repeated in both "functional" section and the "chronological" job descriptions.

Carol Koh, a career consultant with EZ Jobs says that it is common for only one interview to be granted for every 200 applications received by the average employer for professional positions. "Each application is quickly scanned, rather than read. Ten to 20 seconds is all the time you have to persuade a prospective employer to read further. What this implies is that the decision to interview a candidate is usually based on the overall first impression of the cover letter and résumé. That quick screening is all you have to impress the reader and convince them of your suitablility," she adds.

Thus, in order to write an effective résumé, you may have to resort to writing subtle advertising copy designed to sell yourself to a prospective employer. Quek advises job-seekers to focus on the employer's needs rather than their own. He explains: "Look to answering questions like what would make someone the perfect candidates? What does the employer really want? What special abilities would this person have? What would set a truly exceptional candidate apart from a merely good one?"

The trick is to understand what the employer is looking for and what you have to offer before you begin. The idea is to see some connections between what you have done and what the employer is looking for. You need not confine yourself to work-related accomplisments. The point is to cover all possible ways of thinking about and communicating what you do well. Use the résumé to highlight the talents you bring to the market place and what you will have to offer to the prospective employer."

Most résumés make assertions about your qualifications, and professional achievements. If you are applying for different positions, you should adapt your résumé to each one. Koh says: " There is nothing wrong with having several different résumés, each with a different objective, each specifically crafted for a different type of position. you may even want to change some parts for each job you apply for. Always have an objective that is perfectly matched with the job you are applying for."

If you are making a career change or are new to the job market, you have to be especially creative in getting across what makes you stand out. Quek says: "If you have a limited work history or are switching careers, you want the employer to immediately focus on where you are going, rather than where you have been. If you are looking for another job in your present field, it is more important to stress your qualities, achievements, and abilities."

According to Koh, E-résumés are becoming a leading trend in today's job market. Also called the digital résumé, professional recruiting firms, career Web sites, and human resource departments of large companies commonly use them. Those who have applied online through the many employment Web sites would be familiar with their style. They are established not only for recruiter's review, but also for easy storage, organisation, and retrieval by computer systems.

Knowing what a computer system looks for in an E-résumé will help you in setting up your own. Computers are programmed to allow the recruiters to put in a request that asks for certain information called keywords. These are words that either help define the job duties and requirements of the position, or are found in the position description, or are part of the required credentials.

So it is important that you use words commonly found to describe the occupation and required credentials of the position you are seeking. Being creative with words or descriptions could be a mistake if the common and expected words are left out.

Cover Letter

While the résumé is an important document, the cover letter often plays a crucial role in securing the job interview. If you send out a generic form letter, employers will recognise it as such and it will hurt your chances of success. Never address a letter to "To whom it may concern". Find out to whom it should be directed and address it to that specific person with his or her correct title and business address.

As with your résumé, don't include inappropriate personal information or photographs, and never exaggerate or lie. Use polite and professional language. Get to the point. Keep the letter to one A4 page.

There are usually three parts to a cover letter. Begin the letter by explaining why you're writing, the position you're applying for, and your interest in the employer or position.

Quek says: "The first paragraph should focus on the job you are looking for so that the recruiter can associate with which job you are referring to as they may have advertised for more than one job opening. Remember to quote a reference from the newspaper if there is one."

The second paragraph focuses on the employer's needs and highlights the applicant's skills and how they relate to the desired employment position. You should show why the recruiter should shortlist you for an interview. Next, describe those skills or qualifications from your résumé that relate to the job for which you're applying. Don't cut and paste the information in your résumé, expand on it.

The last paragraph usually wraps up the letter by highlighting the applicant's other positive attributes. Close the letter by reiterating your interest in the position and your intent to follow up within a certain time. "The aim is to set yourself apart from the other applicants who will also have similar skills sets. You should highlight skills that other applicants may not have. Use relevant work experience and additional skills to add value," explains Quek.

"The best way to distinguish yourself is to highlight one or two of your accomplishments or abilities that show you are an above-average candidate for this position. You can also gain an extra edge by showing that you have some specific knowledge about the company and the industry," adds Koh. This will help show that you are genuinely interested in the job you are applying for and that you are not blindly sending out your applications. - N Ravindran

Secure that Interview

Cover Letter Tips

Keep in mind the following to increase your chances of securing an interview:

• Write a defferent cover letter for each application. There are bound to be certain variations in terms of abilities and strengths for different positions. You should highlight your suitability in terms of the job requirements to show the sincerity of your applications.
• Explain why you are interested in the position. This will lead you to say things that are different from other applicants and this will vary with applications for different jobs.
• Browse the duties, requirements, and qualifications of the job you are applying to tailor your cover letter so that it can match it well. Always target to the requirements that you are proficient in. For example, if the job requires good report writing skills, highlight that in your current position you have to produce reports for a certain level of readers and the courses you have attended.
• For job listings that are briei uch asa customer service manager, get references from a similar position and state your skills and abilities that are closely associated. For example, check the classifieds for a similar vacancy that lists the required experiences and skills so that you highlight some of the matching requirements and skills that you possess.
• Consider your relevance related to job duties and qualifications. There may be areas that you have performed before. You should write more on these.
• What if your job title doesn't reflect your level of responsibility? When you list it on the résumé, replace it with a more appropriate job title. For example, say "Office Manager" instead of "Administrative Assistant" if that's more realistic. Another option is to use the job title and your descriptive one together, "Administrative Assistant (Office Manager)".

Extracted from Today's Manager Issue April - May 2005.