Resumes, Cover Letters, and References

Preparing Your Resume

1. Take some time to pull together all the background information that you have about yourself. It is a good idea to keep a file of this information for future reference. Include dates of previous employment, rates of pay, promotions, achievements, honors and course lists. Keep copies of all of your resumes and any other employment correspondence.
2. Gather specific information on the job you're applying for. Include job duties (to match your skills to the skills needed for the job), education and experience requirements, hours and shifts usually worked and pay range. This information should be found on the job announcement, but if the announcement or ad is vague, call the employer and ask for a more complete description of the job duties.
3. Decide which resume format you want to use. There are two commonly used formats. These are functional and reverse chronological.

Resume Formats

There are many different kinds of resumes. The two most common formats are:

1. --an arrangement of your qualifications in reverse chronological order, that is, the most recent information listed first. This is the resume format that most employers prefer.
2. Functional--an arrangement by skills and abilities possessed. This style is often used by career changers and some students who have no work experience.

Some of the other formats include:

1. Combination--as the name implies, this style is a combination of a functional and a chronological resume. It highlights most relevant skills and accomplishments while still showing when the skills were acquired. It can be very confusing if not well organized and requires more effort and creativity to prepare.
2. Target--personalized to company, shows research and written specifically to employer's needs. This style should be revised for each employer and can be time consuming to prepare. Any of the other styles can be made into a targeted resume.

Cover Letters

The purpose of a cover letter is to introduce yourself and personalize your resume. It also serves to interest an employer and encourage an interview. A cover letter is sent to accompany your resume. It is a standard introductory letter, usually responding to a known job opening. It is designed to let the potential employer see you as a unique individual whose interests and experiences match the needs of his/her organization.

If you are applying for a job that requires a resume, you should write a cover letter to accompany your resume.

The general format of a cover letter should be as follows:

Salutation--Address the letter to a specific individual and address the letter to him/her specifically whenever possible.

First Paragraph--State the reason for your letter with attention-getting self-confidence. Be creative within the bounds of good taste and professionalism. Include the type of job title of the position you are seeking. Mention how you became aware of the position, especially if it was through a mutual acquaintance.

Middle Paragraph(s)--Refer to the enclosed resume and any facts within it that you want the employer to especially notice. It is at this point that you should identify that you are just what they need by: (1) explaining what you know about the organization and its needs, (2) mentioning what motivates and interests you about the job, and (3) showing how your skills, experiences, educational background, and personal characteristics can help meet those needs.

Closing Paragraph--Thank the employer for their consideration and express you interest in being granted an interview. Explain that you will contact them soon ("Thursday," or "next week") to set up an appointment at a convenient time. Then put the date on your calendar and follow up as promised.

References--"Available Upon Request"

References are not usually required on your resume unless specifically requested. It is always a good idea, though, to have the names, addresses and phone numbers of your references listed separately for future use and/or in case the prospective employer requests them. 

• You should secure the permission of anyone you choose to use as a reference before giving his/her name.

Sample Reference / Recommendation Requests   

• Use professors, advisors, or related employers as references.
• Do not use character references (parents, friends, etc)
• Provide your references with a copy of your resume as a courtesy.