Developing a Résumé and Cover Letter
Résumé Basics
The résumé is an important tool that helps build your personal brand and markets you to an employer. It is a vital part of the job search, providing details of your qualifications, background, and what you can offer an employer—all in a concise format.
“There’s only so much time to look at a résumé. So focus on clarity and being concise and really driving your main points across.”
—Dayna Schlenker, talent acquisition specialist, MarcFirst
Style and formatting tips
- Font: Choose an easy-to-read black font in 10-12 point size.
- Format: Present information under each header and section in reverse chronological order: most recent experience first. Stay consistent in the way you present your experiences.
- Create a ‘master résumé’ that includes all of your experiences. Then use it to make a résumé for each job or application purpose based upon the job posting and research you conduct on the employer. A one-résumé-fits-all approach is generally not the most effective.
- Layout: Use bullets, bold text, italics, and capitalization sparingly to call attention to the most important information.
- Length: For undergraduate students and recent college graduates, use a full one-page résumé.
- Paper: Use 8.5˝ x 11˝ résumé-quality paper in a neutral color to print your résumé, cover letter, and references page.
- Professionalism: Eliminate all typos and misspellings by having multiple individuals proofread your résumé.
- Spacing: Use margins of 0.5˝ to 1˝ on all sides with appropriate, but not excessive, spacing.
- Templates: Avoid résumé templates as they tend to be difficult to edit and do not easily allow for changes as your résumé evolves with your experiences. Sample résumés are available on the Career Services website.
- Visit Applicant Tracking Systems to learn more about the importance of formatting and customizing your résumé.
Heading and section tips
Heading titles should highlight specific skills and experiences. Below is a list of possible headings you could use in your résumé if you have applicable experience:
- Education
- Objective/Career Summary
- Relevant Course Work
- Work Experience
- Related Experience
- Clinical/Practicum Experience
- Observation Hours
- Internships/Externships/Micro-internships
- Activities/Campus Involvement
- Academic Honors/Awards
- Volunteer Work/Service Learning/Civic Engagement
- Skills & Certifications
- Military Service
- Languages
- Professional Development/Memberships/Affiliations
- Technical Knowledge or Skills
- Leadership Experience
- Research Experience
“Everyone should have a ‘master résumé’ in a blank Microsoft Word document. (Do not use a Word template.) This document should list everything they have done while in college and post-bachelor's for alumni (i.e., part-time jobs, internships, civic engagement, working with family, RSOs, course work where you completed a special project, etc.) Then for every position you apply to, make a copy (use “Save As” in Word) of your résumé. Tweak that copy for each position.”
– Renee Carrigan, career and curriculum development advisor
Writing bullet points
Unlike other professional writing, résumés require writing about your experiences and skills in concise bullet points—it is not recommended to write in paragraphs or complete sentences. They should highlight the skills you gained from each experience more so than just listing a duty or task you completed.
Tips for writing strong bullet points:
- Start with an action verb. Visit Action Words. Then add details.
- Bullet point = action word + skill + how/why
- If you are currently in the role or experience, use present tense. If including something from the past, use past tense.
- List bullet points in order of importance that you want an employer to identify. Look at a job posting or description for “qualifications and job duties” to match your bullet points to the position description. Be sure to use the text in your bullet points as they are listed in the posting, if you had the experience.
- Quantify your bullet points if applicable (e.g., specify how many employees you trained, how much you increased attendance, or how much of a budget you managed).
Examples of improved bullet points
If you are thinking this word; consider using this word instead:
- led: conducted, directed, guided, headed
- helped: assisted, contributed, supported
- put together: arranged, collected, compiled, coordinated, organized
- made sure: approved, assured, corrected, ensured, verified
- kept track: managed, monitored, recorded, scheduled
Examples of improved bullets points
If you are thinking of using this statement, consider rewriting this way instead:
- worked the cash register: provided customer service in an efficient and courteous manner and handled financial transactions with accuracy
- helped with various marketing projects: assisted marketing chair on a campus-wide campaign to promote Homecoming event to 15,000 students and alumni
- took care of children at daycare: created developmentally appropriate activities for five children with special needs
Action Words
Use action words in your résumé and cover letter to help highlight skills you fostered during your experiences.
Creative Skills
Acted, Condensed, Displayed, Founded, Invented, Adapted, Created, Drew, Illustrated, Modeled , Began, Customized, Entertained, Initiated, Modified , Combined, Designed, Established, Instituted, Originated, Composed, Developed, Fashioned, Integrated, Performed, Conceptualized, Directed, Formulated, Introduced, Photographed, Planned, Revised, Revitalized, Shaped, Solved
Data/Financial skills
Administered, Assessed, Computed, Estimated, Netted, Qualified, Adjusted, Audited, Conserved, Forecasted, Planned, Reconciled, Allocated, Balanced, Corrected, Managed, Prepared, Reduced, Analyzed, Budgeted, Determined, Marketed, Programmed, Researched, Appraised, Calculated, Developed, Measured, Projected, Retrieved
Helping skills
Adapted , Clarified, Demonstrated, Facilitated, Intervened, Represented, Advocated, Coached, Diagnosed, Familiarized, Motivated, Resolved , Aided, Collaborated, Educated, Furthered, Prevented, Simplified, Answered, Contributed, Encouraged, Guided, Provided, Supplied, Arranged, Cooperated, Ensured, Helped, Referred, Supported, Assessed, Counseled, Expedited, Insured, Rehabilitated, Volunteered, Assisted
Interpersonal communication/ people skills
Addressed, Consulted, Edited, Interviewed, Outlined, Reported, Advertised, Contacted, Elicited, Involved, Participated, Resolved , Arbitrated, Conveyed, Enlisted, Joined, Persuaded, Responded, Arranged, Convinced, Explained, Judged, Presented, Solicited, Articulated, Corresponded, Expressed, Lectured, Promoted, Specified, Authored, Debated, Formulated, Listened, Proposed, Spoke, Clarified, Defined, Furnished, Marketed, Publicized, Suggested, Collaborated, Developed, Incorporated, Mediated, Reconciled, Summarized, Communicated, Directed, Influenced, Moderated, Recruited, Synthesized, Composed, Discussed, Interacted, Negotiated, Referred, Translated, Condensed, Drafted, Interpreted, Observed, Reinforced, Wrote, Conferred
Management/ leadership skills
Administered, Contracted, Enforced, Incorporated, Organized, Replaced, Analyzed, Controlled, Enhanced, Increased, Originated, Restored, Appointed, Converted, Established, Initiated, Overhauled, Reviewed, Approved, Coordinated, Executed, Inspected, Oversaw, Scheduled, Assigned, Decided, Generated, Instituted, Planned, Secured, Attained, Delegated, Handled, Led, Presided, Selected, Authorized, Developed, Headed, Managed, Prioritized, Streamlined, Chaired, Directed, Hired, Merged, Produced, Strengthened, Considered, Eliminated, Hosted, Motivated, Recommended, Supervised, Consolidated, Emphasized, Improved, Navigated, Reorganized, Terminated
Organizational skills
Approved, Collected, Generated, Operated, Recorded, Screened , Arranged, Compiled, Incorporated, Ordered, Registered, Submitted, Catalogued, Corrected, Inspected, Organized, Reserved, Supplied, Categorized, Corresponded, Logged, Prepared, Responded, Standardized, Charted, Distributed, Maintained, Processed, Reviewed, Systematized, Classified, Executed, Monitored, Provided, Routed, Validated, Coded, Filed, Obtained. Purchased, Scheduled, Verified
Research skills
Analyzed, Detected, Experimented, Inspected, Measured, Solved, Clarified, Determined, Explored, Interviewed, Organized, Summarized , Collected, Diagnosed, Extracted, Invented, Researched, Surveyed , Compared, Evaluated, Formulated, Investigated, Reviewed, Systematized, Conducted, Examined, Gathered, Located, Searched, Tested, Critiqued
Teaching skills
Adapted, Conducted, Encouraged, Guided, Motivated, Tested, Advised, Coordinated, Evaluated, Individualized, Persuaded, Trained, Collected, Critiqued, Explained, Informed, Simulated, Transmitted , Coached, Developed, Facilitated, Instilled, Stimulated, Tutored , Communicated, Enabled, Focused, Instructed, Taught
Technical Skills
Adapted, Conserved, Developed, Operated, Remodeled, Studied , Applied, Constructed, Engineered, Overhauled, Repaired, Upgraded , Assembled, Converted, Fabricated, Printed, Replaced, Utilized, Built, Debugged, Fortified, Programmed, Restored, Calculated, Designed, Installed, Rectified, Specialized, Computed, Determined, Maintained, Regulated, Standardized
Source: adapted from livecareer.com
Transferable skills
Transferable skills, often referred to as soft skills or competencies, are skill sets you fine-tune and develop in one experience and transfer to another. Transferable skills can be gained anywhere: classes, jobs, internships, volunteering, working with faculty, etc. The most desirable transferable skills employers from all industries seek from candidates are as follows. When in doubt on what to put on your résumé, include experiences where you have used these skills.
Source: National Association of Colleges and Employers
Career & Self Development
Proactively developing yourself and your career through continual personal and professional learning, awareness of your strengths and weaknesses, navigating career opportunities, and networking to build relationships within and out of your organization. Sample behaviors:
- Show an awareness of your own strengths and areas for development.
- Identify areas for continual growth while pursuing and applying feedback.
- Develop plans and goals for your future career.
- Professionally advocate for yourself and others.
- Display curiosity. Seek opportunities to learn.
- Assume duties or positions that will help you progress professionally.
- Establish, maintain, and/or leverage relationships with people who can help you professionally.
- Seek and embrace development opportunities.
- Voluntarily participate in further education, training, or other events to support your career.
Communication
Clearly and effectively exchanging information, ideas, facts, and perspectives with persons inside and outside of an organization. Sample behaviors:
- Understand the importance of and demonstrate verbal, written, and nonverbal/body language, abilities.
- Employ active listening, persuasion, and influencing skills.
- Communicate in a clear and organized manner so that others can effectively understand.
- Frame communication with respect to the diversity of learning styles, varied individual communication abilities, and cultural differences.
- Ask appropriate questions for specific information from supervisors, specialists, and others.
- Promptly inform relevant others when needing guidance.
Critical Thinking
Sample behaviors:
- Make decisions and solve problems using sound, inclusive reasoning and judgment.
- Gather and analyze information from a diverse set of sources and individuals to fully understand a problem.
- Proactively anticipate needs and prioritize action steps.
- Accurately summarize and interpret data with an awareness of personal biases that may impact outcomes.
- Effectively communicate actions and rationale, recognizing the diverse perspectives and lived experiences of stakeholders.
- Multi-task well in a fast-paced environment.
Equity & Inclusion
Demonstrating the awareness, attitude, knowledge, and skills required to equitably engage and include people from different local and global cultures. Engage in anti-racist practices that actively challenge the systems, structures, and policies of racism. Sample behaviors:
- Solicit and use feedback from multiple cultural perspectives to make inclusive and equity-minded decisions.
- Actively contribute to inclusive and equitable practices that influence individual and systemic change.
- Advocate for inclusion, equitable practices, justice, and empowerment for historically marginalized communities.
- Seek global, cross-cultural interactions and experiences that enhance one’s understanding of people from different demographic groups and that lead to personal growth.
- Keep an open mind to diverse ideas and new ways of thinking.
- Identify resources and eliminate barriers resulting from individual and systemic racism, inequities, and biases.
- Demonstrate flexibility by adapting to diverse environments.
- Address systems of privilege that limit opportunities for members of historically marginalized communities.
Leadership
Recognize and capitalize on personal and team strengths to achieve organizational goals. Sample behaviors:
- Inspire, persuade, and motivate self and others under a shared vision.
- Seek out and leverage diverse resources and feedback from others to inform direction.
- Use innovative thinking to go beyond traditional methods.
- Serve as a role model to others by approaching tasks with confidence and a positive attitude.
- Motivate and inspire others by encouraging them and by building mutual trust.
- Plan, initiate, manage, complete, and evaluate projects.
Professionalism
Knowing work environments differ greatly, understand and demonstrate effective work habits and act in the interest of the larger community and workplace. Sample behaviors:
- Act equitably with integrity and accountability to self, others, and the organization.
- Maintain a positive personal brand in alignment with organization and personal career values.
- Be present and prepared.
- Demonstrate dependability (e.g., report consistently for work or meetings).
- Prioritize and complete tasks to accomplish organizational goals.
- Consistently meet or exceed goals and expectations.
- Pay attention to detail, resulting in few if any errors in your work.
- Show a high level of dedication toward doing a good job.
Teamwork
Build and maintain collaborative relationships to work effectively toward common goals, while appreciating diverse viewpoints and shared responsibilities. Sample behaviors:
- Listen carefully to others, taking time to understand and ask appropriate questions without interrupting.
- Effectively manage conflict, interact with and respect diverse personalities, and meet ambiguity with resilience.
- Be accountable for individual and team responsibilities and deliverables.
- Employ personal strengths, knowledge, and talents to complement those of others.
- Exercise the ability to compromise and be agile.
- Collaborate with others to achieve common goals.
- Build strong, positive working relationships with supervisors and team members/co-workers.
Technology
Understand and leverage technologies ethically to enhance efficiencies, complete tasks, and accomplish goals. Sample behaviors:
- Navigate change, and be open to learning new technologies.
- Use technology to improve efficiency and productivity of the work.
- Identify appropriate technology for completing specific tasks.
- Manage technology to integrate information to support relevant, effective, and timely decision-making.
- Quickly adapt to new or unfamiliar technologies.
- Manipulate information, construct ideas, and use technology to achieve strategic goals.
Applicant Tracking Systems
Applicant Tracking Software (ATS) are technology programs that scan application documents such as résumés and cover letters. If you are uploading documents when applying online and/or filling out an online application, it is very likely that the employer is using ATS. If you can, try to avoid Applicant Tracking Systems.
If you cannot, pair it with networking. Data shows that you only have a 2 percent chance of landing an interview when you apply online. On the other hand, referrals make up 40 percent of all hires (the largest channel by far). Networking is key and must be an essential part of your job search process. Identify recruiters on LinkedIn or attend career events or career fairs. Visit the Power of LinkedIn, and Making Networking Events Work for You. Reach out to them and mention that you are applying for one of their open positions. Briefly outline your skills and ask for more info on the job. In addition, try to identify a connection working inside the organization (personal connection or alum) and reach out to them for more info about the organization/position. Ask them to pass on your résumé to human resources or the appropriate recruiter or hiring manager.
Additional Applicant Tracking System tips
Utilize the job description. Optimize for ATS search and ranking algorithms by matching your résumé keywords to the job description and résumé every time you apply, assuming you have those experiences and can speak to them during an interview.
- Include and spell out acronyms. Use both the long-form and acronym version of keywords such as “Master of Business Administration (MBA)” or “Search Engine Optimization (SEO)” for maximum searchability.
- Submit a PDF. Use a PDF unless the application process says otherwise.
- Bold and underline. This will not affect the ATS and can help when an actual person is viewing your résumé.
- Stick to standard language. Skip creative wording and save that for the interview.
- Use a traditional résumé font like Times New Roman, Helvetica, Garamond, or Georgia.
- Keep the format simple. Do not use tables, lines, graphs, charts, headers, footers, text boxes, columns, or color ink.
Source: Workopolis
Résumé Checklist
Use this checklist to be sure your résumé is ready to go.
Is your résumé:
- Free of spelling and grammar errors?
- Devoid of personal pronouns (e.g., I, we, me, my)?
- A good reflection of how your skills and experiences relate to the job?
- One full-page (common expectation for entry-level professional positions without professional work experience and a bachelor’s degree)?
Does your résumé:
- Use consistent formatting for dates, job titles, etc.?
- Display your most relevant qualifications near the top of the page under appropriate section headings?
- Highlight all relevant experience?
- Use action verbs to describe experiences?
- Use key words from your area of discipline and/or a job posting to describe your experiences?
- Demonstrate an understanding of the position you are seeking and/or the needs of the employer?
References
References are not required for every application. So only submit them if you are required to do so.
- List your references on a separate document with the same heading of contact information used on your résumé. Unless specifically told to do so within the application directions do not include references on your résumé.
- Ask permission of three to five individuals who can speak to your ability to work. These are called ‘professional’ references and are commonly work or internship supervisors, faculty, individuals who oversee your volunteer experience or participation in student organizations. Be sure to ask for their phone number and email.
- It is fine to list a professional reference even if they have retired or moved from the job or position in which you worked with them.
- It is not recommended to use relatives or friends as references.
- For each reference, list the following: name, title, organization, physical address, phone number, email, and statement explaining how you know or have worked with them.
Example: Reggie Redbird Mascot, Illinois State University Campus Box 1857 Normal, IL 61790-1857 (309) 438-1857 Reggie Redbird was my supervisor when I worked for Career Services as a career ambassador.
Curriculum Vitae
A curriculum vitae (CV) is biographical information about one’s educational and professional background. The origin of the term is Latin and means “the course of one’s life or career.” Individuals with a Ph.D., M.D., J.D., M.A., M.S., M.F.A., or M.S.W. often use vitae, as well as some individuals with a B.A., B.S., and/or professional experience. The document is used primarily for educational institutions, applications for professional (academic or administrative) positions, admissions to a professional- or graduate-level program, and/or for professional positions in which advanced levels of education and experience are required. Most B.A. and B.S. graduates in business, government, and education (K–12) positions do not require a CV.
A two-page résumé is not a vitae, though two pages can constitute a vitae. It is not just the length of the document but the specific information within it that creates this difference. Like a résumé, there is not a specific way to construct a vitae nor one way to format it, but there are a few standard guidelines and headers. Samples are available on the Career Services website.
Vitaes should be well-organized, intuitive and error-free, including the following as applicable to your experiences:
Name and Contact Information
This should be at the top of the first page. The subsequent pages should include name and page number in the same header or footer location throughout the document. There is no need to type “vitae” on the first page.
Professional / Career / Vocational / Research Objectives
A brief sentence stating general goals or paragraph sharing both short-term and long-term goals.
Education
List the names of universities, colleges, and professional schools attended in reverse chronological order, with the most recent or important first. Include degrees awarded and in-progress, diplomas, certificates, dates of graduation and/or attendance, major, minor, emphasis, and concentration details. Include strong GPA(s), where appropriate.
Thesis/Dissertation Abstract
A summary of a thesis or dissertation, full title, and date of completion are helpful in conveying specialized knowledge gained from advanced degrees. Some disciplines (such as chemistry or psychology) have specific editorial formats for abstracts.
Honors / Achievements / Awards
List and describe departmental, athletic, and dean’s list awards; scholarships and fellowships; and community and professional awards in reverse chronological order or order of relevance. Briefly describe why you received the award.
Related Course Work
List courses related to the position or graduate program applying to in groups, with course titles and descriptions where appropriate. If you completed a special project in the course, such as a research paper, speech, or group project, develop bullet points using applicable action words relaying the skills used. Do not list course numbers or abbreviations. Visit Action Verbs.
Research Interest(s)
Be as specific as possible regarding the description and scope of your research interest(s).
Research and/or Laboratory Experience
Provide detailed descriptions of experience and the ways in which this fits into a profession or a laboratory’s ongoing research. Give the title of each project and information concerning its actual or potential publication. List the names and titles of professors or supervisors.
Teaching Interests and Experience
Describe teaching, tutoring, and group learning experience. Include whether you have written the syllabi, what texts were used, and the level of the class instructed (freshman, sophomore, graduate level, etc.).
Instrumentation Experience
Include computer or laboratory hardware, photographic, and/or audio-visual programs with which you have technical competency. Include equipment model numbers where appropriate.
Special Skills
List foreign and computer languages, computer software (including edition or version information, where pertinent), leadership, organizational, and analytical skills.
Publications / Presentations / Works-in-Progress
These include works authored or co-authored with faculty or other colleagues. Provide appropriate bibliographic descriptions (list unpublished manuscripts only if they are being considered for publication). Artists and musicians should provide descriptions of works-in-progress. Provide detailed descriptions of presentations, particularly those on behalf of academic societies and professional associations. List title, organization name, location, and date in reverse chronological order.
Professional Associations / Learned / Scientific Societies
Include role, level of involvement, offices held, and group membership duration. Some examples include the American Chemical Society, Modern Language Association, and American Psychological Association.
Work Experience
This can include full-time, part-time, internship, volunteer, summer, and on-campus experience listed together or separated by type. You may also separate by order of significance. Include the job title as designated by the company, the company or organization name, location (city, state), type of organization, dates, job duties and responsibilities, and promotions.
Civic Engagement
List civic memberships, volunteerism, and each role, level of involvement, and office held.
Background
This is a space to include information for graduate and professional school applications (e.g., prolonged residence abroad and/or unusual educational work experiences). Do not include information on race, ethnicity, religion, gender, age, or political preference.
Activities / Campus Involvement
List all campus programs and may include role, level of involvement, and offices held.
Interests
List related, professionally applicable avocations where appropriate.
Travel
Include descriptions and length of visits for extensive domestic or international travel where applicable to course work or specific research.
References / Recommendations
References should be those willing to be contacted without direct communication from you and are completely optional. Visit References.
“When reviewing cover letters during drop-in hours, one of the most common mistakes I see is that students list all of their experiences in their cover letter. It is best to look at the job description and highlight specific experiences that correlate with that job description. All of your experience is already on your résumés, so use your cover letter to detail your experiences and how they make you the best candidate for the job.”
—Addie Boston, Career Services lead career ambassador, senior, social work major
Cover Letter Content and Structure
Cover letters are submitted with a résumé and are customized to specific job posting. They are commonly referred to as “letters of intent” or “letters of inquiry.” They are used to introduce oneself and highlight why one is the most suitable candidate for the job and the organization.
Use these tips to draft an effective cover letter:
- Emphasize what you can offer the employer, not what the employer can or should offer you
- Demonstrate that your qualifications fit the requirements of the position
- Provide examples of skills, abilities, and top qualities; and align to the position to which you are applying
- Show you have researched the position and organization
- Demonstrate your writing ability
- Make sure it is only one page. The body of the letter should be no more than one-third to half the page, 10-12 size font, and match the font on your résumé
- Avoid lengthy paragraphs and keep your sentences simple and to the point
Reggie Redbird
123 Redbird Road • Normal, IL, 61761 • (309) 123-4567 • rbirdfan@email.com
Your header format should match the header on your résumé.
February 12, 20XX
Mai Getajobe
Manager of Human Resources
ABC Incorporated
1234 State Street
Bloomington, IL 61704
Dear Ms. Getajobe:
Try to address the cover letter to a person. If you are unable to find a name use a title (i.e., Dear Hiring Manager)
I am writing to apply for the position of human resources assistant in your Training and Development Office. I found this position in the Illinois State University Career Services Hire-A-Redbird system.
In the introduction paragraph, let the reader know the position you are applying for and how you found out about it. If you were referred by a person, name-drop here.
My education in human resources and my recent internship at Redbird Publishing House have provided me with the experience and confidence necessary to succeed in training and development. I will be receiving my Bachelor of Science in psychology in May 2023. I noticed in the job description that you are looking for a professional with experience in technical writing. My time at Redbird Publishing House was spent developing the web-based training manual for the professional staff to use when training new employees on customer service. Redbird Publishing was recently awarded the coveted “City of Chicago Customer Service Company of the Year” by the Chicago Chamber of Commerce. I am very pleased to have been a part of that effort.
I am particularly impressed by the company philosophy noted on the website of “dedication to professional excellence through continued professional education.” I agree with this idea and have embraced several professional development opportunities in the field myself. Most recently, I participated in the Society for Human Resource Management Annual Conference. In addition to providing opportunities for others to improve, I would look forward to my own continuing professional development at ABC Inc.
The body paragraphs relay the requirements of the job you have such as education and transferable skills listed in the job posting. In other words, be sure to include the experiential skills that set you apart from other candidates to highlight why you should be offered an interview.
Thank you for considering me as a candidate for this position. I eagerly anticipate hearing from you in the near future about the prospect of an interview.
Keep the closing paragraph short. Include the words “thank you” and relay a call to action–what the next steps can be.
Sincerely,
Reggie Redbird
Reggie Redbird
Leave a few spaces for your signature if you plan to print and sign. Or you can insert your signature as an image (although this is not necessary).