Chapter 1: Business Correspondence--Resumes
A resume is a selective record of your background--your educational,
military, and work experience, your certifications, abilities, and so
on. You send it, sometimes accompanied by an application letter, to
potential employers when you are seeking job interviews.
Note: Students enrolled in the online version of TCM1603 at Austin
Community College, please take the reading quiz
on this chapter. (Anybody else is welcome to try it as well.)
The focus of the resume assignment is readability, effective design, and
adaptation to audience expectations. If you make up a few details in your
resume, that's okay. However, if you're just starting your college
education and have little work experience, try using the techniques and
suggestions here to create a resume that represents your current skills,
abilities, and background. Developing a decent-looking resume based on
what you are now is a challenge that you have to deal with at some point--so
why not now?
Resume Design: An Overview
Before personal computers, people used one resume for varied kinds of
employment searches. However, with less expensive desktop publishing and
high-quality printing, people sometimes rewrite their resumes for every new
job they go after. For example, a person who seeks employment both with a
community college and with a software-development company would use two
different resumes. The contents of the two might be roughly the same, but
the organization, format, and emphases would be quite different.
You are probably aware of resume-writing software: you feed your data into
them and they churn out a prefab resume. You probably also know about
resume-writing services that will create your resume for you for a hundred
dollars or so. If you are in a time bind or if you are extremely insecure
about your writing or resume-designing skills, these services might
help. But often they take your information and put it into a computer
database that then force it into a prefab structure. They often use the
same resume-writing software just mentioned; they charge you about what the
software costs. The problem is that these agencies simply cannot be that
sensitive or perceptive about your background or your employment
search. Nor are you likely to want to pay for their services every month or
so when you are in the thick of a job search. Why not learn the skills and
techniques of writing your own resume here, save the money, and write
better resumes anyway?
There is no one right way to write a resume. Every person's background,
employment needs, and career objectives are different, thus necessitating
unique resume designs. Every detail, every aspect of your resume must start
with who you are, what your background is, what the potential employer is
looking for, and what your employment goals are--not with from some prefab
design. Therefore, use this chapter to design your own resume; browse
through the various formats; play around with them until you find one that
works for you.
Be sure and check out the example resumes accompanying this chapter:
Figure 1-5. Basic sections of a resume--whichever
format you use, the information generally divides up as shown here.
Sections in Resumes
Resumes can be divided into three sections: the heading, the body, and the
conclusion. Each of these sections has fairly common contents.
Heading. The top third of the resume is the heading. It
contains your name, phone numbers, address, and other details such as your
occupation, titles, and so on. Some resume writers include the name of
their profession, occupation, or field. In some examples, you'll see
writers putting things like "CERTIFIED PHYSICAL THERAPIST" very
prominently in the heading. Headings can also contain a goals and
objectives subsection and a highlights subsection. These two special
subsections are described in "Special Sections in Resumes" on
page 1-24.
Body. In a one-page resume, the body is the middle portion, taking
up a half or more of the total space of the resume. In this section, you
present the details of your work, education, and military experience. This
information is arranged in reverse chronological order. In the body
section, you also include your accomplishments, for example, publications,
certifications, equipment you are familiar with, and so on. There are
many ways to present this information:
- You can divide it functionally--into separate sections for work experience
and education.
- You can divide it thematically--into separate sections for the different areas
of your experience and education.
Conclusion. In the final third or quarter of the resume, you can
present other related information on your background. For example, you can
list activities, professional associations, memberships, hobbies, and
interests. At the bottom of the resume, people often put "REFERENCES
AVAILABLE ON REQUEST" and the date of preparation of the resume. At
first, you might think that listing nonwork and personal information would
be totally irrelevant and inappropriate. Actually, it can come in handy--it
personalizes you to potential employers and gives you something to chat
while you're waiting for the coffee machine or the elevator. For example,
if you mention in your resume that you raise goats, that gives the
interviewer something to chat with you about during those moments of
otherwise uncomfortable silence.
Resumes: Types and Design
To begin planning your resume, decide which type of resume you need. This
decision is in part based on requirements that prospective employers may
have, and in part based on what your background and employment needs
are.
Type of organization. Resumes can be defined
according to how information on work and educational experience is
handled. There are several basic, commonly used plans or designs you can
consider using.
Type of information. Types of resumes can be defined according to the
amount and kind of information they present:
- Objective resumes: This type just gives dates, names, titles, no
qualitative salesmanship information. These are very lean, terse
resumes. In our technical-writing course, you are asked not to write solely
this type. The objective-resume style is useful in resumes that use the
thematic approach or that emphasize the summary/highlights section. By its
very nature, you can see that the thematic approach is unclear about the
actual history of employment. It's harder to tell where the person
was, what she was doing, year by year.
- Detailed resumes: This type provides not only dates, titles, and
names, but also details about your responsibilities and statements about
the quality and effectiveness of your work. This is the type most people
write, and the type that is the focus of this technical-writing course. The
rest of the details in this section of this chapter focus on writing the
detailed resume.
General Layout and Detail Formats in Resumes
At some point in your planning a resume, you'll want to think schematically
about the layout and design of the thing. General layout has to do with the
design and location of the heading, the headings for the individual
sections, and the orientation of the detailed text in relation to those
headings. Detail formats are the way you choose to arrange and present the
details of your education and work experience.
General layout. Look at resumes in this book and in other sources
strictly in terms of the style and placement of the headings, the shape of
the text (the paragraphs) in the resumes, and the orientation of these two
elements with each other. Some resumes have the headings centered; others
are on the left margin. Notice that the actual text--the paragraphs--of
resumes typically does not extend to the far left and the far right
margins. Full-length lines are not considered as readable or scannable as
the shorter ones you see illustrated in the examples in this book.
Notice that many resumes use a "hanging-head" format. In this
case, the heading starts on the far left margin while the text is indented
another inch or so. This format makes the heading stand out more and the
text more scannable. Notice also that in some of the text paragraphs of
resumes, special typography is used to highlight the name of the
organization or the job title.
Detail formats. You have to make a fundamental decision about how
you present the details of your work and education experience. Several
examples of typical presentational techniques are shown in Figure 1-7. The
elements you work with include:
- Occupation, position, job title
- Company or organization name
- Time period you were there
- Key details about your accomplishments and responsibilities while there.
Figure 1-7. Examples of detail formats. Use
combinations of list or paragraph format, italics, bold, all caps on the
four main elements: date, organization name, job title, and details.
There are many different ways to format this information. It all depends on
what you want to emphasize and how much or how little information you have
(whether you are struggling to fit it all on one page or struggling to make
it fill one page). Several different detail formats are shown in Figure
1-7.
Special Sections in Resumes
Highlights, summary section. In Figure 1-8, you'll notice the
"Highlights" section that occurs just below the heading (the
section for name, address, phone number, etc.) and just above the main
experience and education sections. This is an increasingly popular section
in resumes. Resume specialists believe that the eye makes first contact
with a page somewhere one-fourth to one-third of the way down the page--not
at the very top. If you believe that, then it makes sense to put your very
best stuff at that point. Therefore, some people list their most important
qualifications, their key skills, their key work experience in that space
on the page. Actually, this section is useful more for people who have been
in their careers for a while. It's a good way to create one common spot on
the resume to list those key qualifications about yourself that may be
spread throughout the resume. Otherwise, these key details about yourself
are scattered across your various employment and educational experience--in
fact, buried in them.
Objectives, goals. Also found on some resumes is a section just
under the heading in which you describe what your key goals or objectives
are or what your key qualifications are. Some resume writers shy away from
including a section like this because they fear it may cause certain
employers to stop reading, in other words, that it limits their
possibilities. A key-qualifications section is similar to a highlights
section, but shorter and in paragraph rather than list form.
Figure 1-8. Special sections in resumes--the
summary or highlights of qualifications, and the goals and objectives
section.
Amplifications page. Some people have a lot of detail that they want
to convey about their qualifications but that does not fit well in any of
the typical resume designs. For example, certain computer specialists can
list dozens of hardware and software products they have experience with--and
they feel they must list all this in the resume. To keep the main part of
the resume from becoming unbalanced and less readable, they shift all of
this detail to an amplications page. There, the computer specialist can
categorize and list all that extensive experience in many different
operating systems, hardware configurations, and software
applications. Similarly, some resume writers want to show lots more detail
about the responsibilities and duties they have managed in past
employment. The standard formats for resume design just do not accommodate
this sort of detail; and this is where the amplifications page can be
useful.
Figure 1-9. Amplifications page in a resume. If
you have lots of detail about what you know, this approach on page 2 of
the resume may work. On the first page of this resume, the writer divides
the presentation into experience and education sections and takes a
chronological approach to each. On the first page, he only provides
company names, job titles, dates, and discussion of duties.
Resume Design and Format
As you plan, write, or review your resume, keep these points in mind:
- Readability: are there any dense paragraphs over 6 lines? Imagine your
prospective employer sitting down to a two-inch stack of resumes. Do you
think she's going to slow down to read through big thick paragraphs.
Probably not. Try to keep paragraphs under 6 lines long. The
"hanging-head" design helps here.
- White space. Picture a resume crammed with detail, using only
half-inch margins all the way around, a small type size, and only a small
amount of space between parts of the resume. Our prospective employer might
be less inclined to pore through that also. "Air it out!" Find
ways to incorporate more white space in the margins and between sections of
the resume. Again, the "hanging-head" design is also useful.
- Special format. Make sure that you use special format consistently
throughout the resume. For example, if you use a hanging-head style for the
work-experience section, use it in the education section as well.
- Consistent margins. Most resumes have several margins: the outermost, left
margin and at least one internal left margin. Typically, paragraphs in a
resume use an internal margin, not the far-left margin. Make sure to align all
appropriate text to these margins as well.
- Terse writing style. It's okay to use a rather clipped, terse writing style in
resumes--up to a point. The challenge in most resumes is to get it all on
one page (or two if you have a lot of information to present). Instead of
writing "I supervised a team of five technicians..." you write "Supervised a
team of five technicians..." However, you don't leave out normal words such
as articles.
- Special typography. Use special typography, but keep it under control.
Resumes are great places to use all of your fancy word-processing features
such as bold, italics, different fonts, and different type sizes. Don't go crazy
with it! Too much fancy typography can be distracting (plus make people
think you are hyperactive).
- Page fill. Do everything you can to make your resume fill out one full page
and to keep it from spilling over by 4 or 5 lines to a second page. At the
beginning of your career, it's tough filling up a full page of a resume. As you
move into your career, it gets hard keeping it to one page. If you need a
two-page resume, see that the second page is full or nearly full.
- Clarity of boundary lines between major sections. Design and format your
resume so that whatever the main sections are, they are very noticeable.
Use well-defined headings and white space to achieve this. Similarly, design
your resume so that the individual segements of work experience or
education are distinct and separate from each other.
- Reverse chronological order. Remember to list your education and
work-experience items starting with the current or most recent and working
backwards in time.
- Consistency of bold, italics, different type size, caps, other typographical
special effects. Also, whatever special typography you use, be consistent
with it throughout the resume. If some job titles are italics, make them all
italics. Avoid all-caps text--it's less readable.
- Consistency of phrasing. Use the same style of phrasing for similar
information in a resume--for example, past tense verbs for all work
descriptions.
- Consistency of punctuation style. For similar sections of information use the
same kind of punctuation--for example, periods, commas, colons, or
nothing.
- Translations for "inside" information. Don't assume readers will know what
certain abbreviations, acronyms, or symbols mean--yes, even to the extent
of "GPA" or the construction "3.2/4.00." Take time to describe special
organizations you may be a member of.
- Grammar, spelling, usage. Watch out for these problems on a
resume--they stand out like a sore thumb! Watch out particularly for the
incorrect use of its and it's.
Producing the Final Draft of the Resume
When you've done everything you can think of to finetune your resume, it's
time to produce the final copy--the one that would potentially go to a
prospective employer. This is the time to use nice paper and a good printer
and generally take every step you know of to produce a professional-looking
resume. You'll notice that resumes often use a heavier stock of paper and
often an off-white or non-white color of paper. Some even go so far as to
use drastically different colors such as red, blue, or green, hoping to
catch prospective employers' attention better. Proceed with caution in
these areas!
Return to the table of contents for the TCM1603 Course Guide
(the online textbook for Austin Community College's online
technical writing course).
This information is owned and maintained by David A. McMurrey. For
information on use, customization, or copies, e-mail
davidm@austin.cc.tx.us or call (512) 476-4949.