Online Technical Writing: 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.
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:
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 later in "Special Sections in Resumes."
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:
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.
Two basic organizational approaches to resume design. Functional and thematic. (The "hanging-head" format is used in the functional-design version.)
Type of information. Types of resumes can be defined according to the amount and kind of information they present:
General Layout and Detail Formats in Resumes
At some point in your resume planning, 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 below. The elements you work with include:
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 above.
Special Sections in Resumes
Here are some ideas for special resume sections, sections that emphasize your goals or qualifications.
Highlights, summary section. In the illustration below, 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.
special sections in resumes. Summary or highlights of qualifications, and 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.
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:
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 goes to the 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!
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