module 3 assessment 3 1 resumes and cover letters

Module 1: Applying for a Position

1.3 Tailored Resumes and Cover Letters

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Note: The audio transcript is available in the footnotes.

Resumes and cover letters should be targeted to your specific goals and each specific job application. Before applying to any job site or heading to a career fair, it would be a good idea to update your resume. Your current resume may only list part-time and summer jobs in reverse chronological order, so it’s not an accurate reflection of your career goals. Moving into your career job search is an important time to review your resume and consider how to make it relevant for your career goals and targeted for each application. Note that in Canada, it’s not appropriate to include a photo or information about age or gender on your resume.

The first step to drafting a targeted application is to closely read the job ad. While this may sound obvious, the key is to identify and highlight the specific skills the potential employer is seeking, and then list the skills you already have that meet those requirements, as well as supporting evidence that you have those skills.

Chronological Resume

Although chronological resumes are the most commonly used, and most likely what you currently have, they may not serve recent graduates to best advantage.

Chronological resumes are great later in your career, once you can showcase relevant career experience. These resumes usually have the following sections:

• Contact information
• Objective statement including the type of work you’re seeking; this can be tailored to specific applications
• Work experience in reverse chronological order with most recent listed first; note that work experience might appear before education
• Skills, which might include experience with specific software or proficiency with languages

Often, chronological resumes focus more on education, rather than the job experience employers are looking for. Offering work experience before education helps; however, your previous jobs may not relate to your career choice or the job you’re applying for. Although you may still feel proud of your high school accomplishments, at some point these should fall off your resume as you gain more adult experience.

What’s missing from the chronological resume is an accurate reflection of the various skills and experiences you have that may not be reflected in either formal education or previous work experience. These skills and experiences are often very relevant to the job for which you’re applying, but they’re invisible on this type of resume.

Functional Resume

Functional resumes focus on your skills and experience, rather than previous work experience that may be in short supply if you’re just graduating. In this way, they highlight transferable skills that may be more appropriate to your new career.

To build a functional resume, start with the accomplishment statements you drafted in section 1.1 using the STAR method to consider the:

• S ituation or context,
• T ask you accomplished,
• A ction taken to accomplish the task, and the
• R esult achieved.

Accomplishment statements showcase your specific transferable skills, making a convincing case that you’re a strong candidate for the job. For instance, if the posting says they’re looking for someone with strong communication skills, but you’ve only worked in retail, you might draft an accomplishment statement building on your transferable communication skills:

Listened [action verb] to customers actively during shifts [task] at Divine’s Clothing [situation] to improve repeat business and increase sales [result] .

Note that while having a quantitative result is convincing, don’t make it up if you don’t know; qualitative statements are also valuable. The beauty of a functional resume is that you can expand your accomplishments into school work, volunteering, or your own start-up. For example, if a job requires teamwork skills, and you successfully completed a group project in school, your accomplishment statement might read:

Developed [action verb] strong teamwork and organizational skills for a year-end project [task] with a student group at TMU [situation] resulting in an A+ grade and mention in the school’s newsletter [result] .

This shows that you have the skill and can practice it with good success. Even if it wasn’t in a work context, showing that you have this transferable skill indicates that you could have similar success at work.

Click here for additional Examples of accomplishment statements for your career search (umassglobal.edu)

After providing your contact information, the functional resume starts with a brief objective statement that can be tailored to each job application, using key words you’ve identified from the job posting. Why are you applying for this position? What type of job are you looking for? What do you bring to the position?

Following this, most of the resume should showcase your skills, using your accomplishment statements. Consider grouping these into subsections. For example, Communication Skills could combine digital, written, and verbal skills. This can be followed by Work Experience, and finally, Education, although these sections might be reversed. The key is to focus on your transferable skills, rather than previous work experience if it’s not relevant, or education, the details of which may be less important for your new career.

Additional details on Functional Resumes, including a template, can be found at The Ultimate Guide To Functional Resumes | Indeed.com Canada

Hybrid or Alternative Resumes

Sometimes people create hybrid or combined resumes, with elements of both chronological and functional resumes. You don’t need to stick firmly to a given option. Choose what works best to showcase your skills for the career you’re applying to, and recognize that the format you choose may evolve over time as you gain further work experience.

While it’s also permissible to create alternative resume designs, recognize that potential employers may not respond well to something out of the ordinary. If you’re moving into a design career, then maybe a resume showcasing your design skills would be beneficial; however, if you’re applying for a business career, an alternative resume may not be appropriate.

Resume Design 

When designing your resume, always think about the reader and how you can improve the accessibility of your resume. Also recognize that most corporations use Applicant Tracking Systems (ATS) and/or Artificial Intelligence to do the initial scan of incoming resumes. Successful resumes must be designed to ensure they can pass successfully through this first level of sorting. Spending more time crafting your content to the needs of these systems will improve the likelihood of success much more than spending hours making your resume look pretty. Important tips to successful resume design include:

For more detailed information, including examples, check How to Write an ATS-friendly Resume in 2024 [+5 Templates] (resume-now.com)

Cover Letters

People often struggle with the best way to start a cover letter. Avoid beginning your letter with statements like, “I’m applying for the position of…” or “My name is…and I’m a recent graduate.” These are not compelling openings and are unlikely to engage the reader. While it’s appropriate to say these things, maybe they can come later in the letter.

It helps to think in journalistic terms of having a “hook” to engage the reader. Are you applying for a social media communication position? Did you increase your student union’s social media presence by 17%? Great! Maybe you could open your cover letter by asking, “How would you like to increase your company’s social media presence by 17%?” Because this result is relevant to the job, the person to whom you’re applying is likely to keep reading. Also consider showing that you’ve researched the company by providing a few details about what they do or recent successes or challenges.

While there may be some overlap between the cover letter and the resume, the cover letter is your opportunity to showcase specific aspects of your skills and experience that best fit with the requirements of the job. Again, consider whether you can use some of your accomplishment statements. The cover letter underscores key highlights of the resume, but should not just copy the resume. The body of the letter should clearly showcase how your skills are relevant to the posted position. Although you’re talking about yourself, avoid having too many I-statements. Focus on the reader and how you can fill their needs.

Remember that the purpose of your application is to get an interview. The closing should offer follow-up and make it easy for the potential employer to contact you. Suggest your availability for an interview and provide your phone or email address in the closing paragraph.

Proofread everything before sending! Nothing undermines your chances as quickly as typos and grammatical errors.  Good luck!

Audio transcript for Module 1.3 Tailored Resumes and Cover Letters

Post-secondary schools usually have a career office. You might not have known about it, or perhaps you forgot about it. After all, you focused on finishing school! Career offices usually remain available to recent graduates, so you might still be able to access their services. They can help optimize your resume and advise you on career opportunities. They might also provide guidance on places to post your resume for potential employers to see.

Although you were aware of a few career websites, the more you research, the more you find. Postings sometimes overlap, but different sites often have unique opportunities. You learn the value of checking career sites regularly before they close postings or remove them, and before the best opportunities are gone.

Career fairs are something you might not have considered before. These sound like a great opportunity to meet potential employers, but they also require a level of confidence and preparation that maybe you’re still working on. All the advice you’ve read or heard suggests that you should attend job fairs ready with questions, and that sometimes job interviews happen on the spot!

It also seems important to have resumes in hand, but the only resume you have is the one with your part-time or seasonal jobs. While that was fine when you were just looking for work, now you’re looking for a career. But all resumes are pretty much the same, aren’t they?

Practical Business Communication for Knowledge Workers: From Job Application to Promotion Copyright © 2024 by Dianne Nubla, Robert Bajko, Catherine Jenkins, and Michael Lapointe is licensed under a Creative Commons Attribution-NonCommercial 4.0 International License , except where otherwise noted.

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Career Planning: Choose Your Path

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The Difference Between Job Applications, Cover Letters and Résumés

The difference between the job application, cover letter and résumé .

Each document has a unique purpose in the job seeking process.

• Job Application - A job application is a form employers use to collect information about you to see if you are a good fit for the position. It may be required as an in person document or completed online. It is used as a first level screening device to reduce the number of applicants to interview.  They typically include personal information, employment information (work history), education/training and reference information. 
• Cover Letter -  A cover letter may not be required. A cover letter should highlight the qualifications you have for the job for which you are applying. It is used to provide the employer with information (as a continuation of to the application) as to why you are a good candidate for the job. The main function of your cover letter is to show off how your qualification makes you a match for the job. Unlike a resume, you should use the first-person to write your cover letter. (That said, avoid using "I" too much.) A cover letter should be written with the assumption that employers will use a combination of your application and your résumé to match it to the statement you are making in the letter about your qualifications.A cover letter will help employers to interpret your background as represented on the resume and will help prove how your previous experiences qualify you for a job. The cover letter should reflect how your skills and background are a math to the job requirements that are detailed in the job posting. A cover letter should not be just bullet points of content from the resume.
• Résumé - You can think of your résumé as a general summary of your work experience and your cover letter as a summary of your work experience as it relates to the job at hand. A résumé is a document that itemizes your employment history. It summarizes the jobs you have held, the education you have attained, certifications, skills, and other quantifiable information about your background and work experience. Typically, a resume is written in the third person and uses as few words as possible to summarize the experience. Rather than writing "I supervised the large buying team at XYZ company" a résumé would have a bullet point that says, "Supervised 19-person buying team." A résuméstates the facts – who, what, when, and how. In contrast, a cover letter provides an opportunity to explain why you are qualified for the job. This document adds a bit of color and personality and is intended to persuade employers that you're a good fit for the position at hand. 

Completing a Job Application Resources

Job Application Overview - Purdue OWL

Everything You Need To Know About Job Applications - Indeed

5 Different Types of Job Applications (and Why Employers Use Them) - Indeed

What Is a Job Application? The Balance

Parts of the Cover Letter

• Format and Content
• Examples/Samples
• Greeting/Employer
• Intro Paragraph

Cover Letters

A cover letter is a one-page business letter that you submit when applying to a job, along with your resume.  It provides an introduction to a prospective employer, briefly provide a summary of your professional experience and to express interest in a specific company.  It is an addition to your résumé ; it is not meant to replace your résumé . It is concise and normally consist of 3-4 paragraphs.  As a piece of persuasive writing, your cover letter will aim to convey to the employer why you’re a great candidate for the role.

Cover Letter Resources

What to Include in a Cover Letter - Resume Genius

Writing Cover Letters - University of Wisconsin

How To Write a Cover Letter (With Steps, Examples and Tips)

GFC LearnFree Playlist  - This playlist from GFC LearnFree focuses on some strategies you can use to create an effective and successful cover letter.

Cover Letter Example

Source: https://www.thebalancemoney.com/cover-letter-format-2060205  

Example Cover Letters

The Balance - Cover Letter Examples and Writing Tips  - This website provides samples and templates for cover letters for a variety of positions. It includes how to word the content for different situations such as (but not limited to):

• Basic Cover Letter Example for a Resume
• Sample Cover Letter for a Job Application
• Cold Contact Letter
• Letter For Unadvertised Openings
• Career Change
• College Graduate
• Entry-Level
• Part-Time Jobs
• Summer Jobs

As you can see, your cover letter should be tailored to the job you are applying for. Taking that extra step might be what gets you to the interview stage. 

Your Contact Information

• Header:  The first section includes your contact information: name, address, phone or cell phone number, and your email address. It has also become common to include your  LinkedIn address so that employers can immediately access your professional profile, resume, and networking contacts. Beware of listing social media identities. They are less formal and your digital footprint matters (see Transferable Skills and Digital Identity).
• Style/Format:  Go with a simple block, centered header. Be careful not to get too creative - remember, this document should make a good impression but the content is the focus. . 
• Maintain professionalism:  Your email address should sound simple and professional. Ideally, it would look like “[email protected].” Save email addresses that are humorous, refer to hobbies, opinions or.'not safe for work' for personal use (e.g., [email protected] or [email protected]). The email address you share with employers should reflect a professional identity. Considering creating an email account dedicated solely to your career search for professionalism and to make it easier to track  and use for correspondence specific to the job search. 

You may or may not have a specific person to address when sending a cover letter. getting a name to address your letter to is important. Do your research to avoid having to use the generic "To Whom It May Concern" or "Dear Sir or Madam," which can make things look like you didn't make an effort to learn more about the job or the employer. The best ways to learn contact names are to call an organization’s front office or to review their website.

To get in gear, review samples of  cover letter salutations . If you can't find a contact person,  there are options you can use instead .

Keep it professional

Starting a cover letter with “Dear” is polite without being too formal, which is what makes it a good choice. Greetings that are overly casual are inappropriate for a cover letter salutation and should be avoided.

Here are some examples of  inappropriate greetings  for a cover letter:

Unprofessional greetings

• “Hey,”
• “Hi,”
• “Hello,”
• “Greetings,”
• “Hey there,”

When you know the hiring manager’s name

The purpose of a cover letter is to reach and impress the hiring manager. Using their name in your cover letter salutation increases your chances of being invited for an interview, because it shows them you took the time to find their name.

By contrast, a generic greeting sounds impersonal and implies that you haven’t researched the company.

Knowing  how to address a cover letter  is a vital job search skill that can give you a competitive edge.

Here’s how to choose a salutation when you do and do not know the hiring manager’s gender:

When their gender is known

If you’re certain of the hiring manager’s gender, use titles (such as Mr. for men) followed by their last name in your cover letter salutation. For women, use Ms. unless the job posting or company website shows another preference. For example:

• “Dear Mr. Franklin,”
• “Dear Ms. Tsai:”
• “Dear Miss Rodriquez,” (only if “Miss” is specified in the job posting)

Some hiring managers may use Mx. as a gender-neutral title, so note such preferences:

• “Dear Mx. Sanders,”

An alternative for addressing hiring managers who prefer gender-neutral titles is “Dear” followed by their first and last name. For example:

• “Dear Eli Watson,”

Finally, if the hiring manager has a professional title, use this in your cover letter greeting to show you’ve done your research:

• “Dear Dr. Al-Bassam,”
• “Dear Lieutenant Pritchard,”

When their gender is unknown

While it’s best to use titles in your cover letter salutation, gender-ambiguous names (such as Kerry) make this difficult. In these cases, your salutation should include their full name:

• “Dear Cameron Hill,”
• “Dear Jay MacBride:”
• “Dear Taylor O’Malley,”

Alternatively, use the gender-neutral pronoun “Mx.”:

• “Dear Mx. Lopez,”

When you don’t know the hiring manager’s name

If you can’t find the hiring manager’s name, you can still write an effective salutation for your cover letter. Use information that is specific to the job opening to  address your cover letter without a name , such as job title and department:

• “Dear Client Services Manager,”
• “Dear Vice President of Business Development,”
• “Dear Sales & Marketing Director:”

If these details are not available, the following generic cover letter greetings are also acceptable:

• “Dear Hiring Manager,”
• “Dear Human Resources Team,”

However, before you resort to general salutations, first do your best to find the hiring manager’s name. Try looking on the company website, LinkedIn, or even Twitter.

Using the hiring manager’s name will show them that you care enough to be proactive about applying for the job, and are willing to put in the effort to stand out.

Cover letter salutations to avoid

There are certain cover letter greetings you should avoid because they’re too impersonal or vague.

Here are two examples:

• “ Dear Sir or Madam, ”
• “ To Whom it May Concern ”

Using “Dear Sir or Madam” is outdated and too formal for a modern cover letter greeting, and the term is non-inclusive which is no longer well-received in today’s job market. Using “To Whom it May Concern” is impersonal and shows hiring managers that you didn’t take the time to research their company.

Knowing  how to write a cover letter  is a valuable tool for connecting with hiring managers. Opening with a professional cover letter salutation is a good way to begin that connection, and might just help you land your dream job.

The body of your cover letter lets the employer know what position you are applying for, why the employer should select you for an interview, and how you will follow up. This section of your cover letter includes:

Opening Sentence and First Paragraph. Why you are writing? This is "the grab," your chance to grasp your reader by the collar and get their attention. Offer some specific, focused information regarding the job you're seeking and a few core strengths that demonstrate your suitability for the position. Review the link for more ideas.

• Second paragraph : What you have to offer the employer .  This is your hook where you highlight examples of the work performed and achieved results. Draw on your key competencies from your resume, although don't copy it word for word. Bullet points in this paragraph are extremely effective in drawing your reader's eye to your successes.
• Third paragraph : Your knowledge of the company. Show that you did your research and know something about the business and how you can contribute to its mission.
• Fourth paragraph : Your closing. Summarize what you would bring to the position and suggest next steps by requesting a meeting or suggesting a call.

Finish your letter with a formal closing like "Sincerely" or "Yours truly." A cover letter is professional correspondence, so don't use informal closings like "Cheers" in the letters you write to apply for jobs.

Your Signature 

How you  sign your cover letter  will depend if you're sending a paper or email letter. If you're sending a paper letter, type your name after the salutation, leaving a space for your handwritten signature. If you're sending an email cover letter, type your name and contact information after your salutation.

Signature for a Hard Copy Letter Example

Mary Barnes  (Your Signature)

Mary Barnes

Email Letter Signature Example

Mary Barnes Address City, State Zip Email Phone

Create a Cover Letter Activity

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