Best Practices for Resumes, Cover Letters

and References
Resume Best Practices
The “art” of resume writing -- crafting a resume is an “art, not a science”. Ten
resume experts working with the same individual will create ten different and
equally good resumes.

Where can I find examples of good resumes?

Check out the other links on the PPL Employment Tools section for good resume
examples.

What is an appropriate resume length, one page, two pages, or more?

A one page resume will be sufficient to communicate skills, work experiences,

education, and other relevant information. Significant professional work history,
life accomplishments, advanced degrees, etc. may need to have a two page
resume. The filter here should be on “content” – a second resume page is
warranted by important additional content that is relevant to the job being pursued.
(Rule of thumb – a page and one quarter should be either shortened to one page or
lengthened to two pages – preferably the former).

HR personnel at our Business Partners tell us that they spend 20 seconds on

average scanning the typical resume before deciding whether to “toss” or “review
further”.

Should Objective Statements be used on resumes?

Many objective statements are worthless pieces of resume “filler” and can be
eliminated. The current PPL template does not include an Objective statement. A
good reason to use an objective statement is when an individual is pursuing a
career change and needs to explain how the job being pursued is relevant to their
current interests, priorities, education, etc. Again, the filter here should be
“content” – if the individual is using the objective statement to communicate
something important, then it may be appropriate to include.
What format is best for resumes: Functional or Chronological?

The functional resume format is generally used when individuals have gaps in
employment that they do not wish to draw attention to, or if they have a history of
many short duration jobs. In these situations, the functional resume format
focuses on skills acquired through multiple job experiences without identifying
specific jobs held during specific timeframes. Unfortunately, employers recognize
this and tend to believe that a functional resume is, in fact, “hiding” something. For
this reason we prefer a conventional chronological resume format for most of our
clients. Anyone using a functional format over a chronological format should have
a specific reason for doing so.

Should PPL Trainings be listed on the resume?

Many clients include PPL Training in their resume under Education or Work
Experience. This works when the PPL Training is relevant to the job they are
pursuing – i.e. the Banking training is relevant to someone pursuing a banking job,
as is the CNA Training to someone pursuing a health care position. Sometimes
including the PPL Training will not be relevant to the job or industry currently being
pursued. For example, a Banking graduate who is not pursuing banking or financial
positions may choose to exclude it (especially where it appears inconsistent with
the rest of the resume). It may also be less relevant for someone with a college
degree. That said someone without a GED who is pursuing an entry level job may
benefit from including the training in their resume to demonstrate their ability to
follow through on a commitment and succeed in an educational setting.

Should 10-15 year old Job History be included?

Do not include jobs held more than 10-15 years ago unless they are particularly
relevant to the position for which you’re applying.

Can I estimate dates of employment if I’m not sure of them?

Make sure dates and titles of positions held are accurate – employers will often
confirm this information with past employers and inconsistent data will jeopardize
your application.

How do you create a Skills or Professional Summary?

Avoid a summary of “one word strengths,” it is much better to highlight a fewer
number of strengths that can be documented with specific examples. Make sure
the skills summarized are relevant to the job or industry being pursued. ISeek has
good industry and position descriptions to look at for ideas.

• Bilingual -- Languages spoken __________________________

• Software proficiency Word, Excel, PowerPoint, Access, Outlook,

Other_______

• Other computer or technical skills______________

• Multi-line telephone experience

• Typing speed ________________

• Ten key speed _______________

• Forklift certified, pallet jack experience

• Able to lift up to ___ lbs

• Able to stand for long periods of time

• CPR/First Aid Certified

• Certifications and Licenses – i.e. CNA Certification

What is the best way to communicate Education and Training?

• If you have completed a degree or certification, indicate so. If you are

intending to complete a degree, you may indicate so. List significant
honors received.
• List your high school and diploma, but do not include graduation dates.
• If you have a GED or have successfully completed work training
programs, you may list them under Education/Training.

What about Work Experience Gaps?

If you have significant gaps in your work history, think of what you were doing
during that time. Did you take any classes or training? Did you do any volunteer
work or community service? Did you provide care to an ailing family member? If
so, you might choose to include that activity on your resume to address the gap.
Short Duration Jobs

If you held jobs for very short periods of time or have a fragmented work history,
combine similar jobs.

Examples:

2000-2003 Secretary/Receptionist ABC Corp, USA Insurance, AT&T

1999-2002 Food Prep/Service Panera, Wendy’s, Pizza Hut

You may choose to delete jobs held for very brief (1-6 months) time periods unless
you acquired an important skill or experience by performing that job.

Long Duration Jobs

If you’ve had only one employer for the last 20+ years, then you will separately list
each position held to show career progression and to summarize the duties from
each position.

Self Employment

Take credit for odd jobs and self-employment. Give yourself credit and create a job
title that accurately described the work you were doing. Examples:

A&S Cleaning Services (self employed)

Al’s Handyman and Repair Services (self employed)

Child Care Professional (self employed)

Care Giver/Personal Attendant (self employed)

If you have good references from your period of self employment, indicate
“customer references available upon request”.

Strengthening Resumes
Ensure existing resumes are updated to reflect new information (volunteerism,
education, new skills, etc.) Think about what you’ve been doing while job searching
to see if there are any self improvement activities that can be called out.

Ask yourself open ended questions: “Were you asked to work on any special
projects or assignments?” “What exactly did you do while volunteering?” “Did
you receive any awards or special recognitions for your work?” “How did the
company benefit as a result of your work?” “What did your boss tell you were your
strengths?”

Use your responses to strengthen your resume. Incorporate action words and
descriptive language – try to incorporate words like professionalism, accuracy, high
productivity, efficiency, etc. into the description of job duties. Focus on
“accomplishments” vs. “duties”.

Before: “Performed data entry”

After: “Performed data entry functions accurately and at a high level of

productivity”

Before: “Answered telephones”

After: “Professionally answered incoming phone calls utilizing a multi-line

phone system; answered caller questions and directed calls appropriately”

Before: “Front desk duties”

After: “Greeted and customers and provided a welcoming environment.

Answered questions, provided information, and directed visitors to their
destination”

Before: “Rang cash register”

After: “Accurately managed cash register and performed cash handling

including cash, check and credit card transactions”

Look for resume content that does NOT enhance your resume and think about
removing it, especially if the content might lead an employer to draw an
inappropriate conclusion. Example: training and professional development
inconsistent with career path.

Where possible, try to fill “holes” in resume with volunteer/community involvement,

education activities, and self-employment. Example: client had relevant volunteer
experience that was not included in resume – and represented a significant
responsibility consistent with job being pursued. Added the following:
Human Services Inc Oak Park Heights, MN
Aug 2008-Present

Volunteer – Special Project assignments for this nonprofit organization included

creating a directory of service providers, creating and conducting a survey of
program participants to assess their satisfaction with agency services, and creating
a handbook and orientation manual for new volunteers. Utilized project
management skills to determine project scope, identify support needs, develop the
work plan, and communicate progress during project duration.

Make sure awards and recognitions accurately describe the significance of the
award. Example:

Awards -- Recipient of numerous awards for excellent service within the Children’s
Hospital system, including Children's Champion award (nominated by nurse
partners), and several WOW awards for outstanding work and service.

Awards: Recognized as the Hilton Employee of the Year in 2009. This award is
granted annually to one employee (selected from a workforce of 700) and
recognizes outstanding performance and customer service.

Cover Letter Best Practices

When should a cover letter be used?
Cover letters are recommended. Create a draft cover letter that can be used as a
template to customize cover letters for specific jobs.

What content should be covered in a cover letter?

Ideally the cover letter will highlight something unique about yourself – unique
enough to get the resume into the “read” pile. Do not merely reiterate resume
content, but summarize relevant highlights. You can (and should) also use the
cover letter to address likely “objections” to hire. Use the same tactic of quizzing
on job successes, career interests, life experiences, etc. that should be highlighted
in the cover letter. When relevant, mention significant awards or recognitions in
the cover letter. If you found out about the job from someone who already works
there, be sure to mention it

Can I have a cover letter template or does each cover letter need to be
unique?
Try to make cover letter callouts “fit” the specific job being pursued. Look for ways
to directly link your background and experience and interests to the job
specification. Have the job description in front of you when you draft the cover
letter and make sure you address the most important skills required.
Cover Letter Example Language:
Example A – Client A had a major 6 year gap in employment history. We added a
section to the resume called “Community Involvement and Volunteer Activities”
and also addressed the gap in the cover letter as follows:

This position seems like a terrific fit for me based on my strong interest in HIV/AIDS
education and advocacy for the rights of all those affected. I am very familiar with
the Minnesota Aids Project as a client who has benefited from MAP services over the
past several years. I currently volunteer with your HIV/AIDS Education Speaker’s
Bureau, and I’ve met with and lobbied my legislators advocating for HIV/AIDS
funding during AIDS Action Day at the State Capital. In addition, I’m an active
volunteer with the Aliveness Project. I’ve been involved in many volunteer
experiences through my son’s school, and have also participated in HIV/AIDS
fundraising rides and walk.

Example B – Client had worked as a lab assistant previously, but had a 3 year gap
where he held a series of entry level jobs (pizza delivery, store merchandising)
unrelated to his BA Biology degree. He needed to highlight his previous lab
experience, and explain the gap and his desire to resume his career in the sciences.
Note also that we called out selected strengths that would be desirable in a
laboratory setting (precision, accuracy).

I am interested in the XXX position which I became aware of through your Web
posting. I am a 2006 graduate of the University of Minnesota with a degree in
Biology. I have over five years of Laboratory experience working within the Medical
and Food Industries. As a Laboratory Assistant I have experience in conducting
tests, setting up and operating laboratory equipment, monitoring instruments, and
graphing and recording of test results. I can work independently, and take great
pride in my ability to multi-task and perform my job duties with great precision and
accuracy.

After a short hiatus from the lab environment, I have made a decision to resume my
career in the sciences, and look forward to finding an opportunity with a company
that will provide me with a challenging assignment. I’d like to move forward in my
career but recognize that I’ll need to prove myself and showcase my skill set in an
entry level position to start.

Example C – Client had 20 years of experience at one employer, and indicated that
she could rely on a strong reference from the employer. We also wanted to suggest
that she could easily adapt to new environments, systems, processes – and that she
considered herself a quick learner.

I’ve worked for Company X for over twenty years, and can provide excellent
references from my employer. My hours at Company X have been reduced to the
point where I’m looking for a new opportunity -- with their full support and
understanding. I am confident in my ability to apply my skills in a new workplace
setting. I’m a quick learner, and can easily adapt to new tools, processes, and
projects.

Example D – Client had a background working with children and was pursuing a job
working with inner city kids on early development of self-sufficiency.

This position appeals to me because I’ve spent most of my adult life working with
children. Most recently I have volunteered at Emily Goodrich Grey Charter School
and WISE Charter School, where I’ve had significant experience mentoring students
on life skills. I’m proud of my ability to connect with kids – including those “at risk”
– by encouraging their self expression and celebrating their uniqueness while
setting boundaries appropriate to a school setting.

Example E – Client had a background working as a cook and a chef. We

incorporated the following paragraph into his cover letter.

I have the skills that are key to success in the food industry. I enjoy preparing
delicious, high quality and visually appealing food. I am dependable – I show up
when scheduled and perform all the tasks required of me (and strive to exceed the
expectations set for the position). I get along well with others – I enjoy working as
a member of a team that provides the customer with a great dining experience.

Reference Best Practices

How many references should a client have?
We generally suggest three references. The best references are people who can
speak to your job performance (i.e. previous supervisors). Other possible
references are co-workers who did not directly supervise you but can speak to your
work habits. In the absence of work references, consider volunteer coordinators,
community leaders, clergy, former trainers/instructors, etc.

Many online applications require references to be provided as part of the application

process, so it is important to have references solidified before beginning the job
search. References are not included on the resume, but should be readily available
to provide to a potential employer.

Contact all references to advise them of your job search and ask permission to use
them as a reference. Ideally, the references should understand the job you are
applying for and the skills necessary to be successful in the job. If there is any
doubt about the quality of the reference, you should clarify by asking “Are you
willing to provide a strong reference for me? “

What if I have no references?

When lacking suitable workplace references, “character” references can be
included. No family members sharing same last names!

Can clients use PPL trainers and coaches as references?

Yes. Ideally an individual would not use more than one PPL reference.

Should references be contacted for each job application?

Not necessary. References should be contacted prior to beginning the job
search/application process. After an interview, if you know that your references
will be contacted, it would be advised to let them know. This would be a good time
to remind them of the skills that the employer is looking for and how your skills
“fit”. You are essentially coaching your reference on how to provide the best
possible reference for you.