Tips For Writing a Professional Resume by HRD Research & Consulting

If you have read or watched the news lately, you know that the economy has taken its toll on the job market. Don't be discouraged, this could be the perfect time to search for a new job. Before you do so, however, you will want to develop or update your resume. Though it may be tempting, don't simply outline your credentials in a few sketchy and hastily written pages. If you do, you could very easily overlook important details which will help ensure that your resume is skillfully worded and professionally organized.

When attempting to design a resume, you should begin by jotting down your entire work history including professional activities, training courses and certifications. If you cannot remember every job that you have held, include at least the last ten years of your employment record. Be sure to list the dates and responsibilities of your employment without leaving any gaps. As you do so, it is extremely important that you be honest and ensure that everything contained on your
resume is both factual and verifiable. Most employers have strict provisions which state that any false statements of material facts on a resume or application can subject you to disqualification or dismissal. If you are like most people, you will find it much easier to be honest in the beginning than to find yourself defending such fabrications at a later time in your career.

After you have gathered the details of your work history, you must next decide whether to
structure your information chronologically or functionally. The chronological format is the most common and works well for individuals who have worked in only one or two different fields and have a consistent work history. With this type of format, your work history is listed sequentially, beginning with your current or most recent employer, and progresses in reverse order.

On the other hand, the functional resume design works well for individuals who have experience in a wide range of industries, have worked sporadically, or who have more past employers than they can list on two pages. With this resume format, your work history is listed under specific subject headings (such as Computer Programming, Management, or Social Work) and contains a summary of the highlights of your experience in each of those areas. If you are not sure which resume style to use, experiment with both or consult one of the books listed below. Often, a combination of each method produces better results.

Now that you have decided on the style of your resume, you should rewrite your work experience to highlight those duties which are relevant to the types of jobs or specific positions for which you are applying. For example, if you are currently an executive secretary but are looking for a job in the computer programming industry, you will want to organize your resume to highlight your experience using computers and various software languages. It is also helpful to use action verbs such as "developed, organized, supervised, and analyzed" instead of simply listing your experience in a more neutral way. Such wording conveys that you were an active employee rather than simply a passive worker.

As you put on the finishing touches, you might find it useful to state your career objective near the top of the first page of your resume. Such a statement helps summarize the qualities that you are searching for in a new position and helps the employer decide whether or not you would be a good match for his/her firm. A sample career objective would be, "To utilize my financial analysis and bookkeeping skills by obtaining a mid-level managerial position with a large insurance firm."

Though you will want to devise a general career objective that can be used in a wide range of situations, you will also want to tailor your statement to meet the specific requirements of each job for which you apply. Also, in addition to placing your career objective on your resume, you should state it in the opening paragraph of your cover letter, the document that accompanies your resume and briefly introduces yourself to a potential employer.

Though often underrated, a cover letter is your first opportunity to sell yourself to an employer
and should be very carefully composed. The body of the letter should indicate the position for which you are applying (including where the job was advertised), why you are interested in the position, and what qualifies you to perform the job. Not just a condensed version of your resume, a cover letter should immediately catch the attention of the person reviewing your credentials and summarize your relevant experience in just one or two paragraphs.

Now that you know what to include in your resume, the following will help you decide what not to list.

1. Do not include a photograph; demographic information such as your age, social security
number, race/ethnicity, marital status, or whether or not you have children; health conditions; or religious affiliation unless they are legitimate requirements for the job. Some government agencies such as the FBI and CIA, religious organizations, and airline companies are allowed to set minimal age or religious employment requirements. Such stipulations are the exception, however, as it is generally illegal for most firms to do so.

2. If at all possible, your resume should be no more than two pages, with an additional sheet for your cover letter. In all probability, your resume will be just one among many that the potential employer will receive. The person who screens your resume will not have the time or the desire to search through tons of paper in order to determine whether or not you would be a good candidate. With this in mind, it is important that you convey your qualifications in a clear and concise manner.

3. Do not attach a list of references to your resume unless you are specifically requested to do so. Instead, you should state "references available upon request" or something similar. That way, your individual references will not be contacted by every employer to whom you send your resume.

4. Spell and grammar check your resume several times. It may also be useful for you to have a friend or family member read your resume before you send it out. That will enable you to obtain feedback from a neutral party, who will be more likely to spot missing or incomplete details.

5. Type all information and do not hand write any last minute changes on your resume.

6. Be careful in choosing a font. While standard fonts can be a bit boring, you want to make sure your resume looks professional and is easy to read. Small or very decorative fonts are often difficult to decipher and comic or child-like styles usually do not portray a serious, business minded approach. Likewise, do not use neon colored or trendy designer paper for printing your resume. Unless you are applying for an artistic or graphic design position, a normal, well-formatted resume on either white, light gray, off-white, or beige colored paper would be much more professional.

7. Lastly, make sure you print each page of your resume. Do not use a copier. Also, be sure to personally check each sheet to make sure that the type is not smudged and that no extraneous marks appear on the pages.

As you can gather, developing a good resume takes time and effort. With that in mind, you
should not be discouraged if you have to make multiple revisions. It is better to take the time
early on to perfect the look and wording of your resume than to be later embarrassed by the results.

The following books will provide more information and guidance on how to prepare and polish your resume.

Resume Writing Resources

Better Resumes for Executives and Professionals (3rd Ed), Robert Wilson, 1996

Blue Collar & Beyond: Resumes for Skilled Trades & Services, Yana Parker, 1995

Cover Letter (National Business Employment Weekly Premier Guides Series), Taunee Besson, 1999

The Curriculum Vitae Handbook: How to Present and Promote Your Academic Career, Rebecca Anthony, 1998

Electronic Resumes: A complete Guide to Putting Your Resume Online, James Gonyea, 1996

Gallery of Best Resumes: A Collection of Quality Resumes by Professional Writers, David Noble, 1994

Government Job Applications and Federal Resumes, Anne McKinney, 1999

Power Resumes, Ron Tepper, 1998

Read the next article, "Job Searching."