Resumes, Cover Letters, Thank You Letters, and Interviews Handbook

Transcription

1 Resumes, Cover Letters, Thank You Letters, and Interviews Handbook Developed by Jared E. Moffett - M.Ed., B.S., C. Director of Career Services University of the District of Columbia Community College

2 Handbook 2 Table of Contents Handbook Introduction Definition of Career Development Page 3 About the Handbook Page 3 Disclaimer.Page 3 Resumes Resume Information..Page 4-5 Resume Worksheet Guide..Page 6-9 Resume Action Verbs List Page 10 Resume Sample...Page 11 Cover Letters Cover Letters Information...Page Cover Letter Worksheet Guide..Page Cover Letter Sample...Page 16 Thank You Letters Thank You Letters Information....Page Thank You Letter Worksheet Guide...Page Thank You Letter Sample Page 21 Interviews Interviews Information...Page Mock (Role-Play) Interview Questions Worksheet Guide..Page 25-27

3 Handbook 3 Handbook Introduction About the Handbook The Resumes, Cover Letters, Thank You Letters, and Interviews Handbook was developed by Jared E. Moffett, Director of Career Services at the University of the District of Columbia Community College in 2012, to support the career development needs of students in higher education. The Resumes, Cover Letters, Thank You Letters, and Interviews Handbook provides students information and suggestions about developing resumes, cover letters and thank you letters as well as interviewing skills. Disclaimer The Moffett Resumes, Cover Letters, Thank You Letters, and Interviews Handbook is for educational purposes only. The Handbook may be used by students, faculty, and staff at the University of the District of Columbia and Community College. The Handbook may be used by other parties only with written permission from Jared. E. Moffett. Jared E. Moffett disclaims any liability associated with the use of the respective Moffett Resumes, Cover Letters, Thank You Letters, and Interviews Handbook; contact a career counselor or career educator as needed. Definition of Career Development Career Development can be defined as your personal lifelong journey of active involvement in the behaviors and thought processes that contribute to meeting your career oriented needs. Jared E. Moffett

4 Handbook 4 Resume Information What is a resume? A resume is a document that is sent as part of an application that summarizes your accomplishments and qualifications usually including your education, experience, skills, awards and honors, certifications and licensures, references, and etc. Things to know Employers generally require a resume as part of the application process for a job or other employment position such as an apprenticeship, internship, cooperative education, or volunteer. Colleges and universities may require a resume as part of the application process for admittance to an undergraduate or graduate school program. A resume is not a curriculum vitae, although both can be similar to one another. The major difference between a resume and a curriculum vitae is that the curriculum vitae is a longer synopsis of your academic educational background outlining in detail your teaching, research, and publications experiences usually for the purpose of obtaining an academic teaching position in higher education. There are three basic types of resume formats: 1. Chronological: a resume formatted according to date order of your accomplishments and qualifications; this format is typically used if you have a steady employment history and a record of increased responsibilities over time as well as if you are staying in the same career field. 2. Functional: a resume formatted according to order of importance of your accomplishments and qualifications; this format is typically used if you have an intermittent employment history and transferrable skills as well as if you are changing career fields. 3. Blended/Mixed: a resume formatted according to both date order and order of importance of your accomplishments and qualifications; this format is typically used if you have specific needs that can only be met through a combined format The Process You may follow the indicated process if you are developing a resume for the first time: Identify a job announcement or college/university program of study for the application Fill out the Resume Worksheet Guide Open up a word processing program such as Microsoft Word Begin to format a new document according to the available resume samples, templates, or wizards Fill in the document with the information you filled out on the resume worksheet guide Add your own personal and professional flare to the resume Request that a career counselor or career educator critique your new resume as needed Suggestions and tips You may follow the indicated suggestions and tips if you are developing a resume for the first time: Report the truth and never over embellish your accomplishments and qualifications

5 Handbook 5 Limit the resume to 1 page and the resume list of references to 1 page Select a resume format appropriate for the situation Customize or tailor the resume to the job announcement required qualifications or program entrance requirements Keep the order and format the same throughout the resume Label each section clearly Be concise and professional Use action verbs Conjugate your action verbs in the same tense throughout the resume Incorporate appropriate career field jargon, keywords, and terms Revise and update the resume

6 Handbook 6 Resume Worksheet Guide Introduction: Fill out the following worksheet guide then develop a resume with word processing software. Basic Information First Name: Last Name: Telephone Number: Address: Address: Career Objective Describe your career employment or education goals. To be able to obtain a Education and Training Describe your completed or actively pursued education and training. Degree or Certificate # 1: Name of college/university/school/institution: Date of completion: G.P.A.: Date of completion: Major: Minor: Concentration/focus: Relevant coursework:

7 Experience Handbook 7 Describe your job work, apprenticeships, internships, cooperative education, and volunteer employment experiences. Experience # 1 Employment Title: Name of Employer/Organization: City: State: Zip: Responsibilities: Accomplishments: Experience # 2 Job Title: Name of Employer/Organization: City: State: Zip: Responsibilities: Accomplishments:

8 Handbook 8 Certifications and Licensures Describe your professional certifications and licensures. Certification/Licensure # 1 Certification/Licensure have you completed: Name of issuing professional organization: Date of completion: Valid dates: Certification/Licensure # 2 Certification/Licensure have you completed: Name of issuing professional organization: Date of completion: Valid dates: Awards and Honors Describe your awards and honors. Awards: Honors: Skills Describe your skills. People Skills: Technology Skills:

9 Handbook 9 References List your personal and professional network of references. Reference # 1 First Name: Last Name: Title: Organization: Relationship: Telephone Number: Address: Reference # 2 First Name: Last Name: Title: Organization: Relationship: Telephone Number: Address: Reference # 3 First Name: Last Name: Title: Organization: Relationship: Telephone Number: Address:

10 Handbook 10 Resume Action Verbs List Management Communications Clerical Creative Financial Helping Research Technical Teaching administered analyzed assigned attained chaired contracted consolidated coordinated delegated developed directed evaluated executed improved increased organized oversaw planned prioritized produced recommended reviewed scheduled strengthened supervised addressed arbitrated arranged authored corresponded developed directed drafted edited enlisted formulated influenced interpreted lectured mediated moderated motivated negotiated persuaded promoted publicized reconciled recruited spoke translated wrote approved arranged catalogued classified collected compiled dispatched executed generated implemented inspected monitored operated organized prepared organized prepared processed purchased recorded retrieved screened specified systematized tabulated validated acted conceptualized created designed developed directed established fashioned founded illustrated instituted integrated introduced invented originated performed planned revitalized shaped administered allocated analyzed appraised audited balanced budgeted calculated computed developed forecasted managed marketed planned projected researched assessed assisted clarified coached counseled demonstrated diagnosed educated expedited facilitated familiarized guided referred rehabilitated represented clarified collected critiqued diagnosed evaluated examined extracted identified inspected interpreted interviewed investigated organized reviewed summarized surveyed systematized assembled built calculated computed designed devised engineered fabricated maintained operated overhauled programmed remodeled repair solved trained upgraded adapted advised clarified coached communicated coordinated developed enabled encouraged evaluated explained facilitated guided informed initiated instructed persuaded set goals stimulated

11 Handbook 11 Resume Sample

12 Handbook 12 Cover Letters Information What is a cover letter? A cover letter is a document sent as part of an application that briefly introduces yourself and the reason you enthusiastic about applying for a specific opportunity in addition to providing a brief and direct statement on how you will apply your accomplishments and qualifications highlighted in your resume to the opportunity. Things to know Employers generally require a cover letter as part of the application process for a job or other employment position such as an apprenticeship, internship, cooperative education, or volunteer. Colleges and universities may require a cover letter as part of the application process for admittance to an undergraduate or graduate school program. A cover letter is not an encumbering and long message filled with irrelevant personal information, but rather a concise and direct document that appropriately transitions with professional information for readability. There are ten sections with distinct purposes in a cover letter: 1. Your Contact Information: provides your contact information for a follow-up interview 2. Employer or College/University Contact Information: ensures the correct person reads your letter 3. Date: lists the current date so the letter and application materials are reviewed in a timely manner 4. Salutation: opens your letter in a professional and inviting manner 5. Introductory Paragraph: introduces your yourself, reasons for application, and identifies the specific opportunity 6. Body Paragraph: states how you will use your qualifications in the opportunity 7. Closing Paragraph: informs that you are interested in a follow-up interview and thanks for the opportunity 8. Closure/Valediction: closes the letter in a professional manner 9. Name and Signature: reiterates your name with an endorsing signature 10. Enclosures List: lists the specific documents enclosed with the letter such a resume and references list The Process You may follow the indicated process if you are developing a cover letter for the first time: Identify a job announcement or college/university program of study for the application Fill out the Cover Letter Worksheet Guide Open up a word processing program such as Microsoft Word Begin to format a new document according to the available cover letter samples, templates, or wizards Fill in the document with the information you filled out on the cover letter worksheet guide Add your own personal and professional flare to the cover letter Request that a career counselor or career educator critique your cover letter as needed Suggestions and tips You may follow the indicated suggestions and tips if you are developing a cover letter for the first time: Report the truth and never over embellish your accomplishments and qualifications Limit the cover letter to 1 page that can be read in 60 seconds

13 Handbook 13 Customize or tailor the cover letter to the job announcement required qualifications or program entrance requirements Keep the order and format the same throughout the cover letter Identify the specific opportunity you are applying for in introductory paragraph Be concise and professional Convey your sincere enthusiasm and interest in the specific opportunity as well as the employer or college/university Incorporate appropriate career field jargon, keywords, and terms Capture the attention of the employer or college/university Highlight your relevant accomplishments and qualifications specific to being an asset for the specific opportunity Motivate the employer or college/university to call you for a follow-up interview Include enclosures such as a resume, references list, application forms, and etc.

14 Handbook 14 Cover Letter Worksheet Guide Introduction: Fill out the following worksheet guide then develop a cover letter with word processing software. Your Contact Information First Name: Last Name: Telephone Number: Address: Address: Employer/College/University Contact Information Application Manager First Name: Application Manager Last Name: Department: Employer/College/University: Telephone Number: Address: Address: Salutations 1. Dear 2. To Whom It May Concern 3. Attention To 4. In Reference To 5. In Regards To Introductory Paragraph Introduction of Yourself and Position You for which You are Applying:

15 Handbook 15. Reason for Application:. Body Paragraph Statements of how you will use your qualifications to benefit the organization:. Closing Paragraph Statements of interest in a follow up interview and a thank you for the opportunity to apply for the opportunity:. Salutations 1. Sincerely 2. Cordially List of Enclosures 1. Resume Required? Yes or No 2. References List? Yes or No 3. Application? Yes or No 4. Transcripts? Yes or No 5. Others?

16 Handbook 16 Cover Letter Sample

17 Handbook 17 Thank You Letters Information What is a thank you letter? A thank you letter is a document that expresses appreciation and thanks for the review of your application materials as a reminder of your continued interest in a follow-up interview. Things to know Employers generally do not require a thank you letter as part of the application process for a job or employment position such as an apprenticeship, internship, cooperative education, or volunteer. Colleges and universities generally do not require a thank you letter as part of the application process for admittance to an undergraduate or graduate school program. However in keeping with good etiquette, a thank you letter may be sent to an employer or a college/university to convey your appreciation and sincere thanks for reviewing your application materials. The thank you letter also reminds the employer or college/university that you applied for an opportunity and provides your contact information again for ease of scheduling a follow-up interview. There are seven basic sections in a thank you letter: 1. Your Contact Information: provides your contact information for a follow-up interview 2. Employer or College/University Contact Information: ensures the correct person reads your letter 3. Date: lists the current date of the letter so that it is reviewed in a timely manner 4. Salutation: opens your letter in a professional and inviting manner 5. Body Paragraph: conveys a sincere thank you as well as a message of appreciation, identifies the specific opportunity applied for, and ends in a statement of availability for a follow-up interview 6. Closure/Valediction: closes the letter in a professional manner 7. Name and Signature: reiterates your name with an endorsing signature The Process You may follow the indicated process if you are developing a resume for the first time: Identify a job announcement or college/university program of study for application Fill out the Thank You Letter Worksheet Guide Open up a word processing program such as Microsoft Word Begin to format a new document according to the available thank you letter samples, templates, or wizards Fill in the document with the information you filled out on the thank you letter worksheet guide Request that a career counselor or career educator critique your new thank you letter as needed Suggestions and tips You may follow the indicated suggestions and tips if you are building a resume for the first time: Report the truth and never over embellish your accomplishments and qualifications Limit the thank you letter to ½ page that can be read in 30 seconds Keep the order and format the same throughout the thank you letter Identify the specific opportunity you are applying for in introductory paragraph

18 Handbook 18 Be concise and professional Convey your sincere enthusiasm and interest in the specific opportunity as well as the employer or college/university Capture the attention of the employer or college/university Motivate the employer or college/university to call you for a follow-up interview

19 Handbook 19 Thank You Letter Worksheet Guide Introduction: Fill out the following worksheet guide then develop a thank you letter with word processing software. Your Contact Information First Name: Last Name: Telephone Number: Address: Address: Employer/College/University Contact Information Application Manager First Name: Application Manager Last Name: Department: Employer/College/University: Telephone Number: Address: Address: Salutations 1. Dear 2. To Whom It May Concern 3. Attention To 4. In Reference To 5. In Regards To Body Paragraph Message of a Sincere Thank You and Appreciation and Identify the Specific Job in which You Applied:

20 Handbook 20 Statement of Availability for a Follow-up Interview. Salutations 1. Sincerely 2. Cordially

21 Handbook 21 Thank You Letters Samples

22 Handbook 22 Interviews Information What is an interview? An interview is a formal prearranged meeting with an employer or college/university that includes a conversation based on questions and answers for the purpose of assessing the qualifications of an applicant for a specific opportunity. Things to know Employers generally require an interview as part of the application process for a job or employment position such as an apprenticeship, internship, cooperative education, or volunteer. Colleges and Universities may require an interview as part of the application process for admittance to an undergraduate or graduate school program. An interview is an opportunity for you to demonstrate your talents and discuss your qualifications with a potential employer or college/university as part of the application process. Sometimes the interview may be conducted by one person or a panel consisting of a few or many people. Often, you may be interviewing for an opportunity that multiple other candidates are also interviewing for as well. Thinking critically about how you will set yourself a part from the other candidates as the best person for the opportunity will be up to you. The assessment of your qualifications will be up to the employer or college/university. There are three basic factors that require preparation that may be used to assess your qualifications and determine your eligibility for the opportunity: 1. Attire: the style of dress and your overall personal appearance 2. Materials: the application materials required to interview as well as any supplemental interview materials such as a cover letter, resume, references list, application, portfolio, etc. 3. Interaction and Conversation: the manner in which you present yourself as a professional and as a person in addition to the specific answers you give in response to questions asked by the interviewer(s) The Process You may follow the indicated process if you are developing interviewing skills for the first time: Identify a job announcement or college/university program of study for application Use the Mock Interview Questions Worksheet Guide to participate in experiential learning role-play with a friend, parent, relative, mentor, or other person Request that a career counselor or career educator critique your learned skills in a mock interview as needed Suggestions and tips You may follow the indicated suggestions and tips if you are developing interviewing skills for the first time: Attire o General Guidelines Professional Appropriate Cleaned Pressed

23 Handbook 23 Fit Well Distraction free Take out facial pricings Selection based on previous positive feedbacks from other mentors and professionals o Men Guidelines Matching suit in black, blue, grey, or brown; a sweater or vest may be substituted Coordinating tie, other colors may be acceptable as well Coordinating belt Coordinating socks that are calf length or higher Coordinating and polished dress shoes Coordinating full length coat as necessary for the weather Additional accessories may include a dress watch, tie tack, glasses, and one ring o Women Guidelines Matching pantsuit, skirted suit, or tailored dress in black, blue, grey, or brown, other colors may be acceptable as well Coordinating blouse or sweater Coordinating scarf Coordinating belt Coordinating plain style hose Coordinating flat or low pump dress shoes Additional accessories may include a dress watch, small earrings, coordinating necklace, glasses, and one ring per hand Appearance o General Guidelines Professional Appropriate Clean and bathed Distraction free o Men Guidelines Newly cut hair and style hair Freshly shaved face or neatly trimmed beard/mustache Light cologne and aftershave Briefcase or simple portfolio o Women Guidelines Newly cut and styled hair Light perfume and/or body spray Small purse and briefcase or simple portfolio The Night Before the Interview o Get enough sleep o Eat healthy moderate meals o Pick out and clean your attire o Plan your transportation and travel route with extra time allotted for unforeseen problems o Talk to someone that cares about you regarding your upcoming interview o Review the common questions asked in interviews and prepare answers to the questions o Research the employer or college/university and the opportunity o Develop some questions to ask about the opportunity o Prepare your interview materials to include a resume, references list, cover letter, application, portfolio, business cards, and/or other required materials The Morning/Afternoon/Evening of the Interview o Eat healthy moderate meals o Check your appearance and attire before you leave o Bring the contact information of the interviewer(s) and other important contact information o Leave with extra time allotted for unforeseen problems o Arrive at the interview early at least minutes ahead of schedule o Use the restroom prior to the interview o Relax During the Interview o Report the truth and never over embellish your accomplishments and qualifications o Be yourself o Exercise professionalism o Convey sincere enthusiasm and genuine interest in the opportunity as well as the interviewer(s) o Give eye contact to the interviewer(s)

24 Handbook 24 o Shake the interviewer(s) hands firmly and briefly o Make a point to learn the interviewer(s) names o Pay attention to your nonverbal behavior or body language especially distracting behavior o Use your verbal and nonverbal behavior to show interest in the interviewer(s) and opportunity o Answer questions concisely with enough relevant content and adequate examples as necessary o Motivate the interviewer(s) to be interested in your professional accomplishments, qualifications, and talents o Reference your resume, references list, cover letter, portfolio, application, business cards, and other materials you brought with you to the interview o Know the questions that are illegal to be asked during an interview o Ask questions about the opportunity and interviewer(s) as appropriate o Remain calm, positive, and pleasant After the Interview o Follow-up immediately with a thank you letter o Contact the employer or college/university as appropriate o Provide any additional materials requested by the employer or college/university as appropriate o Do not rely on the single interview to obtain an opportunity as you may need to apply for several opportunities before an offer is made to you

25 Handbook 25 Mock-Interview Questions Worksheet Guide Introduction: Ask a friend, parent, relative, mentor, or other person to ask you the following questions and then critique your answers as well as your interviewing skills with the help of that person. Common Interview Questions Tell me/us about yourself...? Why do you want to work here? What do you know about our organization? What has prepared you to be successful in this position? Are you a team player? How do you collaborate with other co-workers?

26 Handbook 26 How do you handle work related stress? How do you handle conflict with co-workers? What are your strengths? What are your areas for improvement? Tell us how you learn and how you change...? How do you determine your success and/or evaluate yourself? What related technologies are you familiar with or could help to bring to our organization? How has your education prepared you for your career? What are your long term and short term career goals?

27 Handbook 27 Describe your ideal work situation... How do you see yourself growing in our organization? What kind of salary are you looking for? location? office? benefits? etc.? What questions do you have for us?