General Resume Tips

From the University of Virginia Career Services

Consider Your Audience

A resume must always be customized to its audience.  Before you begin to construct your resume, do your homework, learn the language of the employer and industry you are targeting, and rethink your skills from that perspective.  What has meaning? 
If you are applying for different types of positions, you will
probably want to create several versions of your resume—one for each
line of work you are pursuing.

For advertised positions, let the job announcement and the
employer’s website guide you in creating a resume.  It is only slightly
more difficult to create a resume for unsolicited, cold contacts.  Do research to determine what skills are desired by the employer/industry.  Conducting informational interviews
is a highly useful approach to gathering information for any job
application.  This strategy will enable you to learn valuable
information from someone inside the field. 

Consider Possible Employer Anxieties about PhDs

Graduate students possess advanced skills
and attributes valued by many employers.  Be aware, though, that some
work cultures not heavily populated by PhDs may harbor biases about
advanced degree holders that can work against you.  Misperceptions
about graduate-level job applicants may include:

• 
  
  
  
  • Inability to speak and think in accessible terms: esoteric.
  
  
  • Inability to meet deadlines and work under pressure.
  
  
  • Too abstract—focused more on method and theory than outcomes.
  
  
  • Preference for autonomy; difficulty working in teams and taking orders.
  
  
  
  

You can dispel these myths upfront in your resume by writing
in everyday language, by stressing your effective time management and
teamwork abilities, and so on.

Cut Information (this may hurt, but…)

Because these anxieties and misperceptions sometimes exist,
graduate students should be extra careful not to include information on
their resumes that is irrelevant to the job or to the employer.  You
may feel especially proud of a talk you gave at a national conference,
but unless scholarly presentations have meaning to the employer, you
should leave the academic citation of that talk off your resume.  This
can be painful.  Ask yourself: is paying the price of no job interview
worth holding onto that line on your resume?  Probably not.  With
every piece of information on your resume, consider what message it
sends.  Does that piece of information add anything new, or have you
already gotten that message across?

Keep in mind, too, that timing is everything.  Some employers
may actually be interested in some of your scholarly
achievements—later, when they have gotten to know you—but not when they
are trying to work their way through a pile of job applications, and
you are a piece of paper.  Exercise good judgment on timing. 

Choose a Format

There are several resume formats for presenting information, and
each one has its own strengths and weaknesses, depending on the
material being presented.  Select a format that best showcases your
qualifications in relation to the job you seek.

Chronological Resume

Lists all experience in reverse chronological order.  This
most traditional type of resume highlights a progressive record and
best suits job seekers who have moved forward along a particular career
path.  This format may be less effective for people changing career
pursuits, those who have little work experience, and those who wish to
make a case for the transferability of skills to a different line of
work.  In addition, someone with old but very relevant experience
should not choose this format as it will bury a strength at the end of
the resume. 

Modified Chronological Resume 

Often an effective format for graduate students.  This format
groups experiences into categories based on their function (e.g.
research experience, leadership, technical experience, writing and
editing, marketing), and lists them in reverse chronological order
within each category.  The categories are prioritized according to
relevance.  This format can highlight a less recent but highly relevant
experience.  Carefully chosen category headings help to give the
applicant an immediately recognizable identity, grabbing the reader’s
attention.  Sometimes job seekers have to be creative in grouping
experiences. 

Functional Resume

Actual job titles and dates of experience are simply listed at
the top or bottom of the resume without accompanying descriptions. 
The bulk of the resume consists of grouped general descriptions of
skills used in one or more of the experiences (e.g. project management,
communication skills, leadership, organizational skills).  This format
is most useful for people changing careers and for those who have
little work experience because it emphasizes transferable skills and
deemphasizes gaps in employment or a lack of experience.  Beware,
though, that many employers dislike this format, preferring instead to
see exactly what you did, where you did it, and when.

Combination Resume

Another potentially effective format for graduate students. 
The combination resume combines the advantages of the chronological and
functional resumes by listing past experiences chronologically and
categorizing the functional descriptions for each experience by skill
sets (e.g. communication skills, leadership, analytical/technical
skills).  This format is suited to job seekers with only a few major
experiences that employed multiple skills.  It can also help graduate
students to showcase the relevance of their teaching and research
experiences, and the transferable skills those tasks require.  As with
the modified chronological resume, sometimes job seekers have to be
creative in grouping their skills for this format. 

Carefully Choose Your Resume Sections

By definition, resumes are individualistic documents whose
goals and audiences vary widely.  You should therefore carefully create
sections that best highlight your strengths and speak to your
audience.  Arrange these sections in order of importance to the
reader. 

Mandatory Sections

Contact information

List your name (prominently), physical address, telephone
number, and email address at the top of your resume.  Use an email
address that sounds professional ("wahoogirl@hotmail.com" may be frowned upon).  Provide the address of your personal website only if the site is professional.

Never include personal information, such as your social
security number, age or birth date, nationality, citizenship, race,
sex, or marital status.  Foreign nationals may include a positive
statement of their work authorization status here or at the end of the
resume if they wish to do so.

Education

For current students and recent graduates, this section usually
appears toward the top of the resume.  If your experience is a bigger
selling point, however, put that before your education.  List each
degree, institution name, city and state, and graduation (or expected
graduation) date.  You may include your GPAs if you wish.  Consulting
firms and investment banks expressly look for GPA and SAT scores. 
Include any widely recognizable honors, such as Phi Beta Kappa or summa
cum laude.  Include relevant coursework, if applicable, as well as
information on your dissertation or thesis only if relevant.  Keep this section brief.

Experience

This section should occupy the greatest amount of space on
your resume.  Think in terms of experience, not employment or work
history—include internships, volunteer work, leadership roles, and other
unpaid positions if relevant.  On the first line of each experience
entry, list your position, the organization or employer, the city and
state, and the dates.  Relevant accomplishments should be described in
concise bullet points.  Steer clear of complicated language and long
blocks of text that are difficult to read quickly.  Always consider
your audience.  Only list experiences that relate to the job you are
seeking.  Be absolutely sure to translate your skills and
accomplishments into the language of the employer and the industry.  Avoid such phrases as “Responsibilities included” or “Duties were,” which sound passive. 

Each point in your experience description should begin with
an action verb (using past tense for previous experience and present
tense for current experience) to make a vivid and powerful impression
of you as a productive contributor—avoid personal pronouns altogether. 

Resume Action Verbs

Abstracted	Consulted	Expanded	Investigated	Recommended
Achieved	Contributed	Expedited	Issued	Reconciled
Acted	Controlled	Experienced	Justified	Recruited
Adapted	Converted	Experimented	Keynoted	Reduced
Addressed	Convinced	Explained	Lectured	Referred
Administered	Cooperated	Extrapolated	Led	Reorganized
Advised	Coordinated	Facilitated	Licensed	Repaired
Aided	Correlated	Figured	Maintained	Reported
Allocated	Counseled	Financed	Managed	Represented
Analyzed	Created	Followed	Marketed	Researched
Approved	Critiqued	Forecasted	Mastered	Retrieved
Arbitrated	Customized	Formed	Mediated	Reviewed
Arranged	Debated	Formulated	Mentored	Revitalized
Assembled	Decided	Founded	Merged	Scheduled
Assessed	Defined	Gathered	Met deadlines	Served
Assigned	Delegated	Generated	Moderated	Set goals
Assisted	Delivered	Guided	Monitored	Shaped
Attained	Demonstrated	Handled	Motivated	Simplified
Authored	Designed	Headed	Negotiated	Solved
Balanced	Detailed	Helped	Observed	Sparked
Built	Determined	Identified	Operated	Specified
Budgeted	Developed	Illustrated	Organized	Spoke
Calculated	Devised	Imagined	Originated	Strengthened
Chaired	Diagnosed	Implemented	Overhauled	Submitted
Checked	Directed	Improved	Oversaw	Succeeded
Clarified	Discovered	Improvised	Participated	Summarized
Classified	Documented	Increased	Performed	Supervised
Coached	Doubled	Influenced	Persuaded	Surveyed
Collaborated	Drafted	Informed	Pioneered	Systemized
Collated	Drove	Initiated	Planned	Tabulated
Collected	Earned	Innovated	Prepared	Tailored
Communicated	Educated	Inspected	Prioritized	Tested
Compared	Edited	Inspired	Problem solved	Tracked
Compiled	Effected	Installed	Processed	Trained
Composed	Enabled	Instituted	Produced	Upgraded
Computed	Enforced	Instructed	Programmed	Validated
Conceived	Engineered	Integrated	Projected	Wrote
Conceptualized	Established	Interpreted	Promoted
Conducted	Evaluated	Interviewed	Proved
Consolidated	Examined	Introduced	Provided
Constructed	Executed	Invented	Publicized

Wherever possible, use numerals and examples in your
descriptions to illustrate accomplishments (e.g. “managed $50,000
budget,” “Rated 4.91/5.0 on teaching evaluations”).  Highlight the role
you played and its effect on outcomes.  

If possible, give this section a qualifying label, such as
“Research Experience,” “Web Design,” etc.  Use multiple experience
sections if relevant.  Refer to any web links if they reflect your
contribution in some way.

Optional Sections

Objective

An objective is a targeted statement that explicitly and
succinctly states the type of job you seek (e.g. “Position in public
opinion polling or market research using skills in survey design and
statistical analysis.”)  If you choose to include an objective
statement on your resume, be sure to avoid vacuous language that tells
the employer nothing and only wastes space (e.g. “Seeking a challenging
opportunity where I can use my creativity”).

Including an objective statement directly under your contact
information can help to give your resume an identity.  Objective
statements are especially useful when submitting unsolicited resumes,
particularly if you do not have the option of submitting a cover
letter.  In this case be careful, though, that your objective is not so
targeted as to eliminate you from consideration for other
opportunities you may not have imagined.  You may also decide that the
space required for an objective statement would be better dedicated to
promoting your skills and experiences. 

Qualifications, Profile, or Summary

A statement of qualifications (otherwise referred to as a
“Profile” or a “Summary”) can be an effective way for graduate students
to make a case for the transferability or potential application of
their skills to sectors of the economy beyond academe.  Like the
objective, this brief summary can help to give your document an
identity and can grab the employer’s attention quickly.   This section,
too, should be tailored to your target.  It can go a long way toward
helping employers focus on what you have to offer.

Sample “Qualifications” (or “Profile” or “Summary”)

• Practiced and effective writer, editor, and
  public speaker.  Able to present complex material in a clear, concise,
  and persuasive manner, tailored for a range of audiences.


• Focused, self-motivated, analytical,
  detail-oriented.  Proven abilities to quickly become expert in new
  subjects/techniques and to problem solve.  Effectively manage time and
  multiple projects under pressure, set priorities, meet deadlines, and
  supervise others.

If you choose to use a summary or an objective on your resume,
use only one of the two, not both.  Some people create a sort of
combination objective and summary, such as:

• Position in management consulting. 
  Knowledge of biotechnology and clinical trials.  Excellent
  problem-solving and public speaking skills.  Experience working in
  teams of international researchers. 

Honors and Awards

You may want to include a few impressive honors and awards on
your resume to show that that you are a competitive, high achiever,
but they usually do not merit a separate section (which requires
precious space).  If the honors and awards are academic, you can list
them in your “Education” section.  If a particular award or honor is
unfamiliar to your audience, you should briefly explain it to give it
meaning.  As always, consider whether or not the information sends a
relevant message or adds something new.  Once you have listed a few
awards, adding another does not accomplish much in the way of showing
that you have distinguished yourself in your field. 

Technical/Computer Skills

Include a separate section for technical or computer skills if
you are applying for a technical position.  If the job you seek is not
technical, you may wish to include these skills anyway in your
“Experience” section/s, as they are likely to impress—unless you prefer
not to use them in the future.  Pay close attention to what your target
employers look for and what they value.  Knowledge of computer
languages such as SAS and C++ is often particularly desirable, as is
proficiency in Excel, PowerPoint, Access, HTML, Dreamweaver, and so on.

Language Skills

You may include your knowledge of foreign languages on your
resume, indicating your level of proficiency, especially if relevant to
the job or line of work you seek.  Many employers are impressed by
foreign language skills, even when they are not required on the job,
because they demonstrate one’s ability to master a system.  Indicate
your level of proficiency in brief terms (e.g. fluent in Swahili,
proficient in Spanish and French, basic knowledge of Farsi).  Especially
if relevant to the job you seek, you may also wish to include
information on international travel here, or in your “Education”
section for study abroad programs. 

Special Activities (Labeled as “Leadership,” Community Service,” etc.)

If you have engaged in particular activities that have meaning
to your audience but that do not logically fit into your “Experience”
section/s, you may create separate sections for them.  It is best to
avoid such overly generic section labels as “Activities,” though. 
Instead think of a more descriptive label (e.g. “Leadership,”
“Community Service,” “Volunteer Work”).  If you have been affiliated
with an organization whose name would disclose personal information
(such as religion, ethnicity, political affiliation, or sexual
orientation), you need to make the call as to whether this information
would help your candidacy.  If the skills you gained from these
activities make you a better candidate, then including this information
may be a good idea.  Generally speaking, only in those cases or in
situations where advocacy and/or personal information have a direct
bearing on a line of work or opportunity is it appropriate to mention
your age, ethnicity, marital status, sexual preference, health, race,
or religion on your resume.

Unnecessary Sections

References

Do not list references on your resume.  If a job announcement
requires you to submit references, list them in a separate document
with your name and "References" in the heading.  Do not include the
obsolete expression "References available upon request" on your
resume.  It wastes space, and everyone assumes that job candidates will
produce references if asked. 

Dissertation/Thesis and Publications

Include dissertation/thesis information and scholarly publications, presentations, and posters only if they are directly relevant to the job you seek.  Remember that a good sense of timing is an important asset on the job market, and cutting this information
from your resume does not preclude it from having value later.  You
may more generally wish to indicate in your experience section/s that
you "co-authored and published 3 articles in professional journals,"
"delivered presentations at 2 national conferences," etc., or indicate
that a list of publications is available upon request.

Immaterial Information

Exclude immaterial information from your resume, such as
outdated and irrelevant experiences, and unrelated hobbies and
interests.  While it is sometimes fine for undergraduates to list
hobbies and interests on their resumes, graduate students usually have a
hard enough time trimming their information to size without reserving
room for what some employers consider as unprofessional “filler”
content.  Of course there are always exceptions.  If you are applying
for a position as a wilderness camp counselor with an MA in British
Literature, and your hobbies include rattlesnake wrestling and survival
training excursions, you would obviously want to share that
information.  Exercise good judgment.

Follow General Resume Guidelines

Resumes are initially scanned for an average of 15-30
seconds.  You have a tiny window of opportunity for selling what you
have to offer to an employer.  Your resume must be very clear and easy
to follow, with attention-grabbing content.

In the US resumes are scanned from top to bottom and from left
to right.  Be strategic in designing the physical layout of your
information, with the most important information placed at or near the
top of the page, and to the left of each entry (i.e. positions and
titles first, dates to the right).  Following are additional general
guidelines:

• Get started early; experiment with style.


• Remember that presentation is key!


• Be concise; use clear, simple language, and the language of the employer.


• Be very literal with word choice—do not expect employers to translate your language into their languages. 


• Proofread, proofread, proofread—there is no excuse for error.  Spelling and grammar checking word-processing tools will not always catch mistakes.


• Have others review your resume, especially someone in your target field.


• Use a 10- to 12-point font size with approximately 1”-inch margins.


• Keep in mind that white space is important, too. 


• Choose an attractive, easy-to-read font.


• Enlarge/bold name at top.


• Dates to the right as opposed to first in entries (left).


• Use reverse chronological order within sections.


• Avoid underlining (though sectional break lines are fine).


• Use caps/bolding/italics selectively.


• Be consistent with formatting.


• Avoid personal pronouns.


• Use action verbs, measurable results.


• Do not assume that people outside of academe know what teaching and research involve. 


• Eliminate excess words.


• Use parallel grammar and minimal punctuation.


• Include name and page number in header/footer if you must have a second page.


• Avoid resume templates; make your documents your own.


• There is no exhaustive list of section headings; follow examples but do not confine yourself to them.


• Be honest; do not exaggerate. 


• Put yourself in the shoes of your audience.


• Use white or light-colored high quality 8.5" x 11" paper for hard copies.


• Do not fold or staple your materials.  Send them in a 9” x 12” envelope.

Give Your Resume an Identity

• By using an objective statement or qualifications/summary section.


• By heading your sections with attention-grabbing labels (e.g. “Editing Experience”).


• By using the language of the job announcement and employer’s website in describing your accomplishments.

Creating a Scannable Resume

Many large organizations increasingly rely on computers to
scan resumes into their databases, categorizing them by keywords.  The
guidelines for resumes that will be scanned into a computer system
differ somewhat from basic resume-writing guidelines.  If you suspect
that your resume may be scanned by computer, you may wish to follow
these additional guidelines:  

• Use white or light-colored 8.5" x 11" paper, printed on one side only, for hard copies.


• Use a standard, non-decorative font.


• Use boldface or all capital letters for section headings only if the letters do not touch each other.


• Avoid decorative features such as italics or shadowing.


• Avoid vertical and horizontal lines, boxes, and graphics.


• Avoid column formatting.


• Your name should appear at the top of each page on its own line.


• Use keywords to facilitate scanning:
  
  
  
  • Correctly use buzzwords that pertain to the position or industry. 
  
  
  • Look at the job announcement as well as the employer’s website for keywords.
  
  
  • Use different forms of your keywords
    (e.g. manage and management) to increase the chances of the
    computer picking up your keywords.
  
  
  
  


• Consider including a “Skills” section:
  
  
  
  • List all of your skills and techniques, separated by commas or periods.
  
  
  • Include “soft skills” if relevant (e.g. communication skills, team leadership).
  
  
  • Use nouns in this section.
  
  
  • List all programs and software you know, highlighting special capabilities.