13-4a. Choosing a Résumé Style

The first step in preparing a winning, that appeals to both the human reader

and the ATS screening device is to decide what style to use. Résumés usually fall into two

categories: chronological and functional. This section presents basic information as well as insider

tips on how to choose an appropriate résumé style, determine its length, and arrange its parts. You

will also learn about adding a , which many busy recruiters welcome.

Models of the résumé styles discussed in the following sections are shown in our comprehensive

Résumé Gallery.

What Is a Chronological Résumé?

The most popular résumé format is the chronological format, shown in Figures 13.10, 13.11, and

13.12 in our Résumé Gallery. The lists work history job by job but in

reverse order, starting with the most recent position. Recruiters favor the chronological format

because they are familiar with it and because it quickly reveals a candidate’s education and

experience. The chronological style works well for candidates who have experience in their field of

employment and for those who show steady career growth, but it is less helpful for people who

have changed jobs frequently or who have gaps in their employment records. For college students

and others who lack extensive experience, the functional résumé format may be preferable.

Book Title: eTextbook: Essentials of Business Communication 13-4. Customizing Your Résumé 13-4a. Choosing a Résumé Style

customized résumé

summary of qualifications

chronological résumé

Figure 13.10.

LinkedIn Profile/Résumé for New Graduate

Monkey Business Images/Shutterstock.com Courtesy of Linkedln

At LinkedIn Haley Hawkins is able to present a more personal description of her background, education, and experience than on her résumé. She includes a photo and a headline, “Honors graduate in e-marketing with social expertise.” Her summary briefly describes her skills and experience, but one expert warns candidates not to cut corners on the summary statement. Describe what motivates you and use first-person pronouns, unlike what you would do on a résumé. LinkedIn gives you a chance to be more conversational than you can be in a résumé. You may be asked to present this same kind of personalized résumé information at job boards.

Figure 13.11.

Chronological Résumé: Recent University Graduate With Limited Experience

Haley Hawkins used Microsoft Word to design a traditional chronological résumé that she plans to give to recruiters at campus job fairs or during interviews. The two-column formatting enables recruiters and hiring managers to immediately follow the chronology of her education and experience. This formatting is easy to create by using the Word table feature and removing the borders so that no lines show.

Haley includes an objective that is specific in describing what she seeks but broad enough to encompass many possible positions. Her summary of qualifications emphasizes the highlights of her experience and education. Because she has so little experience, she includes a brief list of related courses to indicate her areas of interest and training. Although she has limited paid experience that relates to the position she seeks, she is able to capitalize on her intern experience by featuring accomplishments and transferable skills.

Figure 13.12.

Chronological Résumé: Student Seeking Internship

Although Amy has had one internship, she is seeking another as she is about to graduate. To aid her search, she prepared a chronological résumé that emphasizes her education and related course work. She elected to omit her home address because she prefers that all communication take place digitally or by telephone. Instead of a career objective, she states exactly the internship position she seeks.

Notice that in her résumé Amy uses standard headings that would be easily recognized by an applicant tracking system. She decided not to start with a summary of qualifications because she has little to offer. Instead, she focused on her experience and related it to the position she seeks.

What Is a Functional Résumé?

The , shown in Figure 13.13, focuses on a candidate’s skills rather than on past

employment. Like a chronological résumé, a functional résumé begins with the candidate’s name,

contact information, job objective, and education. Instead of listing jobs, though, the functional

résumé groups skills and accomplishments in special categories, such as Supervisory and

Management Skills or Retailing and Marketing Experience. This résumé style highlights

accomplishments and can de-emphasize a negative employment history.

functional résumé

Figure 13.13.

Functional Résumé: Recent College Graduate With Unrelated Part-Time Experience

Recent graduate Dallas Dayal chose this functional format to de-emphasize his meager work experience and emphasize his potential in sales and marketing. This version of his résumé is more generic than one targeted for a specific position. Nevertheless, it emphasizes his strong points with specific achievements and includes an employment section to satisfy recruiters. The functional format presents ability-focused topics. It illustrates what the job seeker can do for the employer instead of narrating a history of previous jobs. Although recruiters prefer chronological résumés, the functional format is a good choice for new graduates, career changers, and those with employment gaps.

People who have changed jobs frequently, who have gaps in their employment records, or who are

entering an entirely different field may prefer the functional résumé. Recent graduates with little or

no related employment experience often find the functional résumé useful. Older job seekers who

want to downplay a long job history and job hunters who are afraid of appearing overqualified may

also prefer the functional format. Be aware, though, that online job boards may insist on the

chronological format. In addition, some recruiters are suspicious of functional résumés, thinking the

candidate is hiding something.

13-4c. Organizing Your Information Into Effective Résumé Categories

Although résumés have standard categories, their arrangement and content should be strategically

planned. A customized résumé emphasizes skills and achievements aimed at a particular job or

company. It shows a candidate’s most important qualifications first, and it de-emphasizes

weaknesses. In organizing your qualifications and information, try to create as few headings as

possible; more than six looks cluttered. No two résumés are ever exactly alike, but most writers

include all or some of these categories: Contact Information, , Summary of

Qualifications, Education, Experience, Capabilities and Skills, and Awards and Activities.

Contact Information

Your résumé, whether chronological or functional, should start with an uncluttered and simple main

heading. The first line should always be your name; add your middle initial for an even more

professional look. Format your name so that it stands out on the page. Following your name, list

your contact information, including your mailing address, phone number, and e-mail address. Some

candidates are omitting their street addresses to protect their privacy and for safety reasons. Your

telephone should be one where you can receive messages. The outgoing message at this number

should be in your voice, it should state your full name, and it should be concise and professional. If

you include your cell phone number and are expecting an important call from a recruiter, pick up

only when you are in a quiet environment and can concentrate.

For your e-mail address, be sure it sounds professional instead of something like

[email protected] or [email protected] Also be sure that you are using a personal e-

mail address. Putting your work e-mail address on your résumé announces to prospective

employers that you are consuming your current employer’s resources to look for another job. If you

Book Title: eTextbook: Essentials of Business Communication 13-4. Customizing Your Résumé 13-4c. Organizing Your Information Into Effective Résumé Categories

Career Objective

have a LinkedIn profile or a website where an e-portfolio or samples of your work can be viewed,

include the link in the main heading.

Career Objective

Although experts don’t agree on whether to include an objective on a résumé, nearly all agree that

if you do, it should be very specific. A well-written objective—customized for the job opening—

makes sense, especially for new graduates with fresh training and relevant skills. Strive to include

strategic keywords from the job listing because these will help tracking systems select your

résumé. Focus on what you can contribute to the organization, not on what the organization can do

for you.

Poor objective: To obtain a position with a well-established organization that will lead to a

lasting relationship in the field of marketing. (Sounds vague and self-serving.)

Improved objective: To obtain a position that capitalizes on my recent training in business

writing and marketing to boost customer contacts and expand brand penetration using my

social media expertise. (Names specific skills and includes nouns that might snag the

attention of an applicant tracking system.)

Instead of an objective, one résumé expert recommends listing the job title of the position for which

you are applying, including the words Target Job Title as shown here:

Target Job Title: Medical Administrative Assistant

Using a customized objective or a job title makes it clear that you have taken the time and made

the effort to prepare your résumé for a specific position.* If you decide to omit a career objective, be sure to discuss your career goals in your cover message.

Summary of Qualifications

Some experts view the summary of qualifications (also called a career summary, résumé summary,

or profile statement) as a very concise version of a cover message. They believe that it’s more

important than a career objective.* This summary should memorably tell the recruiter what you have to offer the employer and help you stand out from the crowd of applicants. Once a job is

advertised, a hiring manager may get hundreds or even thousands of résumés. A summary

ensures that a recruiter who is skimming résumés quickly will notice your most impressive

qualifications. Additionally, because résumés today may be viewed on mobile devices, the

summary spotlights your most compelling qualifications in a highly visible spot.

One expert values authenticity in the applications process above all else. She advises

candidates to sound human, not robotic: “The Summary is the most important part of a

Human-Voiced Résumé, because it frames your background and your next career steps

for the hiring manager’s benefit. Once your reader (your hiring manager) reads your

Summary, he or she understands who you are and how you roll. Your job history follows

the Summary and amplifies the frame you shared in the Summary.”*

Liz Ryan , founder and CEO, Human Workplace; author

When formulating this statement, consider your experience in the field, your education, your unique

skills, awards you have won, certifications you hold, and any other accomplishments. Strive to

quantify your achievements wherever possible. In three to five bullet points, target the most

important qualifications an employer will be looking for as described in the job listing. Focus on

nouns that might be selected as by an applicant tracking system. Examples appear in

Figures 13.11 and 13.14.

Office Insider

keywords

Figure 13.14.

Chronological Résumé: University Graduate With Substantial Experience

Because Rachel has many years of experience and seeks executive-level employment, she highlighted her experience by placing it before her education. Her summary of qualifications highlighted her most impressive experience and skills. This chronological two-page résumé shows the steady progression of her career to executive positions, a movement that impresses and reassures recruiters.

Some recruitment advice falls outside the current consensus of job-search experts. Not a fan of

terse bullet points, clichés, and ATS, recruiting pro Liz Ryan wants to see applicants’ personality

authentically shine through in their narratives. She urges résumé writers to sound human by using

the first person pronoun I and to tell compelling “dragon-slaying stories” to illustrate their expertise.*

This advice to come across as an authentic human being with compelling success stories is solid,

but using first person I seems most suitable for a LinkedIn profile, not a traditional résumé.

Education

The next component in a chronological résumé is your education—if it is more noteworthy than

your work experience. In this section you should include the name and location of schools, dates of

attendance, major fields of study, and degrees received. By the way, once you have attended

college, you should not list high school information on your résumé.

Your grade point average (GPA) and/or class ranking may be important to prospective employers.

One way to enhance your GPA is to calculate it in your major courses only (for example, 3.6/4.0 in

major). It is not unethical so long as you clearly show that your GPA is in the major only. Looking to

improve their hiring chances, some college graduates are now offering an unusual credential: their

scores on the Graduate Record Examination. Large companies and those specializing in computer

software and financial services reportedly were most interested in applicants’ GRE scores.* Some organizations even consider SAT scores in their hiring process.*

Under Education you might be tempted to list all the courses you took, but such a list makes for dull

reading and consumes valuable space. Include a brief list of courses only if you can relate them to

the position you seek. When relevant, include certificates earned, seminars attended, workshops

completed, scholarships awarded, and honors earned. If your education is incomplete, include such

statements as BS degree expected 6/18 or 80 units completed in 120-unit program. Title this

section Education, Academic Preparation, or Professional Training. If you are preparing a functional

résumé, you will probably put the Education section below your skills summary, as shown in Figure

13.13.

“Many résumé writers tend to aim for vague generalities and abstract attributes, focusing

on their ’communication skills’ and ability to work as a ’team player.’ In a tough market, you

need to move beyond these kinds of generic claims and focus on specifics. List each of

Office Insider

your pertinent skills and responsibilities, and then back them up with fact-based bullets

that explicitly prove your point.”*

Roberta Chinsky Matuson , president, Matuson Consulting

Work Experience or Employment History

When your work or volunteer experience is significant and relevant to the position sought, this

information should appear before your education. List your most recent employment first and work

backward, including only those jobs that you think will help you win the targeted position. A job

application form may demand a full employment history, but your résumé may be selective. Be

aware, though, that time gaps in your employment history will probably be questioned in the

interview. For each position show the following:

Employer’s name, city, and state

Dates of employment (month and year)

Most important job title

Significant duties, activities, accomplishments, and promotions

Be sure to include relevant volunteer work. A survey conducted by LinkedIn revealed that 41

percent of LinkedIn hiring managers consider volunteer work experience as respectable as paid

work experience when evaluating candidates.*

Your employment achievements and job duties will be easier to read if you place them in bulleted

lists. Rather than list every single thing you have done, customize your information so that it relates

to the targeted job. Your bullet points should be concise but not complete sentences, and they

usually do not include personal pronouns (I, me, my). Strive to be specific:

Poor: Worked with customers

Improved: Developed superior customer service skills by successfully interacting with 40+ customers daily

Whenever possible, quantify your achievements:

Poor: Did equipment study and report

Improved: Conducted research and wrote final study analyzing equipment needs of 100 small businesses in Houston

Poor: Was successful in sales

Improved: Personally generated orders for sales of $90,000 annually

In addition to technical skills, employers seek individuals with communication, management, and

interpersonal capabilities. This means you will want to select work experiences and achievements

that illustrate your initiative, dependability, responsibility, resourcefulness, flexibility, and leadership.

Employers also want people who can work in teams.

Poor: Worked effectively in teams

Improved: Enjoyed collaborating with five-member interdepartmental team in developing ten-page handbook for temporary workers

Poor: Joined in team effort on campus

Improved: Headed 16-member student government team that conducted most successful voter registration in campus history

Statements describing your work experience should include many nouns relevant to the job you

seek. These nouns may match keywords sought by the applicant tracking system. To appeal to

human readers, your statements should also include , such as those in Figure 13.8.

Starting each of your bullet points with an action verb helps ensure that your bulleted lists are

parallel.

action verbs

Figure 13.8.

Action Verbs for a Powerful Résumé

Communication Skills

Teamwork, Supervision Skills

Management, Leadership Skills

Research Skills

Clerical, Detail Skills

Creative Skills

clarified

collaborated

explained

interpreted

integrated

persuaded

promoted

resolved

summarized

translated

wrote

advised

coordinated

demonstrated

developed

evaluated

expedited

facilitated

guided

motivated

set goals

trained

analyzed

authorized

coordinated

directed

headed

implemented

improved

increased

organized

scheduled

strengthened

assessed

collected

critiqued

diagnosed

formulated

gathered

interpreted

investigated

reviewed

studied

systematized

activated

approved

classified

edited

generated

maintained

monitored

proofread

recorded

streamlined

updated

acted

conceptualized

designed

fashioned

founded

illustrated

integrated

invented

originated

revitalized

shaped

Capabilities and Skills

Recruiters want to know specifically what you can do for their companies. List your special skills,

including many nouns that relate to the targeted position. Highlight your familiarity with the Internet,

search engines, software programs, social media, office equipment, and communication technology

tools. Use expressions such as proficient in, competent in, experienced in, and ability to as

illustrated in the following:

Poor: Have payroll experience

Improved: Proficient in preparing federal, state, and local payroll tax returns as well as franchise and personal property tax returns

Poor: Trained in computer graphics

Improved: Certified in graphic design including infographics through an intensive 350-hour classroom program

Poor: Have writing skills

Improved: Competent in writing, editing, and proofreading reports, tables, letters, memos, e-mails, manuscripts, and business forms

You will also want to showcase exceptional aptitudes, such as working well under stress, learning

computer programs quickly, and interacting with customers. If possible, provide details and

evidence that back up your assertions. Include examples of your writing, speaking, management,

organizational, interpersonal, and presentation skills—particularly those talents that are relevant to

your targeted job. For recent graduates, this section can be used to give recruiters evidence of your

potential and to highlight successful college projects.

Awards, Honors, and Activities

If you have three or more awards or honors, highlight them by listing them under a separate

heading. If not, put them in the Education or Work Experience section if appropriate. Include

awards, scholarships (financial and other), fellowships, dean’s list, honors, recognition,

commendations, and certificates. Be sure to identify items clearly. Your reader may be unfamiliar,

for example, with Greek organizations, honors, and awards; tell what they mean.

Poor: Recipient of Star award

Improved: Recipient of Star award given by Pepperdine University to outstanding graduates who combine academic excellence and extracurricular activities

It’s also appropriate to include school, community, volunteer, and professional activities. Employers

are interested in evidence that you are a well-rounded person. This section provides an opportunity

to demonstrate leadership and interpersonal skills. Strive to use action statements.

Poor: Treasurer of business club

Improved: Collected dues, kept financial records, and paid bills while serving as treasurer of 35-member business management club

Personal Data

Résumés in the United States omit personal data, such as birth date, marital status, height, weight,

national origin, health, disability, and religious affiliation. Such information doesn’t relate to genuine

occupational qualifications, and recruiters are legally barred from asking for such information.

Some job seekers do, however, include hobbies or interests (such as skiing or photography) that

might grab the recruiter’s attention or serve as conversation starters. For example, let’s say you

learn that your hiring manager enjoys distance running. If you have run a marathon, you may want

to mention it. Many executives practice tennis or golf, two sports highly suitable for networking. You

could also indicate your willingness to travel or to relocate, since many companies will be

interested.

Include References?

Listing references directly on a résumé takes up valuable space. Moreover, references are not

normally instrumental in securing an interview—few companies check them before the interview.

Instead, recruiters prefer that you bring to the interview a list of individuals willing to discuss your

qualifications. Therefore, you should prepare a separate list, such as that in Figure 13.9, when you

begin your job search. Consider three to five individuals, such as instructors, your current employer

or previous employers, colleagues or subordinates, and other professional contacts. Ask whether

they would be willing to answer inquiries regarding your qualifications for employment. Be sure,

however, to provide them with an opportunity to refuse. No reference is better than a negative one.

Better yet, to avoid rejection and embarrassment, ask only those contacts who you are confident

will give you a glowing endorsement.

Figure 13.9.

Sample Reference List

From Guffey/Loewy, Essentials of Business Communication (with www.meguffey.com Printed Access Card), 9E.

Do not include personal or character references, such as friends, family, or neighbors, because

recruiters rarely consult them. One final note: Most recruiters see little reason for including the

statement References furnished upon request. It is unnecessary and takes up precious space.

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