how to write resume and cover letter

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The University of Pittsburgh at Johnstown

How to Write a Resume and Cover Letter

Written by Pitt-Johnstown Career Services, this booklet is designed to assist you in

effectively writing a resume and cover letter. It will also help you understand the

importance of a resume. Be sure to look for additional booklets the Office of Career

Services has created.

Phone: 814-269-7123

Fax: 814-269-7128

E-mail: [email protected]

www.upj.pitt.edu/careerservices

Pitt-Johnstown Career Services

G52 Student Union

450 Schoolhouse Road

Johnstown, PA 15904



In today’s job market, the resume has become the number one requirement a potential employer willrequest. Before an employer will take valuable time to interview you, he or she wants to meet you-onpaper.

How you impress that employer can, and will, make all the difference in whether you get an interview.

This booklet is a guide to assist you in creating a superior resume that effectively allows employers to knowwhat you can do for them.

Why do I need a Resume?

In this increasingly competitive job market, you must have a professionally crafted resume in order tostand out among the dozens of job seekers applying for the same position as you.

1. A resume is a summary of you qualifications, skills, professional experiences and achievements.

2. A resume shows a future employer what you have done in the past, how you were successful andproves why you will be an asset to them in the future.

3. Your resume advertises you, your unique skills and qualifications and stresses the benefits youhave to offer.

Before writing your resume you should consider:

1. The individual position(s) you are applying for and the duties and/or qualifications required for asuccessful candidate.

2. What the employer is looking for – think of yourself as a product and the employer as the consumer.3. Your unique strengths – your skills indicate potential, while your actual accomplishments

demonstrate benefit.4. The type of expertise you must have to be attractive to the potential employer. Describe in detail

the knowledge and skills you have acquired through various activities in your life-class, jobs,internships, club involvement, community activities and volunteer experiences.

5. Quantifying your skills – articulate to the potential employer how well you mastered tasks bymentioning a percentage or number associated with the skill.

PITT-JOHNSTOWNOFFICE OF CAREER SERVICES

G52 STUDENT UNION814-269-7123

[email protected]/careerservices



Format to guide you in writing a quality resume

1. Contact Information: Name, permanent Address, telephone number (include a

professional voicemail), and an email address. Be sure to only use one address, telephonenumber and email.

2. Objective: (Optional). Describe the type of work you desire. Each resume should betailored to each organization that you are applying to.

3. Education: List your degrees in chronological order. Begin with the name of the college,location, graduation date, degree, major(s), quality point average, honors and courses of particular value or interest.

4. Skills: You may decide to include a section that lists your computer skills, foreign

languages, licenses (CPR, training with Autistic students, etc.) and other skills.

5. Experience: List your most recent experience first and do not overlook part-timeemployment, summer employment, applicable college projects, internships, volunteerwork, club and organization involvement, community activities and study abroad. (Thissection can sometimes be divided into two areas: career-related experience and other part-time/summer experience). Remember that career related experience is most valuable, but a proven track record of other successful experience can also make you an attractivecandidate. Focus on what you achieved, not your responsibilities.

6. Military Service: For those who have completed military obligations, the dates of active

duty and rank upon discharge should be included. When appropriate, include a brief description of duties and responsibilities, particularly if the experience relates to futureemployment. If you do not have any military experience, omit this section.

7. Campus and/or Community Activities: These include extra-curricular college and/orcommunity experiences, and any leadership positions. Teacher education candidatesshould include all experiences working with children and adolescents. Candidates forteaching positions might choose to include their own high school activities. Only list interests if directly related to your objective. If your interests reveal a quality the employerneeds then explain it.

8. References: List 3 or 4 persons. Give name, professional title, business address, andbusiness phone. These are normally listed on a separate sheet of paper, not attached toyour resume. Do not use personal friends and relatives as references. Teachers, faculty,and former supervisors make the best references. An example is listed at the end of thebooklet.



Resume Checklist

•My resume is clear, concise and makes a positive impression in 30 seconds or less.

• There are no spelling, grammar or punctuation errors.

• The resume is one page.

• My resume presents skills and accomplishments that match employer requirementsfor the position.

• My resume accurately summarizes my qualifications.

• My accomplishment statements start with action verbs and include thecontributions I made to previous employers and groups I was affiliated with.

• The resume is organized, easy to read and has a balance between content and

white space.

• The type font is Times New Roman, Arial, Helvetica, Verdana, Cambria or Calibri and

is consistent throughout my resume.

• The type size on the resume is 10, 11 or 12 point.

• My resume includes the locations of past employment/experiences along with the month and years of employment.

• My resume contains industry buzzwords, key words and phrases from the position description.

• I personally checked my resume for spelling and grammar mistakes multiple times and I had at

least two other people check my resume for content and errors.



Action Verbs

Action verbs should be used abundantly throughout your resume and cover letters to promote yourachievements. They give your resume power and direction.

The following is a list of frequently used action verbs. Try to use a variety of action verbs rather thanrepeating the same few.

Choose the words that most appropriately describe your responsibilities:

AccomplishedAchievedAcquiredActivatedAdapted

AdjustedAdministeredAdvancedAdvertisedAdvisedAmendedAnalyzedApprovedArrangedAssembledAssistedAttained

AutomatedBalanced

BrainstormedBroadenedBudgeted

Built CalculatedCataloguedChairedChangedCoachedCollaboratedCollected

Communicated

CompiledCompletedComposedComputedConceivedConceptualized

ConciliatedConductedConfiguredConsolidated

Constructed

ConsultedContractedContributedConvertedCoordinatedCounseledCreatedDebuggedDecreasedDedicatedDefinedDelegated

Delivered DemonstratedDesignedDeveloped

DevisedDiagnosedDirectedDiscoveredDistributedDocumentedDraftedEarnedEditedEducatedEffectedEliminatedEnabledEncouragedEngagedEnhanced

EnlargedEnrichedEstablishedEvaluatedExamined

ExecutedExpandedExpeditedExplainedFabricatedFacilitatedFamiliarizedFinancedForecastedFormulatedFosteredFounded

FunctionedGainedGaugedGeneratedGovernedGuidedHandledHeadedHelpedHiredIdentifiedIllustratedImplementedImprovedImprovisedIncorporatedIncreasedIndexedIndoctrinatedInfluenced



InformedInitiatedInnovatedInspectedInstalledInstructed

InstrumentedIntegratedInterfacedInterpretedInterviewedIntroducedInventedInvestedInvestigatedInvolvedLaunchedLearnedLedLinkedLobbiedMaintainedManagedManipulatedManufacturedMarketedMaximizedMediatedModeled

ModifiedMonitoredMotivatedNegotiatedNominatedNurturedObservedObtainedOperatedOrchestratedOrganizedOriginated

OversawParticipated

PerformedPersuadedPioneeredPlannedPreparedPresented

PresidedPrioritizedProcessedProducedProgrammedPromotedProposedProvidedPublicizedPublishedPurchasedQuantifiedQueriedQuotedRaisedRealizedRecommendedRecordedRecoveredRecruitedRedesignedReducedRefined

RelatedRenovatedReorganizedRepairedReplacedReportedRepresentedResearchedResolvedRespondedRestoredRestructured

RevisedRevitalized

ScheduledSecuredSelectedSeparatedServedShaped

SimplifiedSimulatedSoldSolvedSpear headedSpecifiedSponsoredStabilizedStandardizedStimulatedStrengthenedSummarizedSupervisedSupplementedSupportedSurveyedSynthesizedTailoredTargetedTaught TestedTrackedTrained

TransferredTransformedTranslatedTransmittedUncoveredUndertook UpdatedUpgradedUsedValidatedVerifiedVisualized

Wrote



Computer Skills for Resume Writing Here is a list of possible computer skills that you might consider adding to your resume. You mayhave additional technical skills that are not included in this list.

Art & GraphicsAdobe IllustratorAdobe PhotoshopCorel DrawMayaShadeDesktop Publishing

Microsoft PublisherAdobe InDesignQuarkXPressPresentation

Microsoft PowerPoint Macromedia FlashKeynoteSpreadsheet

Microsoft ExcelWord Processing

Microsoft WordCorel Word Perfect Programming

Microsoft Visual Basic.NETBasic/Qbasic

C ProgrammingC++ ProgrammingJava ProgrammingSQLFortranCobolClient

Server/Networking/Hardware

CISCO RoutersWAN (Wide Area Networks)TCP/IP

Apache Web ServerActive DirectoryMicrosoft Exchange ServerMicrosoft SQL ServerOracle Database ServerCheckpoint FirewallNovell Console One

Operating SystemsWindows 2000, XP, VistaSolarisUnixLinuxMSDOSHP/VXAIXMac OSXDatabase/Statistics

Microsoft Access

FileMaker ProSPSSQuick Books ProWindows QSBEngineering Software

AutoCADMatlabMathCadPro EPT ModelerWeb Page Design

HTML, DHTMLXMLASP (Active Server Pages)JSP (Java Server Pages)PHPAdobe InDesignAdobe GoLiveJavaScript Microsoft FrontPageCSS (Cascading Styling Sheets)Intermediate ActionScript

Macromedia DreamweaverMacromedia FlashMacromedia FireworksMacromedia ColdfusionCertifications

MCSEMCSA



(Sample Resume) Sally Smith123 Main Street 814-456-7890Johnstown, PA 15904 [email protected]

Objective: To obtain the position of Mechanical Engineer at Westinghouse and utilize educationalbackground and internship skills.

Education: University of Pittsburgh at Johnstown, Johnstown, PA May 2010Bachelor of Science Degree in Mechanical Engineering Technology, QPA: 3.70

Certifications and Awards: Dean’s List: 4 Semesters (Spring 2008, Fall 2008, Spring 2009 & Fall 2009)Graduated summa cum laude

Passed all requirements for Fundamentals of Engineering Exam Spring 2009

Relevant Coursework: Thermodynamics Finite Element AnalysisProduct Design Heat TransferSystem Modeling Simulation and Control Computer Aided Engineering

Senior Project: Fall 2009• Co-captain of an eight person development team that built an amphibious, single passenger

all-terrain vehicle• Awarded third place out of 67 college teams from the United States and Canada

Experience:Intern, Pennsylvania Department of Transportation, Greensburg, PA Summers 2006-2008• Acted as Construction Inspector at a $2 million Pittsburgh, PA construction site, ensuring job was

completed per plan and specifications for the installation of new water, gas,sewage, and drainage lines and structures

• Ensured safety on site, with responsibilities including checking that hard hats, correct attire, warningsigns and back-up signals were functional

• Developed reports detailing work completed on various projects such as drainage lines• Collaborated with head engineer, project engineers, consultants, and interns on projects

Affiliations:

• Member of the American Society of Mechanical Engineers Fall 2007-Present

• Member of Society of Women Engineers Fall 2006-May 2009

Volunteer Experience:

American Red Cross, Johnstown, PA Fall 2009• Co-coordinated a campus wide blood drive with five Greek organizations and increased student

attendance 10% for a total of 500 students participating• Responsible for marketing the event which included distribution of flyers, inviting guests to a Facebook

event, speaking to campus organizations at weekly meetings and creating banners



Cover Letters

Preparing a Cover Letter or Letter of Application

A cover letter is an essential part of your job search. A cover letter conveys a high level of

professionalism and shows the hiring manager that you are genuinely interested in their positionand articulates why you are the best candidate for the job.

Failing to effectively use a cover letter is a misplaced opportunity to elaborate on your uniqueskills and experiences that may not have been apparent in the resume. Do not sell yourself or yourapplication short and undervalue the opportunity to use a cover letter to your advantage.

Specifically state accomplishments or contributions that you made in your previous experiencesthat align with the main points the employer is looking for in this position.

Cover Letter Checklist

• My cover letter is concise - I have introduced myself, indicated where I learned about the opportunity and connected my skill set to the job requirements.

• My cover letter is clear - I articulated my unique experiences and qualifications in wordsthat mirror what the company provides on their website and on the job description.

• My cover letter is convincing - I tied my experience directly to the job description andexpressively described how I am qualified and why the employer should hire me.

• My cover letter, resume and reference page are all on matching paper.

• I have checked my resume for grammatical, spelling and punctuation errors.

• My cover letter is addressed to the individual Recruiter or Hiring Manager by name.

• My cover letter is one page in length (no more than 3-4 paragraphs).

• My cover letter reflects my personality - my outlook, enthusiasm and sincerity areevident to the reader.



(Sample Cover Letter) 123 Main Street

Johnstown, PA 15904January 11, 2010

Howard BarkerDirector of Human ResourcesWestinghouse Electric Company199 Westinghouse RoadMonroeville, PA 15672

Dear Mr. Barker:

Please accept this letter of application for the Mechanical Engineer position at Westinghouse ElectricCompany. I will graduate from the University of Pittsburgh at Johnstown this May with a Bachelor of

Science Degree in Mechanical Engineering Technology.

Since my sophomore year in college, I have been researching various companies in the area and have beenvery impressed with Westinghouse. The opportunity to work with nuclear technology and help providefuture generations with safe, clean and reliable electricity would be both rewarding and thrilling.

My research showed that Westinghouse Electric Company provides fuel, services, technology, plant design,and equipment for the commercial nuclear electric power industry. I am interested in a position that incorporates both my professional experiences and academic background. As an intern at the PennsylvaniaDepartment of Transportation, I had the opportunity to act as Construction Inspector at a $2 millionPittsburgh, PA construction site, ensuring job was completed per plan and specifications for the installationof new water, gas and drainage lines and structures.

Upon finishing my degree in May 2010 I will have the education that is required for the position. I havetaken several classes on Heat Transfer, Thermodynamics and Product Design and feel confident in myability to improve reliability and sustain regulatory compliance through plant analyses and management

programs.

With my work experience and education, I have much to offer your company. Enclosed is a resume that further details my work history and education.

I would love to speak to you in greater detail about this opportunity. I am available for an interview at yourconvenience and may be contacted by phone at 814-456-7890 or by email at [email protected] you for your time and consideration.

Sincerely,

Signature

Sally Smith

Enclosures



Reference Page

A reference page is a document that contains a list of your references. Reference pages are

essential to send to employers whenever you submit a resume. Your references are individuals

who know you fairly well and who can vouch for your ability to work hard and do well at aposition for which you are applying.

When you include a reference page with your resume, you make contacting your references

easier for the person reviewing your application. If you merely include the statement

"References available upon request" at the bottom of your resume and the person has to track

you down and get the information from you in order to contact your references, he or she may

not feel that doing so is worth the extra effort.

For this reason, it is important that you make the effort to find good references and that you

likewise take the time to prepare a reference page and include it with your resume.

Reference Page Checklist

• I have included at least three references on my reference page who know me on a personal level.

• My reference page includes at least one academic reference.

• My references are a mixture of: former or current employers or managers, internship

supervisors, coaches, community service supervisors, members of community organizations

for which I have volunteered, club advisors, professors and/or academic advisors.

• I have asked permission from potential references before including them on my reference pageand know they will give me a positive recommendation.

• My reference page is organized so that my strongest contact or contacts are listed first.

• My reference page contains the same heading, contact information and font as my resume.

• Under each reference name I have included: their company name or department, title orposition, office address, telephone number, email address and their relation to me.

• I have given a copy of my resume to those individuals I included as references so they will be

familiar with my qualifications, experience education when they are contacted bypotential employers.

• When possible I have let my references know the job I am applying for or type of position

I am seeking.



(Sample Reference Page) Sally Smith123 Main Street 814-456-7890Johnstown, PA 15904 [email protected]

Professional References

Rolf DeVries, P. E. University of Pittsburgh at JohnstownProfessor of Engineering230E Engineering and Science BuildingJohnstown, PA [email protected] Professor for two Engineering courses

Amy L. Miller

University of Pittsburgh at JohnstownProfessor of Engineering236 Engineering and Science BuildingJohnstown, PA [email protected] Professor and Academic Advisor

Kim A. Mankey Pennsylvania Department of Transportation

Acting Division Chief Engineering Computing Management Division41 Bell WayGreensburg, PA [email protected] Supervisor

Thomas M. Kurtz

Johnstown Chapter of the American Red CrossChairman647 Main Street, Suite 310

Johnstown, PA 15901814-255-1559Volunteer Supervisor



Thank You Letters and Notes

Of all the letters you will write, the thank-you letter may be the most important because it has thepotential of producing the most good. Often a thank-you letter is placed on a person's desk andreminds that person of your appreciation.

Do not underestimate the impact of a thank-you letter as a valuable follow up to an interviewbecause not many people receive thanks, especially for an interview, so they will remember it andit keeps your name in their mind with strongly positive associations.

There are two forms of this letter which are both appropriate. The first is a simple thank-you notewhich is personal and the only letter that can, and should be handwritten. The second form of these thank you letters is more formal and is also valuable as a follow up if you realize after theinterview that you didn't cover an area very well.

Ultimately, the choice of which form to use is up to each individual and should be evaluated based

on your personality and the culture of company where you interviewed.

Thank You Letter Checklist

• My thank you letter was sent out no later than the day after my interview.

• My thank you letters are addressed to each person who interviewed me and helped me

through my interview process.

• In my letter I thanked the person who interviewed me for taking the time to talk to me.

• I included the actual date on which the interview occurred and personalized the letter byreferring to some topic or common interest we discussed during the interview.

• My letter is neat & attractive and all grammar, punctuation & capitalization are correct.

• I have limited the use of “I” and “My” at the beginning of each sentence.

• My letter conveys confidence without seeming arrogant.

• I reaffirmed my interest in the company and how I am looking forward to hearing their

hiring decision.

• I offered to provide more information or answer any questions they may have remaining.

• I thanked the interviewer again for their time and consideration at the end of my letter.



(Sample Thank You Letter) 123 Main Street

Johnstown, PA 15904January 27, 2010

Howard BarkerDirector of Human ResourcesWestinghouse Electric Company199 Westinghouse RoadMonroeville, PA 15672

Dear Mr. Barker:

Thank you for taking the time to discuss the Mechanical Engineer position at WestinghouseElectric Company with me last Thursday. It was a pleasure to meet you and your staff. Afterspeaking with you and observing your company's operations, I am further convinced that mybackground and skills coincide well with your needs and the overall mission of WestinghouseElectric Company. It was such an unexpected pleasure to have a personal tour of your facility afterour interview.

I truly appreciate that you took so much time to acquaint me with Westinghouse and theMechanical Engineer position. It is no surprise why Westinghouse has retained you and otheremployees for so long. I know I could learn a great deal from working with you and yourdedicated staff.

If I can answer any questions or clarify any information for you please feel free to contact me byphone at 814-456-7890 or by email at [email protected]. Thank you again for your timeand consideration. I look forward to hearing from you concerning your hiring decision.

Sincerely,

Signature

Sally Smith

http://www.quintcareers.com/sample_thankyou_letter.html






Conclusion

Thank you for taking the time to read through this booklet. Please remember that the Office of

Career Services is available to critique your professional documents and make copies of yourresume for your use.

You may also want to pick up other booklets that have been created by the Office of CareerServices. They will help you with interviewing, job searching and professional etiquette.

If you have any questions, concerns or comments please contact us:

Career Services G52 Student Union

450 Schoolhouse Road

University of Pittsburgh at JohnstownJohnstown, PA 15904

Phone: 814-269-7123Fax: [email protected]

www.upj.pitt.edu/careerservices

how to write resume and cover letter

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