Tip 1: When two numbers are used back-to-back to identify a person, place or thing, write one as a number and the other as a word. Example: “There are 4 two-lane highways in this county.”

Tip 2: When writing a resume or cover letter, do not refer to mysterious sources such as: “Leading experts agree….,” “A search of current literature indicates…,” “Several professors questioned from major universities said they believe…..” If footnotes are in order, as with some technical or scientific references, it is acceptable to include them separately.

Tip 3: Write your resume in response to these common problems:

• Lack of simplicity;
• Use of passive voice;
• Use of faulty grammar and punctuation;
• Failure to accurately proofread text.

Tip 4: When preparing to send a digital resume and cover letter via email or to a website:

• Ensure use of a consistent objective statement;
• Tailor your text to employer’s stated objectives;
• Be creative; your resume should be interesting to read;
• Write in an “active” voice with a friendly style;
• Use a bulleted format to highlight important points;
• Again, proofreading cannot be stressed enough.

Tip 5:  When writing your resume and cover letter, think in terms of “sound bites.” Rule of thumb: 80% of your content can be read and retained within 30 seconds.

Tip 6: Be sure your resume and cover letter:

• Present the “right” message;
• Are coherent; and easy to read;
• Have variety;
• Are upbeat and positive;
• Are concise;
• Use well-placed emphasis on important points.

Tip 7:  Use only “clean” language. Even if you personally know the person to whom you are sending the resume, always, always, always presume that e-mail messages containing your attached cover letter and resume will be forwarded. Do not use any off-color, sexist, profane, or otherwise objectionable language or reference. I cannot think of a good reason why such language should appear in any business communication.

Tip 8: When formatting your resume, make it readable by:

• Writing the main points with bullets;
• Keeping your text visually simple;
• Spacing the points so they can be easily read;
• Using a commonly accepted business-oriented font (e.g., New Times Roman, Ariel, etc);
• Making selective use of “bold” or italics to highlight only very important points. Many people are tempted to squeeze words into every available space. Thoughtful use of white space on a page is an excellent way to draw attention to important points.

In this competitive job market, many people are making use of professional resume writers. Professionally written resumes guarantee freedom from technical issues, and are rich in words that set you apart from others applying for the same position.

7. Use good grammar with all words spelled correctly.
This best practice almost goes without saying.  I guarantee that many resume readers will immediately set aside a resume or cover letter that has misspellings or poor word usage.  Unfair?  No.  We live in a time when people at all organizational levels are expected to be able to communicate verbally and in writing.  Use spell check and have someone else review your resume and cover letter for you.

8. Demonstrate that you are ready for and enjoy a challenge.
Many jobs worth doing these days are challenging.  Resume readers are not just looking for candidates with solutions to problems (see Part 1) but also candidates who thrive in such conditions.  It doesn’t need to be extravagant, but a display of quiet confidence is a good thing.

9. Personally sign letters to be posted via U.S. mail.
Use pen with contrasting ink with pleasing color.  These small personal touches communicate that you value this job opportunity and took some extra time to show it.  Use of black ink may get lost in the other black print.  A nice shade of blue ink on your signature causes it to stand-out nicely.

10. Indicate how and when you will follow-up.
Rather than simply “dropping off” your resume and cover letter, when you state a follow-up date, it shows that you are organized and intentional.  Whether you intend to call, send an email or regular letter, indicate it accordingly.

11. Send unsolicited cover letters and resumes early in the week.
Traditionally, resumes flow in greater quantities early in the week because people have time over the weekend to devote to job search activity.  People inside hiring organizations budget their time to handle the surge of resumes early in the week.  Therefore, time your mailing to effectively take advantage of a resume reader’s time and attention.

12. Print each letter individually.
Please resist the temptation to mass-print your letters when sending paper copies.  Print them on good paper and show care in how they are folded (or not) and placed in an envelope.  This extra care will help prevent mistakes in sending letters and once again showcases extra effort and attention to detail.

With these 12 tips, you can produce an effective cover letter for your next resume.  If you have questions or would like a professional to write or review your next cover letter or resume, please contact us.  We’d be happy to help.

This is far removed from the objective that cover letters should achieve.  A well-written cover letter introduces you, prompts the reader to want to know more about you, and establishes your credentials. A good cover letter partners nicely with your resume and a strong networking process.  Following is a list of the first six best practices that your cover letter must and/or in some cases must not reflect.

1. Address letter to specific person whenever possible. 
The personal touch is a subtle way of showing that you care and took extra effort to find out who and where to send the letter.

2. Ensure all comments are in good taste.
Your cover letter is a semi-formal introduction of you, and should contain only comments and information presenting you in the best possible light.  Even if you know the reader, such things as humor, politically-oriented allusions, etc., are very ill-advised to be included in your cover letter.  You likely do not know its recipients well enough to include comments which potentially could be misinterpreted at best or be offensive at worst. 

3. Personalize letter with a comment about the recipient organization through use of contractions such as “you” and “I.”
By personalizing letter with aforementioned name/address, when you put it in first person format, it can communicate something of a sense that you are talking directly to the reader.

4. Keep sentences/paragraphs simple and short.
Presume the reader is very busy and short on time.  This presumption is likely not far from the truth, and writing your letter with this in mind will show consideration for the reader that can only help your reception by them.

5. State a problem the organization has that you can solve.
Some would argue this is an old-fashioned approach, but organizations are looking for people with solutions to problems, and to the extent you demonstrate perceptive sensitivity to problems they are facing and a sense of what to do about them will likely call positive attention to you.

6. Use a conversational, direct style.
Personally, I am not drawn to candidate’s cover letters that are rambling or “cute.”  Yes, let something of your personality shine through, but get to it and communicate effectively.

In my next post I’ll look at the second six best practices for a quality cover letter.