CVs, Covering Letters and Application Forms Handbook

CVs, Covering Letters and Application Forms Handbook

INTRODUCTION FIVE STEPS TO PREPARING YOUR CV RESOURCES SKILLS ANALYSIS TYPES OF CV ALTERNATIVE WAYS OF SAYING IT: POSITIVE ACTION WORDS CHRONOLOGICAL CV FORMAT COVERING LETTERS APPLICATION FORMS EXAMPLE APPLICATION QUESTIONS 1 2 3 4 5 6 8 9 10 12 14

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CVs, Covering Letters and Application Forms Handbook

INTRODUCTION
This aim of this handbook is to give you advice and useful tips on how to construct your own CV and covering letter. Writing a CV can be very timeconsuming so do allow sufficient time to put it together. You may find you need several versions to target different employers and different vacancies. A CV is a very personal document which should contain a succinct and positive account of your life history written in a style that matches the requirements of a particular job and organisation. The main purpose of a CV is to convince an employer you are worth a second look, i.e. that you have the skills, experience and enthusiasm to do the job and that you could fit into their organisation. Your CV should be accompanied by a well written covering letter that underlines the purpose of your contacting the employer and draws their attention to your strengths and reasons why you would like to work for them. Remember your CV may only receive a 30 second glance, so first impressions are very important. It should be interesting and well laid out to encourage the employer to read it.

If you would like further help after reading this handbook please contact the Careers & Employment Service Team in B Block, Ground Floor of the LRC. Careers Advisers are available from Monday to Thursday (1pm - 4pm) to deal with your queries on a drop in basis. You can contact the Careers and Employment Service on 0208 231 2702/2582.

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CVs, Covering Letters and Application Forms Handbook

FIVE STEPS TO PREPARING YOUR CV

1. Self assessment In order to sell yourself, you must have a clear grasp of your main selling points. Prepare notes for yourself listing achievements and responsibilities. Include all areas of your life - education, work experience, leisure pursuits and voluntary activities. 2. Analysis of the job specification Assess information about what the employer is looking for from the job advert, the job and person specification (if supplied) and any company information. Do you know the culture of the organisation - is this important to you? 3. Sell yourself Be prepared to sing your own praises but be honest Do not focus on your weaknesses Build on your strengths Highlight the skills and qualities which have led to success and achievements Give examples where possible Be clear, dont make the employer read between the lines

4. Making a careful choice of language and layout Use active verbs in the past tense (e.g. achieved, attained) - see positive action words section. Avoid long sentences which are difficult to understand. Use spacing and type to make the page look attractive to the eye and easy to read. Do not allocate too much space to out of date information. 5. Producing a good quality product Stick to a maximum of two pages. Use good quality white paper and laser print Do not use photocopies. Do not bind or cover - it will probably need to be photocopied. Do not attach your photo unless asked

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CVs, Covering Letters and Application Forms Handbook

RESOURCES
Available in the Careers Resource Area
Making Applications - AGCAS Booklet The Global Resume and CV Guide by Mary A Thompson Creative CV Guide by Jan Cole & David Whistance Creating Winning CVs and Applications by Kathleen Houston Creating a Successful CV by Simon Howard High Impact CVs by John Middleton Readymade CVs by Lynn Williams

Other Useful Publications

Build Your Own Rainbow by Hopson Barrie & Mike Scally What Color is Your Parachute? by Richard Nelson Bolles

Websites for CV and application form advice

www.prospects.ac.uk www.doctorjob.com www.graduatecareers.hobsons.co.uk www.gradunet.co.uk www.workthing.com www.totaljobs.com www.cvservices.net www.eurograduate.com

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CVs, Covering Letters and Application Forms Handbook

SKILLS ANALYSIS
Every job, course or leisure activity develops skills which are important to identify. Think back over your previous experiences and name as many skills as possible in the groups listed below. Do not worry if you find that you do not have skills in every group

SKILLS
COMMUNICATION Influencing, questioning, listening

COURSE

WORK

INTERESTS

TEAMWORK Working with others, building relationships

ABILITY TO SOLVE PROBLEMS Analysis, looking at practical implications FLEXIBILITY AND ADAPTABILITY Coping with new situations, people and cultures SELF APPLICATION Initiative, perseverance, creativity

DECISION MAKING Using analysis and judgement

INFORMATION HANDLING Planning, organising and attention to detail

USE OF INFORMATION TECHNOLOGY

SPECIALIST SKILLS Languages, driving

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CVs, Covering Letters and Application Forms Handbook

TYPES OF CV
Your CV should be a personal document that reflects both you as an individual and the relevant factors of the post and organisation that you are applying for. A CV can take many different forms depending on the type of employer you are approaching: Conventional Skills based Academic Visual/creative Electronic

Conventional, Skills-based and Academic CVs are the ones most used. Chronological CVs are usually a safe bet. Accountants and Legal firms often prefer this approach. Skills-based CVs have become more popular to reflect employers use of skill based criteria for selection purposes. Combination CVs are similar to Chronological CVs but also contain a skills profile. Functional CVs are aimed at a specific vacancy. Academic CVs are used typically for postgraduate applications. The subjects studied are shown in greater detail and research papers are included. Visual/creative CVs are for candidates wanting to demonstrate originality and creativity, e.g. in new media type jobs, advertising.

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USEFUL LANGUAGE A thesaurus can be used for inspiration when you are trying to avoid saying something twice, or when you cannot come up with exactly the right word. Below is a selection of words you may find useful. Alternative ways of saying it: advise / tell assess, acquaint, appraise, confer, consult, counsel, discuss, guide, inform, instruct, notify, present, recommend, teach, suggest. arrange, contract, negotiate, settle, trade, transact. conjure, conjecture, determine, estimate, evaluate, figure, judge, predict, reckon. alter, convert, correct, direct, guide, implement, improvise, lighten, modernise, modify, promote, redesign, reorganise, replace, revise, revitalise, rotate, shift, simplify, substitute, switch, transform, vary. agree, appraise, audit, examine, inspect, investigate, monitor, study, test, validate, verify. administer, approve, centralise, combine, complete, control, determine, effect, enforce, engineer, execute, lead, manage, oversee, position, regulate, supervise. appoint, commission, employ, hire, instigate, interview, introduce, launch, organise, prepare, programme, recruit, select, staff, utilise. aid, assist, better, counsel, ease, ensure, expedite, facilitate, improve, maintain, support, tend. analyse, assess, conceive, consider, conclude, define, evaluate, forecast, interpret, investigate, judge, originate, pioneer, plan, reason, reflect, research, review, study, survey. augment, develop, double, encourage, enhance, enrich, expand, generate, improve, increase, market, stimulate, curtail, decrease, diminish, eliminate, lessen, liquidate, minimise, reduce, subside, wane.
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bargain calculate

change

check

control

engage

help / look after

look into / think

make bigger / better

make smaller

CVs, Covering Letters and Application Forms Handbook

make / set up

build, conceive, create, devise, fashion, form, formulate, generate, initiate, manufacture. activate, cause, encourage, induce, influence, inspire, prompt, propose, spur, stimulate. document, process. formulate, organise, outline, plan, schedule. acquire, buy, procure, obtain. correct, improve, save, settle, solve, standardise, streamline, rectify, rescue, resolve. manage, operate, service. confirm, demonstrate, display, exhibit, explain, establish, present, prove, relate, specify. accelerate, dispatch, expedite, hasten, quicken. avert, avoid, cease, conclude, excise, extract, finish, halt, prevent, remove, reject, terminate. acquire, capture, publish, translate. draft, edit, publish, translate.

motivate

paper control programme purchase put right

run / perform show

speed up stop / take out

take write

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POSITIVE ACTION WORDS

Consider the following examples of positive and active words when preparing your CV or application form:

achieved administered analysed built capable competent communicated consistent controlled co-ordinated created designed developed directed economical effective

efficient engineered established expanded experienced guided implemented improved initiated led managed monitored organised participated positive processed

productive proficient profitable qualified repaired resourceful sold specialised stable successful supervised trained versatile wide background

Examples of skills and activities

advising people planning agendas arranging social events preparing charts / diagrams calculating numerical data promoting events checking for accuracy protecting property classifying information raising funds coaching people recording data co-ordinating events reviewing progress corresponding with customers running meetings counselling people selling products delegating responsibility serving the public drafting reports speaking in public editing documents supervising staff giving out information training others handling customer complaints mediating between people interpreting data motivating others interviewing people operating technical equipment managing staff organising people maintaining records persuading others STANDARD CHRONOLOGICAL CV FORMAT
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NAME PERSONAL DETAILS

There is no need to give date of birth, gender, marital status or NI Number. International students should state nationality

EDUCATION
(Reverse chronological order) Date (year to year) HE Institution Course, classification/grade/mark Relevant modules and projects Date (year to year), Secondary School/College Year taken A Levels/BTEC/Access Course: subjects and grades Year taken GCSEs: can just give number and grade range but must give grades for English and Maths Follow the same procedure for other qualifications If you have overseas qualifications see a careers adviser for their UK equivalence

EMPLOYMENT
(Reverse chronological order) Date: (month/year to month/year), organisation, position Duties with bullet points (avoid starting all sentences with I, include all employment paid or unpaid)

ACHIEVEMENTS (optional)
Prizes, fund raising, community activities etc.

POSITIONS OF RESPONSIBILITY (optional)

Outside work eg school prefect, captain of sports team, student representative

ADDITIONAL SKILLS
IT packages Languages with level of fluency Driving licence

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INTERESTS
Include travel and countries visited if appropriate

REFERENCES
Names and addresses, one academic from TVU, usually your tutor and one from your current or most recent employer CVs can be up to 2 pages in length do not attach photographs unless asked to by employer

COVERING LETTERS
Introduction It is particularly important to enclose a covering letter if sending a CV because it gives you the opportunity to highlight any important issues that have not been covered in the CV. The main guidelines to consider are: Should only be one side of A4 and always addressed to a named person. Paragraph 1-State what you are applying for. Paragraph 2-State why you are interested in that career (even if you are on a vocational course). Paragraph 3-State your relevant skills backed up by examples and if possible achievements. Remember skills can come from academic study, work interests and life management. Paragraph 4-State why you would like to work for that specific organisation.

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CVs, Covering Letters and Application Forms Handbook

EXAMPLE
Dear Mr Smith I am writing to apply for your graduate Tax Training Scheme as advertised in Prospects Today and enclose a copy of my CV. I first became interested in tax work through a seminar on Careers in Finance at my college. I felt that tax work would be an ideal way to combine my skills and interests in business, problem solving and working with people. Shadowing a tax consultant for a day confirmed my interest in the profession. I am highly numerate and computer literate as demonstrated by my A-level results in Mathematics, my wide range of IT skills and the fact that all my recent work experience has involved cash handling and/or figure work. As a temporary administrative assistant at Direct Northern I needed to pick up a large amount of business and technical information in a short time in order to work as an effective member of the team and to provide clients with the quality of information and service which they expected. Studying History has helped me to develop a range of skills, in particular those of analysing and interpreting complex information and presenting arguments and conclusions in written and oral form. Treemans attracts me because of the variety of your training scheme and the quality of training and support available, as shown by your Investors in People award. Although at this stage my long term interest is in corporate taxation, following my experience with Direct Northern, a through grounding in different aspects of the complex area of taxation can only be beneficial. I hope that, on consideration of my CV, you will be persuaded of my potential to perform well on this training scheme and to make a real contribution as a member of your firm. I can be available for interview at any time and look forward to hearing from you

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CVs, Covering Letters and Application Forms Handbook

APPLICATION FORMS
There are similarities between CVs and application forms. They both 1. Have the same intention - to get an interview. 2. Provide information about your skills, knowledge, aptitudes and experience. 3. Should contain information matched to the employers requirements. 4. Are fundamentally about selling yourself. The major difference is that an application form does not offer the same flexibility of layout and format as a CV. As the applicant you must answer the questions set by the employer. DO NOT simply leave questions blank and refer to an accompanying CV because in most cases an application form would not require a CV to be sent as well.

COMPLETING AN APPLICATION FORM

Consider the following points 1. Plan a timetable to meet the closing date - it will take longer than you think Analyse the advert for clues about what the employer is looking for Read carefully through any information supplied by the employer such as job description, job specification and company information Research the company in the careers library or your local reference library Talk to anyone you know who works for the company or does a similar job in another company Think carefully about your skills, aptitudes, knowledge and experience and match these to the employers requirements. 2. Make photocopies of the form to practice on Keep the original in a safe place Read through the form carefully Read any instructions for completing the form supplied by the company Think about which heading is appropriate for each piece of information Consider how you can organise and word the information to fit into the space supplied Check whether additional sheets can be used (if this is not clear you should ring the company personnel department to check)

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Make sure you have a good quality pen available (employers often ask for black ink and even where it is not stipulated black is best because the form will be photocopied) Make a draft of any statements you plan to make under additional information or specific questions that may be asked and get advice from trusted friends, careers staff, tutors etc. Make a full draft on the photocopy before completing the original 3. Make sure that you will not be distracted or disturbed while you complete the form Do not miss out any questions - write none or not applicable as required Answer all questions fully - do not write see CV Double check spelling Remember to put your name on extra sheets if used Keep a photocopy of the completed form - you will be asked questions about what you have written.

ON LINE APPLICATIONS
These are being increasingly used by companies of all types, not just IT firms and multinationals. The rules are basically the same as for filling in a paper application form. Take the same amount of time and care as you would a paper form If you can download the form then do so you can then print it out and practice as you would with photocopies of a paper form. You are still making a formal application so do not adopt an informal email style. It is still a good idea to have a friend or careers adviser check the application before you hit the submit button. Online submission of CVs is also increasing. Ensure that you use a word-processing format that the recruiter can process Include positive action words the CV may be electronically scanned for certain words Remember that the format is still important as the recruiter may print the CV .

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SAMPLE APPLICATION QUESTIONS Please give an example of where you initiated a change or challenged the accepted way of doing things. Were there any risks involved and how did you assess them? Try to include how you identified the need for change, how you convinced others of the need for change, what information you used and the outcome in both the short and long term. Hints: You do not have to think of an example that changed the world, but it should not be too trivial either. The example needs to be one where you can illustrate the points the employer is looking for in a very positive way. Keep to word limits. If your answer is a lot shorter than the word limit check that you have answered all parts of the question and gone into sufficient detail. The points should be clearly focused on YOU and what YOU did.

What factors have influenced your choice of career? Hints The aim of this question is to show that you are not making a casual choice of career, but have thought through your options. Identify your skills and abilities and show how these relate to the area of work. State why you would enjoy doing the job?

Please give an example of how you have solved a problem - what the problem was and how you identified it. How did you analyse and solve the problem? Is there anything you would do differently? Hints: The problem you chose does not need to be huge, but it does need to be sufficiently complex to illustrate the points the question draws attention to. Concentrate on your contribution rather than that of others. It is valuable to show that you have learned lessons from the way you handled the problem. However, do make sure that it is an example where you did most things right.

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Customer focus is a key feature throughout our organisation. Please give an example which demonstrates your understanding and/or experience of this. Hints: Be clear to start with that you understand the term customer focus. Think of an example that illustrates well the understanding and experience you have of customer focus. It would certainly be a significant advantage to be able to demonstrate both understanding and experience. When you are considering which example to use from your personal experience, think of the extent to which it can sell you to the employer.

Why are you applying to this organisation? Hints The employer wants to know that you are interested in them and not just looking for a job from anyone Show that you have researched the employer and thought about why they would be good to work for State what you can offer them

Revised July 2006

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