Unit 6: Communication in the Workplace

Topic 2: Communication for Employment (The Cover

Letter and the Resume)
Learning Objectives

At the end of the lesson, you are expected to:

1. differentiate a cover letter from a resume
2. write a cover letter integrating the standards of writing
3. discuss the features of an effective resume
4. contrast the different resume formats
5. develop a resume incorporating the principles of resume writing

Presentation of Content

Cover Letter

Is writing a cover letter necessary when you apply for a job? You may feel like this
document is not important since you are already providing a resume with various
information. But, to tell you…A cover letter serves a vital purpose: it presents the case
for why you should be hired and distinguishes you from other candidates. Your cover
letter is where you can show your passion for the position and the company, and
highlights your most relevant qualifications.

Many employers require cover letters as part of the job application process. However,
even when an employer does not explicitly ask for a cover letter, you should send one.
A strong cover letter can make your application stand out from the others. Remember
to:

✓ Highlight Your Relevant Qualifications

✓ Customize your Letter
✓ Explain Anything
✓ Edit Your Cover Letter
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Cover Letter Writing Tips

1. Include a salutation. The greeting you choose depends on how much information
you have about the company.
How to Address your Cover Letter
Figure out the name of the hiring manager. This detail makes a huge difference. It
makes your letter a picture perfect, and shows the hiring manager that you care about
this opportunity enough to figure out to write to.
Look up for the company’s employee roster to make an educated guess as to who will
be reading your cover letter. Even if you are incorrect, it is better than using “To
whom it may concern” or “Dear Hiring Manager”.
Use “Dear” and their formal title. Make sure to use the hiring manager’s proper title
like Mr., Ms., or Dr. If you cannot tell from their name what the manager’s gender is,
address it to their full name.
Ending the salutation with a comma is typically all right, but if you want your letter
to be more formal, use a semi-colon.
2. Write the first paragraph of your letter. This is where you will mention the job
for which you are applying and how you found the job listing. It only needs to be 1 to
2 sentences in length.
3. Write the body paragraphs of your letter. Most cover letters will only have 1 or
2 body paragraphs. You don't want to overwhelm the hiring manager or use up a great
deal of their time.
Make sure to talk about…
Why you are a qualified candidate for the position.
What work experience you have that fits the listed job requirements.
Why you want to work for that company specifically.
What tangible actions and improvements you could make in this role.
4. Write the final paragraph of your letter. This is where you wrap up and discuss
how you proceed with the application. You may emphasize why you would be great
in this position. You may also talk about how you proceed with your application
before thanking the manager for their time.
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5. Wrapping up the Cover Letter. Reiterate why you are a perfect fit. Sum your
qualifications up in one compact sentence to remind the manager why you are the
best person to hire.
Discuss what you will do next. If you plan on following up with the hiring manager in
a week or two, include a specific date. Otherwise, just say that you look forward to
interviewing for the position and discussing your qualifications further.
Give your contact information. Include your email address and phone number to
make sure the manager can get in touch with you.
Mention any attachments you have included.
Thank the person for their time and consideration. Say something like. “Thank you
very much for you time and I look forward to speaking with you soon.”
6. End your cover letter with a respectful closing statement. “Best” or “Sincerely” are
both classic options. Then, type your full name and affix your signature.

Resume

A résumé or resume is a document used and created by a person to present his/her

background, skills, and accomplishments. Résumés can be used for a variety of
reasons, but most often they are used to secure new employment.

A typical résumé contains a "summary" of relevant job experience and education. The
résumé is usually one of the first items, along with a cover letter and sometimes an
application for employment, which a potential employer sees regarding the job
seeker and is typically used to screen applicants, often followed by an interview.

The curriculum vitae (CV) used for employment purposes in the UK (and in other
European countries) is more akin to the résumé—a shorter, summary version of
one's education and experience—than to the longer and more detailed CV that is
expected in U.S. academic circles. In South Asian countries such as India, Pakistan, and
Bangladesh, biodata is often used in place of a résumé.

In many contexts, a résumé is typically limited to one or two pages of size A4 or letter-
size, highlighting only those experiences and qualifications that the applicant
considers most relevant to the desired position. Many résumés
contain keywords or skills that potential employers are looking for via applicant
tracking systems. Acronyms and credentials after the applicant's name should be
spelled out fully in the appropriate section of the résumé, greater chance of being
found in a computerized keyword scan.
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Résumés may be organized in different ways. The following are some of the more
common résumé formats:

1. Reverse chronological résumé

• A résumé that lists a candidate's job experiences in chronological order,

generally covering the previous 10 to 15 years. Positions are listed with
starting and ending dates. Current positions on a résumé typically list the
starting date to the present.
• This is most commonly used by professionals who are taking advancements
in the same vertical. In using this format, the main body of the document
becomes the Professional Experience section, starting from the most recent
experience and moving chronologically backwards through a succession of
previous experience.
• This works to build credibility through experience gained, while illustrating
career growth over time and filling all gaps in a career trajectory. A
chronological résumé is not recommended to job seekers with gaps in their
career summaries.

2. Functional résumé

• A résumé that lists work experience and skills sorted by skill area or job
function.
• This is used to focus on skills that are specific to the type of position being
sought. This format directly emphasizes specific professional capabilities and
utilizes experience summaries as its primary means of communicating
professional competency.
• This works well for those making a career change, having a varied work history
or with little work experience. A functional résumé is also preferred for
applications to jobs that require very specific skills or clearly defined
personality traits.
• This is a good method for highlighting particular skills or experiences,
especially when those particular skills or experiences may have derived from
a role which was held some time ago.

3. Combination résumé

As the term suggests, this combines the features of the first two kinds of
resume. As such, this highlights job history as well as capabilities.

Although there is no hard and fast rule regarding resume layout or content, the
contents should include the following:
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a. Personal Information
b. Educational Qualifications
c. Employment Records
d. Summary of Skills and Abilities
e. Membership/Officership in Professional Organizations
f. Character References

4. Online résumés

The search for employment has become more electronic, Nowadays, it is common for
employers to only accept résumés electronically, either out of practicality or
preference. This has changed much about the manner in which résumés are written,
read, and processed. Some career experts are pointing out that today a paper-based
résumé is an exception rather than the rule.

Many employers now find candidates' résumés through search engines, which makes
it more important for candidates to use appropriate keywords when writing a
résumé. Larger employers use Applicant Tracking Systems to search, filter, and
manage high volumes of résumés. Job ads may direct applicants to email a résumé to
a company or visit its website and submit a résumé in an electronic format.

Many employers, and recruitment agencies working on their behalf, insist on

receiving résumés in a particular file format.

One advantage for employers to online résumés is the significant cost saving
compared to traditional hiring methods. Another is that potential employers no
longer have to sort through massive stacks of paper.

5. Infographic, video and website résumés

As the Internet becomes more driven by multimedia, job-seekers have sought to take
advantage of the trend by moving their résumés away from the traditional paper and
email media to website résumés or e-résumés.

Video, infographic, and even Vine résumés have gained popularity, though mainly in
the creative and media industries.

This trend has attracted criticism from human resources management professionals,
who warn that this may be a passing fad and point out that multimedia-based
résumés may be overlooked by recruiters whose workflow is designed only to
accommodate a traditional résumé format.
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Reminders in Writing Resume

1. Do not write the word RESUME in the heading.

2. Arrange the parts of the resume according to your purpose.
3. Keep sentences brief yet informative.
4. Check the contents to avoid errors.
5. Edit you work for clarity of thought and correctness of grammar
6. Avoid the first person pronouns “I, me or my”…
7. Try not to have “character references available upon request”
8. Be emphatic by using more than one font type, but never overuse them.
9. Use appealing font style with readable size.
10. Properly format headings, margin and spacing.
11. Affix your signature to authenticate its content.
12. Include your latest photo.
13. Use high quality paper for printing.