Job-seeker Advice: Resume rules and conventions
Understanding resume rules
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Here are some generally accepted guidelines that career coaches and resume writers use when writing.
There could not be one, true, and perfect way to write a resume, but following general conventions shows maturity and professionalism; and if you want to land a great personal assistant job, then a stellar resume certainly helps. |
Friendly Fonts for the ATS: Applicant Tracking System
Cambria, Garamond, Georgia, Palatino, Times New Roman, Arial, Calibri, Helvetica, Tahoma, Veranda
Cover letter rules
Here are some professional standards for writing cover letters. It should include:
- Why are you interested (answer with substance)
- Why you are a match – prove it with examples
- Get a specific person to write to if possible (name and title)
- Only about 350 words
- It needs a hook (get their attention)
- No clichés because it's boring
- Show them that your skills fit the employer's needs
- Explain why you are a match for the company culture as well
- Close strong/summarize/tie together
Beating the ATS software
ATS software is imperfect in many ways. It's statistically proven that the software will weed-out about 75% of resumes that are submitted. Don't do the following things that could get your resume deleted:
- No headers and footers
- No text boxes
- Use keywords from the job description
- Avoid graphics
- No unusual formatting or fonts
- Use industry buzz words for SEO
- Avoid graphics
- Avoid typos and misspellings
- No fake keyword stuffing
- Phone area code matters because if you are too far away, they won't be interested in calling you for an interview
Abbreviating the months on resumes
The months don’t need to be spelled out on resumes. These are the standard conventions per Yale University. Also be aware that other academic and industry-specific editing conventions do exist, so English conventions change across MLA, APA, etc. (Having the periods or using CAPS is a matter of style, so it’s optional):
January: JAN. February: FEB.
March: MAR. April: APR.
May: MAY June: JUNE
July: JULY August: AUG.
September: SEPT. October: OCT.
November: NOV. December: DEC.
January: JAN. February: FEB.
March: MAR. April: APR.
May: MAY June: JUNE
July: JULY August: AUG.
September: SEPT. October: OCT.
November: NOV. December: DEC.
Using bullet points on resumes
Because specialized bullet points can confuse the ATS system, only simplistic ones are recommended. The most important points should be listed in the first three lines and KEY WORDS from the job description should be used when it aligns with your past experience.
- This is a good example
- This is a good example
- This is a good example
Resume body: Bullet points or a narrative
There is no hard and fast rule about one or the other. The generally accepted convention is to use bullet points because they are easier to read. If you use a narrative, which may be appropriate for some situations, then it should be short – no more than one paragraph. Further, since bullet points are intended to be truncated sentences, using a period at the end of them is optional.
Whichever style you choose, it should be consistent. Don’t use a narrative for one job and then a bulleted list for another.
Whichever style you choose, it should be consistent. Don’t use a narrative for one job and then a bulleted list for another.
Use of capitalization
The grammar rules are quite clear for capital letters: proper nouns get a capital letter (e.g. Los Angeles); however, there are some generally accepted (liberal) rules when it comes to resumes and naming things like departments. For example:
In this example, Human Resources is capitalized. Technically speaking, it’s not a proper noun, nor does it begin a sentence. But on resumes and other situations, we can use capitals to name departments as it helps with clarity. Another example would be Executive Team.
- Assisted Human Resources with staff on- and off-boarding
In this example, Human Resources is capitalized. Technically speaking, it’s not a proper noun, nor does it begin a sentence. But on resumes and other situations, we can use capitals to name departments as it helps with clarity. Another example would be Executive Team.
Other notes for consideration
NOTE: Be sure to read the entire tutorial BEFORE working on your resume. For easier reading, increase this template to a full-screen view. The actual resume or CV template is a separate attachment and is an MS Word document.
It may be hard to believe, but professional resume writers can charge as much as $2,500 for coaching and resume writing. While no resume template can substitute for coaching, we have attempted to make getting started as affordable as possible with this guide.
1 It is advised that you turn your Word doc into a PDF before sending it to an employer. This will prevent any formatting issues if the document is opened in another version of Word or a different operating system. To do this (see tutorial).
You were sent a Word doc AND a PDF of the resume template. The PDF is to show you how the template should look. It’s almost certain that because of different versions of Word and operating systems that your Word doc template will be “scrambled” and look different than it should when you open it. Also, please be advised that no template – no matter how good – could be ideal for every single field of employment. This guide and template generally follows best practices and can’t be true for 100% of job applicants, so do research as well.
Older versions of Word end in (.doc) extensions. You should be using (.docx).
2 The top of the attached resume template has a box, in this case labeled “Executive Assistant.” This “headline” is a good place to highlight your job title and some important skills you have. You should be getting the same KEY WORDS from the job description and putting them in your resume. This gets employer’s attention right away. Save a separate copy so you have the original formatting of this template in a safe place.
NOTES ABOUT CONTACT INFO: (A) If you have a phone number with an area code outside of the area in which you are applying, it can make employers nervous. If you are new to the area, then call your mobile phone company and have them change your number. It should be free-of-charge to do so. (B) Your email address should ALWAYS be your name. NEVER have anything unprofessional like “sexychick@hotmail.com” because it looks childish. This seems obvious, but many people use these types of email addresses all the time! Never use email from your current job, and don’t apply during business hours because if you are currently employed, they will assume you are using company time to seek your next job. That makes you look bad!
3 The top also lists a “Qualification Summary.” This has pretty much replaced the “Objective” statement. Objective statements are out-of-date because they are pretty much from the 1980s. The Objective statement does not help you because not only is it general, but you may list something the employer isn’t looking for – so you’re out of the running. If your resume currently has an objective, then it reduces your chances of getting an interview.
The resume top is “prime real estate,” so it’s better to put highlights of what you can do because that way the potential employer doesn’t have to read your entire resume to find out if you have what they want. It is statistically and scientifically proven that a recruiter or HR manager only looks at a resume for 10 seconds and decides if they are going to keep reading or throw it in the trash. Do you want them to keep reading or not?
4 Be advised: This MS Word template was made in an American version. If you are from outside of the U.S., your Word version has settings that may highlight certain words as misspelled because some American words are different. If you live outside of the United States, it is advised that you SAVE a new Word doc in the version you normally use. Just be sure to match the page borders/margins so that your resume formatting isn’t altered. In this case, the margins are .5 (half inch) all around. If for some reason you are facing challenges getting your Word doc to behave properly with commands, go to YouTube.com and search for a video tutorial on how to make corrections in Word for your desired subject. Sometimes you may have important options/features turned-off without even knowing it.
5 This resume was made with a Georgia font. Using everyday fonts like Times or Arial can sometimes be boring to recruiters because that’s what everyone else uses, so use something unique. Also, that’s why the navy blue color was added to the resume. It makes it special; most resumes have no color, so this will help you stand out. Don’t use any crazy fonts or colored text boxes. You may think you are being “creative,” but you may make yourself look unprofessional. Additionally, text boxes can keep ATS software from doing its job to scan your resume. Be sure to REREAD your resume many times for mistakes. Even have a friend proof it to make sure you didn’t miss anything. Time to get back to basics!
6 Paper Resumes: Although most resumes will be submitted electronically, you should know that paper resumes are still sometimes used. NEVER use a wild idea because you think it’s cute and will get you “noticed.” So don’t pull an Elle Woods (Reese Witherspoon) from Legally Blonde (2001) and use pink paper sprayed with perfume. Use a heavyweight cotton or linen paper that is white ONLY. Don’t use grey, marbled or other types of resume paper; that’s gimmicky and so 1980s! Think like a pro (NOTE: Never put personal info or a photo on your resume. As well, don’t put hobbies unless they are DIRECTLY related to the job).
NOTE: The United Kingdom and other places outside of the United States often use a CV, which stands for curriculum vitae. A CV often has a lot more information, both personal and professional, than an American resume does. Be sure to submit the correct format based on where you live!
It may be hard to believe, but professional resume writers can charge as much as $2,500 for coaching and resume writing. While no resume template can substitute for coaching, we have attempted to make getting started as affordable as possible with this guide.
1 It is advised that you turn your Word doc into a PDF before sending it to an employer. This will prevent any formatting issues if the document is opened in another version of Word or a different operating system. To do this (see tutorial).
You were sent a Word doc AND a PDF of the resume template. The PDF is to show you how the template should look. It’s almost certain that because of different versions of Word and operating systems that your Word doc template will be “scrambled” and look different than it should when you open it. Also, please be advised that no template – no matter how good – could be ideal for every single field of employment. This guide and template generally follows best practices and can’t be true for 100% of job applicants, so do research as well.
Older versions of Word end in (.doc) extensions. You should be using (.docx).
2 The top of the attached resume template has a box, in this case labeled “Executive Assistant.” This “headline” is a good place to highlight your job title and some important skills you have. You should be getting the same KEY WORDS from the job description and putting them in your resume. This gets employer’s attention right away. Save a separate copy so you have the original formatting of this template in a safe place.
NOTES ABOUT CONTACT INFO: (A) If you have a phone number with an area code outside of the area in which you are applying, it can make employers nervous. If you are new to the area, then call your mobile phone company and have them change your number. It should be free-of-charge to do so. (B) Your email address should ALWAYS be your name. NEVER have anything unprofessional like “sexychick@hotmail.com” because it looks childish. This seems obvious, but many people use these types of email addresses all the time! Never use email from your current job, and don’t apply during business hours because if you are currently employed, they will assume you are using company time to seek your next job. That makes you look bad!
3 The top also lists a “Qualification Summary.” This has pretty much replaced the “Objective” statement. Objective statements are out-of-date because they are pretty much from the 1980s. The Objective statement does not help you because not only is it general, but you may list something the employer isn’t looking for – so you’re out of the running. If your resume currently has an objective, then it reduces your chances of getting an interview.
The resume top is “prime real estate,” so it’s better to put highlights of what you can do because that way the potential employer doesn’t have to read your entire resume to find out if you have what they want. It is statistically and scientifically proven that a recruiter or HR manager only looks at a resume for 10 seconds and decides if they are going to keep reading or throw it in the trash. Do you want them to keep reading or not?
4 Be advised: This MS Word template was made in an American version. If you are from outside of the U.S., your Word version has settings that may highlight certain words as misspelled because some American words are different. If you live outside of the United States, it is advised that you SAVE a new Word doc in the version you normally use. Just be sure to match the page borders/margins so that your resume formatting isn’t altered. In this case, the margins are .5 (half inch) all around. If for some reason you are facing challenges getting your Word doc to behave properly with commands, go to YouTube.com and search for a video tutorial on how to make corrections in Word for your desired subject. Sometimes you may have important options/features turned-off without even knowing it.
5 This resume was made with a Georgia font. Using everyday fonts like Times or Arial can sometimes be boring to recruiters because that’s what everyone else uses, so use something unique. Also, that’s why the navy blue color was added to the resume. It makes it special; most resumes have no color, so this will help you stand out. Don’t use any crazy fonts or colored text boxes. You may think you are being “creative,” but you may make yourself look unprofessional. Additionally, text boxes can keep ATS software from doing its job to scan your resume. Be sure to REREAD your resume many times for mistakes. Even have a friend proof it to make sure you didn’t miss anything. Time to get back to basics!
6 Paper Resumes: Although most resumes will be submitted electronically, you should know that paper resumes are still sometimes used. NEVER use a wild idea because you think it’s cute and will get you “noticed.” So don’t pull an Elle Woods (Reese Witherspoon) from Legally Blonde (2001) and use pink paper sprayed with perfume. Use a heavyweight cotton or linen paper that is white ONLY. Don’t use grey, marbled or other types of resume paper; that’s gimmicky and so 1980s! Think like a pro (NOTE: Never put personal info or a photo on your resume. As well, don’t put hobbies unless they are DIRECTLY related to the job).
NOTE: The United Kingdom and other places outside of the United States often use a CV, which stands for curriculum vitae. A CV often has a lot more information, both personal and professional, than an American resume does. Be sure to submit the correct format based on where you live!