The Job Search, Résumés,

and Cover Letters

Mary Ellen Guffey, Essentials of Business Communication, 6e Ch. 13-1

 Test Your
Employment Savvy

1. The average employee will have worked at

how many jobs over the course of a career?
1 to 3 8 to 11
4 to 7 12 to 15

Mary Ellen Guffey, Essentials of Business Communication, 6e Ch. 13-2

 Test Your
Employment Savvy

1. The average employee will have worked at

how many jobs over the course of a career?
1 to 3 8 to 11
4 to 7 12 to 15

Mary Ellen Guffey, Essentials of Business Communication, 6e Ch. 13-3

 Test Your
Employment Savvy

2. Having your job terminated ranks in the

top ten of life’s most severe crises.
True False

Mary Ellen Guffey, Essentials of Business Communication, 6e Ch. 13-4

 Test Your
Employment Savvy

2. Having your job terminated ranks in the

top ten of life’s most severe crises.
True False

Mary Ellen Guffey, Essentials of Business Communication, 6e Ch. 13-5

 Test Your
Employment Savvy

3. You are putting together a résumé. What

format do recruiters generally prefer?
Chronological (arranged around dates)
Functional (arranged around skills)
Combination

Mary Ellen Guffey, Essentials of Business Communication, 6e Ch. 13-6

 Test Your
Employment Savvy

3. You are putting together a résumé. What

format do recruiters generally prefer?
Chronological (arranged around dates)
Functional (arranged around skills)
Combination

Mary Ellen Guffey, Essentials of Business Communication, 6e Ch. 13-7

 Test Your
Employment Savvy

4. Many experts in the field of recruiting

think that the surest way for a college
graduate to find a job today is by
Searching the Internet Networking
Sending out hundreds Reading the classified
of résumés ads

Mary Ellen Guffey, Essentials of Business Communication, 6e Ch. 13-8

 Test Your
Employment Savvy

4. Many experts in the field of recruiting

think that the surest way for a college
graduate to find a job today is by
Searching the Internet Networking
Sending out hundreds Reading the classified
of résumés ads

Mary Ellen Guffey, Essentials of Business Communication, 6e Ch. 13-9

 Test Your
Employment Savvy

5. You begin your job search the way most

people do by looking through the newspaper
ads. What percentage of available
opportunities can you find in those ads?
10 to 19 percent 30 to 49 percent
20 to 29 percent 50 percent or more

Mary Ellen Guffey, Essentials of Business Communication, 6e Ch. 13-10

 Test Your
Employment Savvy

5. You begin your job search the way most

people do by looking through the newspaper
ads. What percentage of available
opportunities can you find in those ads?
10 to 19 percent 30 to 49 percent
20 to 29 percent 50 percent or more

Mary Ellen Guffey, Essentials of Business Communication, 6e Ch. 13-11

 Test Your
Employment Savvy
6. You’ve heard that “networking” is a good
way to find a job. Who should be on your list
of people to contact?
Potential employers and professional
organizations
Family members, friends, neighbors, associates
School alumni and former instructors
Your dentist, your doctor, other service providers
All of the above

Mary Ellen Guffey, Essentials of Business Communication, 6e Ch. 13-12

 Test Your
Employment Savvy
6. You’ve heard that “networking” is a good
way to find a job. Who should be on your list
of people to contact?
Potential employers and professional
organizations
Family members, friends, neighbors, associates
School alumni and former instructors
Your dentist, your doctor, other service providers.
All of the above

Mary Ellen Guffey, Essentials of Business Communication, 6e Ch. 13-13

 Test Your
Employment Savvy

7. You’re now a serious candidate for a job.

What percentage of companies will require
pre-employment drug testing?

About 20 percent About 60 percent

About 40 percent About 80 percent

Mary Ellen Guffey, Essentials of Business Communication, 6e Ch. 13-14

 Test Your
Employment Savvy

7. You’re now a serious candidate for a job.

What percentage of companies will require
pre-employment drug testing?

About 20 percent About 60 percent

About 40 percent About 80 percent

Mary Ellen Guffey, Essentials of Business Communication, 6e Ch. 13-15

 Test Your
Employment Savvy
8. You’ve landed a job interview with a
company that has a casual dress code. What
should you do?
Dress in campus casual attire
Dress professionally in a suit
Hit a happy medium
Call to ask interviewer

Mary Ellen Guffey, Essentials of Business Communication, 6e Ch. 13-16

 Test Your
Employment Savvy
8. You’ve landed a job interview with a
company that has a casual dress code. What
should you do?
Dress in campus casual attire
Dress professionally in a suit or
Hit a happy medium
Call to ask interviewer

Mary Ellen Guffey, Essentials of Business Communication, 6e Ch. 13-17

 Writing a Persuasive Résumé

• Preparation
• Research the job market.
• Use newspapers, the Web, and other resources to learn
about jobs, qualifications, and employers.
• Analyze your strengths.
• What will sell you for the job you want?
• Study other résumés as models.
• Experiment with formatting.

Mary Ellen Guffey, Essentials of Business Communication, 6e Ch. 13-18

 Writing a Persuasive Résumé

• Heading and Objective

• List your name, address, phone.
• Include a career objective for a targeted job.
• Education
• Name your degree, date of graduation, and
institution.
• List your major and GPA.
• Give information about your studies, but don’t inventory all
your courses.

Mary Ellen Guffey, Essentials of Business Communication, 6e Ch. 13-19

 Writing a Persuasive Résumé

• Work Experience
• List your previous jobs.
• Start with the most recent jobs. Include employer’s name and
city, dates of employment (month, year), and most significant
title.
Manager, Fleet Equipment, Kettering, Ohio. 6/03 to present
Salesperson, Kmart, Dayton, Ohio. 4/02 to 5/03
Tax Preparer, Volunteer Income Tax Assistance program. March,
2003, to present. Sinclair College, Dayton, Ohio

Mary Ellen Guffey, Essentials of Business Communication, 6e Ch. 13-20

 Writing a Persuasive Résumé

• Work Experience
• Describe your experience.
• Use action verbs to summarize achievements and skills
relevant to your targeted job.

Prepared state and federal tax returns for individuals with incomes
under $25,000. Conducted interviews with over 50 individuals to
elicit data regarding taxes. Determined legitimate tax deductions
and recorded them accurately.

Mary Ellen Guffey, Essentials of Business Communication, 6e Ch. 13-21

 Writing a Persuasive Résumé

• Work Experience
• Include nontechnical skills.
• Give evidence of communication, management, and
interpersonal skills. Employers want more than empty
assurances. Try to quantify your skills.

Organized holiday awards program for 1200 attendees and 140

awardees. Praised by top management for enthusiastic teamwork
and achievement.

Mary Ellen Guffey, Essentials of Business Communication, 6e Ch. 13-22

 Writing a Persuasive Résumé

• Special Skills, Achievements, Awards

• Highlight your computer skills.
• All employers seek employees proficient with word
processing, databases, and spreadsheets.
• Show that you are well-rounded.
• List awards and extracurricular activities, especially if they
demonstrate leadership, teamwork, reliability, loyalty,
initiative, efficiency, and self-sufficiency.

Mary Ellen Guffey, Essentials of Business Communication, 6e Ch. 13-23

 Writing a Persuasive Résumé

• Additional Tips
• Omit references (unless specifically required).
• Look for ways to condense your data.
• Double-check for parallel phrasing.
• Project professionalism and quality.
• Avoid personal pronouns. Omit humor. Use 24-pound paper
and a quality printer.
• Have a friend or colleague critique your résumé.

Mary Ellen Guffey, Essentials of Business Communication, 6e Ch. 13-24

 Writing a Persuasive Résumé

• Additional Tips
• Omit references (unless specifically required).
• Look for ways to condense your data.
• Double-check for parallel phrasing.
• Project professionalism and quality.
• Avoid personal pronouns. Omit humor. Use 24-pound paper
and a quality printer.
• Have a friend or colleague critique your résumé.
Proofread!

Mary Ellen Guffey, Essentials of Business Communication, 6e Ch. 13-25

 Writing a Persuasive Résumé

• Additional Tips
• Omit references (unless specifically required).
• Look for ways to condense your data.
• Double-check for parallel phrasing.
• Project professionalism and quality.
• Avoid personal pronouns. Omit humor. Use 24-pound paper
and a quality printer.
• Have a friend or colleague critique your résumé.
Proofread! Proofread!

Mary Ellen Guffey, Essentials of Business Communication, 6e Ch. 13-26

 Writing a Persuasive Résumé

• Additional Tips
• Omit references (unless specifically required).
• Look for ways to condense your data.
• Double-check for parallel phrasing.
• Project professionalism and quality.
• Avoid personal pronouns. Omit humor. Use 24-pound paper
and a quality printer.
• Have a friend or colleague critique your résumé.
Proofread! Proofread! Proofread!

Mary Ellen Guffey, Essentials of Business Communication, 6e Ch. 13-27

 Writing a Persuasive Résumé

• Additional Tips
• Omit references (unless specifically required).
• Look for ways to condense your data.
• Double-check for parallel phrasing.
• Project professionalism and quality.
• Avoid personal pronouns. Omit humor. Use 24-pound paper
and a quality printer.
• Have a friend or colleague critique your résumé.
Proofread! Proofread! Proofread! Proofread!

Mary Ellen Guffey, Essentials of Business Communication, 6e Ch. 13-28

 Poor Résumé

RÉSUMÉ
RÉSUMÉOFOF
JENNIE JENKINS
JENNIE JENKINS

3320
3320Lafayette
LafayetteStreet,
Street,#12
#12
San Leandro, CA 94561
San Leandro, CA 94561
(415)
(415)781-5592
781-5592

OBJECTIVE:
OBJECTIVE:An Anentry-level
entry-levelposition
positionwhere
wheremymyproven
provencommunication,
communication,accounting,
accounting,
and
and administrative skills could be utilized in a path leading to advancementinto
administrative skills could be utilized in a path leading to advancement into
management eventually.
management eventually.

DEGREE
DEGREE from
fromSan
SanFrancisco
FranciscoState
StateUniversity.
University.Broadcast
BroadcastCommunication
CommunicationArts.
Arts.
Bachelor of arts. 3.2 in major.
Bachelor of arts. 3.2 in major.

Mary Ellen Guffey, Essentials of Business Communication, 6e Ch. 13-29

 Poor Résumé

EXPERIENCE
EXPERIENCE

Apprentice
ApprenticeKPFA
KPFA- -94.1
94.1ininBerkeley,
Berkeley,CA.
CA.Duties
Dutiesincluded
includedscheduling
schedulingstudios.
studios.Also
Also
recruited staff. Some paperwork. Often given responsibility to act
recruited staff. Some paperwork. Often given responsibility to act as as
production
productionmanager.
manager.10/03
10/03totopresent.
present.

Pacifica
PacificaHouse
House
Position
Positionfor
forfinancial
financialmanager.
manager.Duties
Dutiesincluded
includedpayroll
payrolland
andbenefits
benefitsfor
for
employees of shelter. Was responsible for the books, also for
employees of shelter. Was responsible for the books, also for cash cash
transactions.
transactions.Took
Tookcare
careofofsome
somedonations.
donations.Expected
Expectedtotohelp
helpraise
raisefunds.
funds.
I Iprepared all payroll reports. Also petty cash. Chaotic environment,
prepared all payroll reports. Also petty cash. Chaotic environment,
underfunded.
underfunded.

Mary Ellen Guffey, Essentials of Business Communication, 6e Ch. 13-30

 Poor Résumé

Spring,
Spring,1999
1999

Worked
Workedfor
forone
onespring
springwith
withRenaissance
RenaissanceRainbow,
Rainbow,which
whichisisaaperforming
performingarts
artstroupe
troupe
operating out of San Francisco. My duties included scheduling interviews with print
operating out of San Francisco. My duties included scheduling interviews with print
and
andbroadcast
broadcastjournalists.
journalists.Was
Wasresponsible
responsiblefor
forvolunteers
volunteersand
andpublicity.
publicity.

Other
Othertemporary
temporarypositions
positions
Manpower,
Manpower,Inc.
Inc.San
SanFrancisco.
Francisco.Worked
Workedatatmany
manydifferent
differentplaces
placesas
asaa
temp.
temp.1999-02.
1999-02.Dorhring
DorhringCompany.
Company.File
Fileclerk,
clerk,receptionist,
receptionist,general
general
duties. Other places. Good Earth Restaurant - server 1998-1999.
duties. Other places. Good Earth Restaurant - server 1998-1999.

Mary Ellen Guffey, Essentials of Business Communication, 6e Ch. 13-31

 Poor Résumé

Personal
Personal
Self-starter,
Self-starter,can
canfinish
finishjobs
jobswithout
withoutsupervision.
supervision.
Marital
Maritalstatus:
status:single
single Birth:
Birth:6/15/80
6/15/80
Health: Excellent
Health: Excellent Hobbies:
Hobbies:Knitting,
Knitting,singing,
singing,
like to read
like to read
First Baptist Gospel Choir
First Baptist Gospel Choir Awards:
Awards:Spirit
SpiritAward,
Award,
Oakland
OaklandHigh
HighSchool
School
Dean’s
Dean’sList,
List,college,
college,22semesters
semesters

Mary Ellen Guffey, Essentials of Business Communication, 6e Ch. 13-32

 Improved Résumé

Jennifer
JenniferMarie
MarieJenkins
Jenkins
3320
3320Lafayette
LafayetteStreet,
Street,#12
#12
San Leandro, CA 94561
San Leandro, CA 94561
(415)
(415)781-5592
781-5592

Objective:
Objective:Administrative
Administrativeposition
positioninvolving
involving
••Payroll
Payroll • Accounting • Employee Benefits ••Customer
• Accounting • Employee Benefits CustomerService
Service

SUMMARY
SUMMARYOF OFQUALIFICATIONS
QUALIFICATIONS
••Two
Two years’ experienceininresponsible
years’ experience responsibleadministrative
administrativeand
andaccounting
accountingpositions
positions
••Disciplined self-starter; able to work without supervision
Disciplined self-starter; able to work without supervision
••Proficient
Proficientwith
withPCs
PCsincluding
includingWord,
Word,Excel,
Excel,and
andthe
theInternet
Internet

Mary Ellen Guffey, Essentials of Business Communication, 6e Ch. 13-33

 Improved Résumé

••Can
Canbebecounted
countedon
ontotofollow
followthrough
throughon
onevery
everydetail,
detail,until
untilaatask
taskisissuccessfully
successfully
..completed
..completed
••B.A.
B.A.degree,
degree,San
SanFrancisco
FranciscoState
StateUniversity
University
RELEVANT
RELEVANTEXPERIENCE
EXPERIENCE
10/03 to
10/03 to Apprentice,
Apprentice,Radio
RadioProduction,
Production,KPFA
KPFA- -94.1,
94.1,
present
present Berkeley,
Berkeley,CA
CA
••As
Asproduction
productionmanager,
manager,schedule
schedulestudios,
studios,recruit
recruitsupport
supportstaff
staff
••Process scripts, permissions, and logs involved in weekly productions
Process scripts, permissions, and logs involved in weekly productions
2002-03
2002-03 Financial
Financialmanager,
manager,TheThePacifica
PacificaHouse
House(shelter),
(shelter),
San Francisco, CA
San Francisco, CA
••Used
Used computer to managepayroll
computer to manage payrolland
andemployee
employeebenefits
benefitsfor
foraastaff
staffofof26
26
••Completed
Completedall
allprojects
projectson
ontime,
time,despite
despitechronically
chronicallychaotic
chaoticenvironment
environment

Mary Ellen Guffey, Essentials of Business Communication, 6e Ch. 13-34

 Improved Résumé

••Managed
Managedagency's
agency'scashcashflow,
flow,involving
involvingfunder
funderreimbursements,
reimbursements,in-kind
in-kind
donations, ..and fund-raising
donations, ..and fund-raising
••Processed
Processedall allaccounts
accountspayable
payableand
andreceivable,
receivable,monthly,
monthly,and
andquarterly
quarterly
statistical
statistical ..reports for local, state, and federal funding agencies;oversaw
..reports for local, state, and federal funding agencies; oversawpetty
pettycash
cash
••Designed a flow chart to track success of a $25,000 fund-raising
Designed a flow chart to track success of a $25,000 fund-raising project project

Spring,
Spring,1999
1999 Publicity
Publicitycoordinator,
coordinator,Renaissance
RenaissanceRainbow
Rainbow(performance
(performancearts
arts
troupe),
troupe),San
SanFrancisco,
Francisco,CA
CA
••Scheduled
Scheduled all media interviews and supervisedvolunteers
all media interviews and supervised volunteers
••Coordinated
Coordinated publicity mailings for African-AmericanPerformance
publicity mailings for African-American PerformanceArts
ArtsFestival
Festival

1999-01
1999-01 Temp
Temppositions,
positions,Manpower
ManpowerTemporary
TemporaryServices,
Services,San
San
Francisco,
Francisco,CA
CA
••Developed
Developed customer service skillsas
customer service skills astelephone
telephoneinterviewer
interviewerfor
forDorhring
Dorhring
..Company
..Company
Mary Ellen Guffey, Essentials of Business Communication, 6e Ch. 13-35
 Improved Résumé

••Maintained
Maintainedfiles,
files,routed
routedincoming
incomingtelephone
telephonecalls,
calls,input
inputemployee
employeeprogress
progress
..journals, prepared interoffice memos, recorded accounts payable checks,
..journals, prepared interoffice memos, recorded accounts payable checks,
..keyboarded
..keyboardedaccounts
accountspayable
payablecorrespondence,
correspondence,learned
learnede-mail
e-mailsystems
systemsinin
various
various..assignments
..assignments
EDUCATION
EDUCATION
B.A.
B.A.ininBroadcast
BroadcastCommunication
CommunicationArts,
Arts,San
SanFrancisco
FranciscoState
StateUniversity,
University,2002
2002
GPA in major:
GPA in major: 3.23.2
Dean's
Dean'slist,
list,22semesters
semesters

Mary Ellen Guffey, Essentials of Business Communication, 6e Ch. 13-36

 Preparing a Computer-Friendly
Résumé
• Emphasize keywords–nouns that
describe traits, skills, and characteristics
from job description.
• Avoid unusual typefaces, underlining,
and italics.
• Use 10 to 14-point type.

Mary Ellen Guffey, Essentials of Business Communication, 6e Ch. 13-37

 Preparing a Computer-Friendly
Résumé
• Use smooth white paper, black ink, and
quality printing.
• Be sure that your name is on the first line.
• Provide plenty of white space.
• Avoid double columns.
• Don’t fold or staple your résumé.

Mary Ellen Guffey, Essentials of Business Communication, 6e Ch. 13-38

 Preparing a Computer-Friendly
Résumé
• Use abbreviations carefully.
• Include all your addresses and telephone
numbers.
• Be prepared to send your résumé in
ASCII.
Note: Unlike a paper résumé, one that will be
scanned by a computer may be as long as
you think necessary.

Mary Ellen Guffey, Essentials of Business Communication, 6e Ch. 13-39

 What Turns Recruiters Off When
Reading a Résumé?
• A focus group of nine expert recruiters
gave these individual responses:
• “Personal data. That’s a major ‘red flag.’ Also
typos, inconsistent punctuation, and huge
paragraphs that look like job descriptions.”
• “Odd-sized résumés from services saying
‘Presenting the candidacy of . . .’ I don't even
read them anymore. They’re a major rip-off.”

Mary Ellen Guffey, Essentials of Business Communication, 6e Ch. 13-40

 What Turns Recruiters Off When
Reading a Résumé?
• A focus group of nine expert recruiters gave
these individual responses:
• “Résumés that show no research; not looking at
the employer’s needs.”
• “Omissions in terms of dates. And
misspellings!”
• “Long cover letters and résumés over two
pages.”

Mary Ellen Guffey, Essentials of Business Communication, 6e Ch. 13-41

 What Turns Recruiters Off When
Reading a Résumé?
• A focus group of nine expert recruiters gave
these individual responses:
• “Excess cosmetics, substituting form for
content. A résumé should look nice but not go
overboard.”
• “A photo. I have to remove them because
managers must be color and gender blind.”
• “Not sending the résumé to the right place.”

Mary Ellen Guffey, Essentials of Business Communication, 6e Ch. 13-42

 What Do Recruiters Consider
Most Important in a Résumé?
• “The objective. Plus dates when things
happened and accomplishments.”
• “Information about skills that apply to the
job; less about job history and past
duties.”
• “Valid information in an easy-to-read,
attractive style.”

Mary Ellen Guffey, Essentials of Business Communication, 6e Ch. 13-43

 What Do Recruiters Consider
Most Important in a Résumé?
• “The candidate’s address and phone
number. Lots of people put them only in
the cover letter!”
• “Realizing that the employer is looking for
‘red flags’ and making sure there aren’t
any. If you have an employment gap,
include a clear statement explaining it.”

Mary Ellen Guffey, Essentials of Business Communication, 6e Ch. 13-44

 What Do Recruiters Consider
Most Important in a Résumé?
• “Meeting the qualifications for the job.”
• “The presentation and the objective.”
• “A clear objective, backed up with
qualifying experience and continuity in
the work history.”

Mary Ellen Guffey, Essentials of Business Communication, 6e Ch. 13-45

 Writing a Persuasive Job
Application Letter
• Opening
• Address the letter to an individual by name.
• For advertised jobs, name the source;
include job title, date, and publication.
• If someone referred you, name that person.
• Show that your qualifications fit the job
specifications, show your knowledge of the
reader’s business, or show that your special
talents will be assets to the company.
Mary Ellen Guffey, Essentials of Business Communication, 6e Ch. 13-46
 Writing a Persuasive Job
Application Letter
• Body
• Demonstrate that your background and
training meet the job requirements.
• Summarize your principal assets from
education, experience, and special skills.
• Avoid repeating specific data from your
résumé.
• Refer to your résumé.

Mary Ellen Guffey, Essentials of Business Communication, 6e Ch. 13-47

 Writing a Persuasive Job
Application Letter
• Closing
• Ask for an interview. Consider hooking the
request to a statement reviewing your
strongest points.
• Make it easy to respond. Tell when and where
you can be reached (during office hours).
Some recruiters prefer that you call them.

Mary Ellen Guffey, Essentials of Business Communication, 6e Ch. 13-48

 End

Mary Ellen Guffey, Essentials of Business Communication, 6e Ch. 13-49