Resume Writing for Graduate Students

For those seeking non-academic positions, the resume is your most important job tool.

The resume serves as your introduction to potential employers, requiring careful attention to both content and style. It is your opportunity to market yourself.
For an employer, the resume can be used as a screener, and you don't want to be screened out.
It is said that the average reader will take about 25 seconds to read a resume: your challenge is to include the most important information in a readable form.
An effective resume highlights your skills and experiences to show you are a good fit for the targeted position

A resume is not just a short CV

A key question for many graduate students is how a resume is different from a CV.

A CV is an academic document used for faculty and other research positions. It is a listing of academic training and experiences. Therefore, the details of academic preparation usually matter, such as dissertation title and summary, or advisor's name.
Since a resume is used for jobs outside academia, the details above are often excluded. Instead, you'll want to include skills and experiences that will be valued in the non-academic arena where you are seeking employment.

A caveat for scientists:

Often scientists seek research positions in industry. In this case, a resume may have many of the same components as a CV; in fact, it is possible that a CV will be appropriate. Sometimes scientists will use a hybrid document, which includes both academic and resume categories.

What does your resume say about you?

If you have made a decision to look for work outside academia, your resume needs to reflect this. For example, whereas a CV could include professional organizations related to your field, or titles of your articles or professional presentations, in most cases, a resume will not. Will your potential employer be interested in the actual content of your work, or in your research and writing skills? It is necessary to show an employer that you understand who they are and what they are looking for. Your resume needs to shout the message that you want to work with them.

Some keys points to remember

The purpose of the resume is to get you an interview-- then you can get the job.
As the resume is tailored to a specific employer, many job seekers will need more than one version.
A resume can include paid and unpaid work, internships and jobs, research, teaching, and other types of experiences.
Pay attention to spacing, white space, use of bullets, headings, and highlighting features. Be consistent in your style and format.
The font size should be no smaller than 10 pt. Margins should be at least half an inch.
A one-page resume is often preferred by employers, however, some graduate students will need an additional page.
Do not include personal information such as age, date-of-birth, marital status, children, height/weight, or social security number.
Always spellcheck and proofread. And then do it again. No mistakes!
Every entry on your resume must be 100% accurate and true.

Step 1: Review resume samples

Don't reinvent the wheel. There are many places to go for help.

Check the graduate student resume binder in the Career Library.
Check books in the graduate section in the Career Library.
Attend a graduate student resume writing workshop.
See a counselor for a resume critique.

Step 2: Inventory your accomplishments, training, skills, and other experiences

Make lists if you are just beginning this process. If you already have a CV, consider adding/deleting categories and editing/revising your existing document. Consider including:

Academic degrees, institution
Paid/unpaid work or internships
Awards/honors
Volunteer/community service
Computer/language/lab skills
Experience (research, teaching, writing, leadership, technical, related, etc.)
Other interests/activities
(Selected) publications/presentations

Step 3: Prepare a draft

Heading/contact information: Name, address, phone number where you want calls and you can get messages (with a respectable message on your machine), email address.
Education: Include name and location of your schools, degrees received, date of degrees. Do not include anything that has not yet occurred.
Experience: List your experiences using function headings to focus the reader's attention on skill areas (i.e., Research Experience). Don't categorize according to paid/unpaid. Combine to emphasize types of skills. Identify where you worked, location, your title, and dates of affiliation. Use short, descriptive phrases starting with action words (verbs) that reflect your skills.
Skills: List languages, lab, or computer skills
Honors
Interests/Activities: (If appropriate)
Publications/presentations (If appropriate)

Step 4: Proof your resume

Have your resume critiqued, and make revisions.
Proofread, check for punctuation and spelling as well as format and style.
Show your resume draft to a friend or colleague.
See a Career Services counselor for a critique.

Step 5: Print your resume

Use resume weight paper (available at the bookstore or copy stores).
Pick a light, neutral color, like white or ivory.
Use a good printer, or have the resume printed.
If you like, purchase matching envelopes and paper for your cover letters.

Additional Resume Resources

"Recasting Yourself for Non-Academic Jobs" (The Chronicle of Higher Education)
Non-profit Career Resume Writing (Idealist.org)
Re-envisioning the Ph.D: Resources for Resumes
Monster.com Resume Center
U. Waterloo Career Development eManual -Resumes

Cover Letter Writing for Graduate Students

Writing a cover letter should never be done as an afterthought-- it is just as important as your resume. If the reader's attention is not grabbed quickly through a well-written cover letter, your resume might not be considered.

The challenge for advanced degree candidates is to sell your skills, experience, expertise, and maturity. Distinguish yourself by highlighting your background and specifically referring to the training, preparation and experiences that make you a good fit. You won't want to reiterate your resume, but provide an introduction to the skills and experiences that make you a good candidate.

Remember to tailor the cover letter to the reader, just as you tailor the resume. For an opportunity outside academia, be sure to showcase the skills and personal characteristics that the employer is looking for. This might mean playing down your specific academic credentials and playing up your communication, teamwork, research, analysis, and other skills that are highly desirable in the non-academic setting. Refer to the Identifying your Skills section in Self-Assessment.

Purpose

A cover letter usually goes along with a resume. It deserves just as much attention. A terrific resume might never be read if the cover letter doesn't provide the hook! Consider a cover letter your first writing sample.

A good cover letter provides additional information, and complements, but does not repeat, your resume.
Use the opportunity to indicate why you are a good fit for the job.
Show that you have done research on the type of work, position and the organization.

Suggestion: Take a look at "What Makes a Good Cover Letter" on the Jobstar website for some fun ways to jazz up what can be dry material! Also see University of Waterloo's Career Development eManual - Letters.

General Guidelines and Advice

Use standard 8 ½ x 11 paper, the same paper as your resume, with matching envelopes.
Stay to one page.
Word process and then check and recheck for spelling, grammar, and typographical errors.
Address your letter to a specific person with the correct title (avoid "To Whom it May Concern").
Tailor your letter to a specific position (if possible).
Write it in your own words so it sounds like you-- not like something out of a book.
Visit Career Services for a cover letter critique.

Paragraph 1:

State the reason for the letter.
Name the specific position or type of work for which you are applying.
Indicate how you learned of the opening (referral, newspaper, Career Fairs, job posting, etc.).

Paragraph 2 and possibly 3:

State why you are interested in the position/organization.
Indicate how your academic background and other experiences make you a good candidate.
Mention relevant skills you have developed through your experiences (summer jobs, volunteer positions, internships, community service, campus leadership and activities, etc.).
Explain what you can do for the employer (use your knowledge of the organization).

Final Paragraph:

Explain your interest in discussing the position or other possibilities within the company/organization.
Repeat your phone number and/or e-mail address.
Offer to produce additional information if desired.
Close with a statement or question that will encourage a response (e.g., you will be in the city on a certain date and would like to set up an interview).

DON'T FORGET TO SIGN THE LETTER!

Example Formats

Standard Format:

221 Popular Street
Missoula, MT 59818
(123)456-7890
January 13, 2001

Mr. John P. Johnson, Vice President
Ajax Accounting Company
555 Tamarack Drive
Billings, MT 59801

Dear Mr. Johnson:

.....Paragraph One: the first line of each paragraph is indented five spaces, all other lines begin at the left margin.

.....Paragraph Two: the first line of each paragraph is indented five spaces, all other lines begin at the left margin.

.....Paragraph Three: the first line of each paragraph is indented five spaces, all other lines begin at the left margin.

Sincerely,..........

Thomas L. Smith

Blocked Format:

221 Popular Street
Missoula, MT 59818
(123)456-7890
January 13, 2001

Mr. John P. Johnson, Vice President
Ajax Accounting Company
555 Tamarack Drive
Billings, MT 59801

Dear Mr. Johnson:

Paragraph One: All lines begin at the left margin, nothing is indented.

Paragraph Two: All lines begin at the left margin, nothing is indented.

Paragraph Three: All lines begin at the left margin, nothing is indented.

Sincerely,