Career Handbook
7th Edition

Career Handbook

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Sending Resumes and Letters

There are several ways to submit resumes and letters to employers. You can use e-mail, conventional mail, fax, or drop them off in-person. The key is to follow the directions requested by the employer. The substance of your resume and letter remains the same no matter which way you submit them, however, there are some things to keep in mind as you consider each method.

E-mail

  • Prepare your resume using a word processing program following the recommendations in Resume Writing and copy the file, saving it as a text only file, ASCII or Plain Text, or type your resume into the text only format directly, using the hard copy as a guide.
  • Edit the text only version of your resume to resemble your original resume. The spacing will need to be redone using the space bar; tabs don’t operate the same in text only formats. Make sure each line is 60 or less characters and insert a hard return at the end of each line. The margins may need to be adjusted as well.
  • Since bullets and boldface can't be used in a text only document, you may substitute asterisks or plus signs for bullets and use capital letters, or asterisks surrounding text, in place of bold. Use capital letters and other symbols sparingly. A whole letter or resume in capital letters is difficult to read and could be interpreted as being rude because it appears that you are shouting. Overdone symbols also tend to clutter and confuse rather than draw in the reader’s attention.
  • Most text editors have a spell-check function so use it to catch any spelling errors. Always proofread, and have others proofread your documents.
  • Save both versions of your resume, the text only version and the word processed version, so that they are ready to edit, print, or e-mail as you need.
  • Create and store a “general” cover letter in the same way. Customize the cover letter each time you apply for a position.
  • Once you have redone your resume and cover letter in the text only format, e-mail them to yourself and a friend, to check the format and see how it looks, before you send it to anyone else.
  • Use the advertised job title as your “subject” line in the e-mail. Cite relevant job numbers or descriptors as noted in the ad.
  • If you are sending a resume without knowing of an opening, put a few words stating your objective in the “subject” line.
  • Read the entire posting carefully and completely before responding. Some employers who advertise online may only accept responses by conventional mail or may want you to respond to a different e-mail address. It is important to respond exactly as instructed in the directions.
  • If you send your resume and cover letter as an attachment, include them in the body of the message, as well. Attach them as .pdf documents, not in word processed format.
  • Attach your cover letter and resume as one file.
  • When sending your resume and cover letter as an attachment, the name of the attached file should be your name, not simply “resume.”
  • Unless an employer specifically says not to, submit a hard copy resume and cover letter, in addition to the e-mailed format.

Conventional Mail

  • Resume, cover letter, and all correspondence with an employer should be on the same kind of paper.
  • Your resume and cover letter should be sent in a large envelope without folding, stapling, or paper clipping them. Large envelopes are available in manila, white or matching resume paper, and all are acceptable to use.
  • Use mailing labels and type or computer print the address to whom you are sending your resume and letter and your return address.
  • Place the letter on top of the resume with any other supporting materials under the resume and slide it into the envelope. Do not staple or paper clip your resume to your letter.
  • The name and address on the label should match exactly the name and address on the letter you are enclosing. If you are responding to an advertisement and there is no name mentioned, call the employer to request the name. In cases where a name is not available use a gender neutral title such as Employer, Employment Representative or Personnel Manager.

Fax

  • You should fax your letter and resume only when an employer requests it or to meet a deadline.
  • If you fax a resume and letter, always follow-up with a mailed original.
  • When faxing your resume and letter, your originals should be on plain white paper using black ink, to ensure the best quality copy in transmission.
  • Call the employer to verify that your resume and letter have been received.

In-Person

  • When dropping off your resume in-person remember that your personal appearance is making an impression. Dress as if you were going for an interview and act professionally, being courteous to everyone.

A Note About Applying Online

Many employers request that you apply for positions online.

  • When you apply online, unless the employer specifically says not to, submit a hard copy resume and cover letter, as well.
  • Use the test only versions of your resume and cover letter to easily fill-in the information requested in the text boxes of some online applications.
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