Resumes and Cover Letters

Overview

A resume is a summary of your skills and experiences. A cover letter is a letter-style document that introduces your relevant skills and experiences to a prospective employer, organization, or program. You will use resumes and cover letters in various situations, including when applying for jobs, and volunteer or internship positions. In this chapter, we primarily discuss resumes and cover letters in the context of employment. However, they can also be required as supplementary documentation in a scholarship application.

Customizing your resume and cover letter for the job you’re applying to can increase your chance of success. Personalizing these documents shows how you’re suited for that specific position and that you put effort into your application. If you submit both documents in one PDF file, your cover letter should come before your resume.

So, how do you make a resume and cover letter? What information is important? Let’s find out.

Learning Objectives

• Describe the purpose of a resume and cover letter.
• Identify the various components of a resume and cover letter.
• Explore how to make a strong resume and cover letter, as well as common mistakes and how to avoid them.

Keywords

#ArtificialIntelligence #EditingResources #EligibilityCriteria #SkillsAndExperiences #SupplementaryDocumentation #TimeManagementResources

Introduction to Resumes

A resume is not a document that lists everything you have ever done. That’s the purpose of your curriculum vitae (CV),  which translates from Latin into “the course of your life.” A resume covers every professional and academic experience relevant to the scholarship or job you’re applying for. Think of a resume as a targeted “highlight reel” of your CV, providing a concise view of your qualifications and skills that create the best image of yourself for prospective employers. Whereas a CV can be several pages long and grows throughout your career, a resume is 1-2 pages long. Importantly, keeping an up-to-date CV streamlines the process of developing new resumes. Which each new resume, you can select which experiences you would like to move over from your CV. Don’t worry if your CV and resume aren’t very long; the more experience you gain over time, the more they will grow.

Structuring Your Resume

Recruiters (e.g., potential employers, scholarship committees, admission offices) spend an average of 7 seconds looking at your resume (Ladders, 2018). This means that having a well-organized resume that stands out is essential.

Click on the bars below for important considerations when building your resume.

Building a Resume

A resume has many different components (Mearian, 2023). The relevancy and recency of what to include in your resume are two important considerations for each of the following. Click on the bars below to learn more about what information you should include.

Watch the following video for a detailed demonstration of how to build a resume based on the above categories. The video describes many different sections, some of which you might not need to include, so only use what is relevant to you. [Transcript]

Based on what you’ve learned so far, can you identify the errors in the following resume? Click on the areas where you think something is either missing or wrong to check your learning. Feedback for each error will appear at the bottom of the interactive.

Figure 7.1 A sample resume with errors. [Image Description]

Resume Keywords

Using artificial intelligence software to scan for keywords in a resume is becoming an increasingly common practice by employers to streamline the hiring process (Mearian, 2023). Including keywords from a job posting may help your resume stand out and increase your chances of success.

Use the job description or job posting as a reference to identify and include the most important experiences, skills, and characteristics required for the position. This helps you to highlight your relevant traits. Be careful to only include keywords for which you have relevant experience. In other words, don’t include skills that you don’t have. Incorporate these keywords to describe your roles and responsibilities in previous work experience.

The video below breaks down how to identify keywords in a job description and incorporate them into your own application, where applicable. [Transcript]

For more information, examples, and detailed breakdowns, see the Queen’s Best Resumes (2023) [PDF] resource by Queen’s University Career Services.

Introduction to Cover Letters

A cover letter briefly introduces who you are and how your specific experiences make you the right fit for the position. It’s an opportunity to speak directly to the hiring staff, highlight and expand on your most relevant skills and experiences, and explain why you’re interested in the position. When asked for a cover letter, take advantage of the opportunity, and think through what you wish to include. To learn more about how the experiences you discuss can impact the impression you make, visit the Step-by-Step Guide to Scholarship Applications chapter. Make sure to write a unique cover letter for each position or application, tailoring it to the specifics of that role.

Structuring Your Cover Letter

While cover letters may vary in how ideas are ordered and presented, certain components are typically the same. Click on the bars below for important considerations when building your cover letter.

Building a Cover Letter

Click on each of the bars below to learn about the different sections of a cover letter and what information you should include (Purdue Online Writing Lab, 2023).

Watch the following video for a detailed demonstration of how to build a resume based on the above categories. [Transcript]

For more information, examples, and detailed breakdowns, see the Queen’s Best Cover Letters (2023) [PDF] resource by Queen’s University Career Services.

Advertising your Skills

If you’re entering the labour market for the first time, you might not have a lot of work experience yet, but that doesn’t mean you don’t have any skills or strengths. You likely have many! There are different ways you can acquire skills and experience, and it looks different for everyone. Consider the skills and knowledge you have gained by participating in various activities, including: personal (e.g., clubs, sports teams, volunteering), academic (e.g., class projects), entrepreneurial (e.g., a lawn mowing business, tutoring), or independent projects (e.g., restoring a car, building a computer, writing stories). Don’t be discouraged if you have less time for activities than some of your peers, or if the activities are different. You will gain valuable experience regardless of what you do.

Recognizing all your skills and accurately communicating them to others can be difficult. For an interactive activity that helps you to define, highlight, and describe your current skills, try the self-directed skills sorter created by Queen’s University Career Services below. This activity can also help you build your vocabulary for discussing your strengths and weaknesses. Recruiters often ask potential candidates about these, so knowing what yours are, and how to articulate them, is an important skill to develop.

Click the “Instructions” and “User Controls” buttons on the left to get started. Make sure to incorporate the skills that you rank high into your resume.

Note. The Skills Sorter will take a few moments to load. If it doesn’t appear after a minute or so, try refreshing the page.

The Skills Cards [PDF] are also available online.

This Skills Cards Interactive Tool is embedded with permission from Queen’s University Career Services.

Tracking Your Extracurricular Involvement

Over time, you will naturally forget some of the initiatives you may have been involved in and the impact you had (e.g., number of events organized, percentage increase in social media engagement). Tracking your roles and responsibilities throughout your extracurricular involvement will help you write a strong resume, cover letter, and later, a strong scholarship application.

Use our Notion database to track your extracurricular involvement. Be specific about your responsibilities and quantify your contribution as much as possible (e.g., tracking your number of hours). This will help you to remember what you have accomplished when it’s time to discuss your experiences and skills in an application.

Check Your Learning

Before you proceed, take a moment to review some of the content you’ve learned so far.

Glossary

Cover letter
A letter you write to introduce your specific and relevant skills and experiences to a prospective employer, organization, or program.

Curriculum vitae
A document that covers all your professional and academic experiences.

Extracurriculars
Activities, associations, clubs, teams, and volunteer work that you participate in.

Personal information
Your contact information (i.e., phone number and email).

Referee
A person who knows you well and agrees to provide a reference on your behalf.     

Resume
A summary of your skills and experiences.

Resume keywords
Words to include in your resume that are directly from the job posting. This can also include key phrases.

Scholarships
A type of financial assistance to help pay for post-secondary education that you don’t have to pay back.

Supplementary documentation
All the documents required as part of an application (e.g., resume, transcript, PSE, income statement).

Image Descriptions

Figure 7.1 image description: A sample resume with the following text: “[Header] Elianna Emerton, St. Catharines, L0S 1E0, 905-646-9885, elliebellie420@gmail.com, LinkedIn [Objective] Objective: To get a job. [Education] Education: Eden High School, St. Catharines, ON, 2016 – 2019, Clubs: Captain of the Step Dance Team; Lead Actress in the School Musical. [Skills and Accomplishments] High Five (PHCD) Certificate: Develop an understanding of how to design and facilitate programs that address the unique needs of children and older adults. Python Programming: possess knowledge of the universal concepts of computer programming, the syntax and semantics of the Python language, as well as the skills in resolving typical implementation challenges with the help of the Python Standard Library. [Work Experience] Work Experience: [First experience] Cashier, Real Canadian Superstore, St. Catharines, ON. [Skills in a bulleted list] Handle financial transactions for a multi-million-dollar corporation, balances cash drawer by counting cash at beginning and end of work shift, resolve customer complaints, guide them, and provide relevant information. [Second experience] Peer-Tutor, Indigo Tutoring, St. Catharines, ON, 2018 – 2019. [Third experience] Junior Day Camp Counsellor, St. Catharines, ON, 2017-2019, [Skills in a bulleted list] Supervised groups of 8-12 children ages 7-14, guided kids in building video games and developing ninja coding skills on the path from white to black belt, provide support and encouragement from Code Senseis® in the state-of-the-art dojo.” [Return to Figure 7.1]

Transcripts

Video 7.1 transcript: [Narrator describing the different parts of resume with images of the resume appearing on screen. Text of resume included within quotes inside square brackets] “[Header] When it comes to your personal information, make sure to include your full name in large font [“Justin Marshall”], so that it catches the eye of the recruiter. Including your full name will help ensure you’re easily found. Also include your location [“Guelph, ON, N1C 0A1”]. You don’t need to include your full address, but adding your city will allow the recruiter to establish whether you’re a local candidate. For your phone number [“519-823-4120”], make sure to use your personal number and not a work number. Also ensure the email address [“justin.marshall@gmail.com”] you provide is professional. For the objective [“To be a dependable and flexible nanny and family assistant who utilizes their creativity, energetic disposition, and experience educating youth to create a positive and stable environment for the children allowing them to learn, grow and have fun all while helping with household tasks.”], make sure to include the job title or field you are interested in [“nanny and family assistant”], any transferable skills that make you a good fit for the position [“creativity, energetic disposition”], and any relevant accomplishments that demonstrate how you would excel in the role [“experience educating youth to create a positive and stable environment for the children allowing them to learn, grow and have fun all while helping with household tasks”]. For your education section, make sure to include the title of your degree [“Ontario Secondary School Diploma”], name of the school [“College Heights Secondary School”], location of the school [“Guelph, ON”], and the years you attended [“2019 – 2023”]. You can also include relevant coursework, awards, clubs and teams, or extracurricular activities that strengthen your application [“Awards: Achieved Honour Roll for all years of attendance; Maintained a 93% average; Ontario Secondary School Teachers’ Federation Citizenship Award to the Year 2 student who exemplifies the OSSTF motto: Let us not take thought for our separate interests, but let us help one another. Athletics: Varsity Hockey Team (2023), Cross Country Team (2019 & 2021; awarded MVP for both years of participation)”]. Your work experience will be structured similarly to your education section. Make sure to include your job title [“Lifeguard in Training/Instructor Guard”], the company or employer name [“YMCA of Three Rivers”], the location [“Guelph ON”], and start and end dates {“2021 – Present”]. Also make sure to describe achievements and responsibilities [“Assist in the teaching and supervising of young children (ages 2-6). Provide excellent customer service by maintaining a pleasant, professional, and positive demeanour. Maintain a high standard of safety supervision to ensure a safe aquatic experience for patrons.”]. You can tie these to the position you are hoping to apply by making sure to emphasize skills listed in the application requirements that align with your experience. For example, based on the current work experience description, the candidate highlights their leadership skills and experience in which they’ve had to teach and work with others. We can predict that the job or scholarship this person is applying to must be interested in candidates with these skills or involve related tasks. For extracurricular experience, notice how the format mirrors how work experience is structured. Make sure to include the title of the role [“Ease into Exams Program Co-Founder”], the organization or club with which it is affiliated [“College Heights Secondary School”], start and end dates [“2021-2022”], and your achievements and responsibilities [“Designed brochures using Canva that detailed resources and exam preparation tips, which were disseminated to the public. Created and maintained a website using Wix to allow all students to access the resources. Organized events and workshops to mitigate stress within students during the weeks leading up to exams while advocating for the importance of good mental, physical, and emotional health.”]. If you choose to include other similar sections, such as volunteer experience, you could structure it in the same way. For professional accomplishments, make sure to provide a brief explanation of the accomplishment, and how it resulted in a quantifiable outcome if you have that information [“Raised $1000 for cancer research through Relay for Life at Woodroffe High School. Increased student attendance to pep rallies by 60%. Helped raise 85 000lbs in food donations for local food banks through Halloween for Hunger.”] This might be a stand-alone section if you have a couple things that you really want to highlight, but otherwise you can apply this template to how you describe your responsibilities and achievements of your experience-related sections. If the scholarship or job requires specific training qualifications or certificates, you can include a list of them in a separate section on your resume [“Lifesaving Instructor (May 2021), Swim Instructor (July 2020), CPR With AED Skills (July 2020), Standard First Aid with CPR-C (July 2020), National Lifeguard (Pool) (May 2020), High Five (PHCD) Certificate (September 2018)”]. Make sure to include the name of the certificate or training, and the date on which you received the training. You can break your skills section up to describe hard skills and soft skills. Hard skills are specific skills and knowledge that you need to perform a certain task or job. These skills are usually quantifiable and easy to measure [“High Five (PHCD) Certificate: Develop an understanding of how to design and facilitate programs that address the unique needs of children and older adults. Python Programming: possess knowledge of the universal concepts of computer programming, the syntax and semantics of the Python language, as well as the skills in resolving typical implementation challenges with the help of the Python Standard Library”]. Soft skills are interpersonal skills that help you interact with others [“Organization: Create lesson plans for students and keep track of individual progress. Time Management: Ensure campers stay on task and complete activities within a time frame; complete assigned tasks.”]. These skills are transferable, meaning they can be applied to any setting or job. Combining some of the sections we talked about together, here is an example of what a completed resume could look like [screenshot of a completed resume with the following sections: Header, Objective, Education, Employment, Extracurricular Experience].” [Return to Video 7.1]

Video 7.2 transcript: [Narrator describing how to incorporate key terms from a job application into a resume. Text on-screen included within quotes inside square brackets] “Consider the following requirements from a job description for a design engineer [“You are a registered professional engineer in Ontario with 4+ years of progressive experience working as a design engineer in a consulting office. You have CISD Security clearance or are eligible for a security clearance. You have experience in the structural engineering design of buildings. You have the determination to pursue a career in structural engineering. You have interest in existing and heritage buildings. You are tech-savvy with strong oral and written communication skills. You have practical knowledge of AutoCAD and REVIT. You have practical knowledge of structural analysis software like SAP2000, ETABS, or RISA. You are interested in developing your skills in a company that prioritizes a hybrid BIM workflow environment wherever possible. You have experience in contract administration and site review. You can complete small jobs on your own with little to no oversight, such as roof reinforcement for a mechanical unit.”]. What skills do you think are important? Pause the video to identify them. [After a pause, the following skills are highlighted: “design engineer, consulting office, structural engineering design of buildings, interest in existing and heritage buildings, tech-savvy, strong oral and written communication skills, practical knowledge of AutoCAD and REVIT, practical knowledge of structural analysis software like SAP 2000, ETABS, or RISA, experience in contract administration and site review, with little to no oversight.”]. You might be wondering, “how do I incorporate this into my resume?” Let’s take a look. To highlight your experience as a design engineer, describe a past project related to design engineering. For experience working in a consulting office, describe a time when you had to provide consultation. To show you have experience in the structural engineering design of buildings, describe any structural engineering designs you have created. To demonstrate that you have interest in existing and heritage buildings, you could describe a hobby related to history. To show you are tech-savvy and have strong oral and written communication skills, describe responsibilities that required you to use technology, to create written reports, or provide oral presentations. This can include examples of times when you had to use the specific software indicated by the job description. To highlight your experience in contract administration and site review, describe any responsibilities that involved either of these tasks. To demonstrate you are capable of working on your own with little to no oversight, describe a time when you had to complete a task without immediate or direct supervision. Hopefully this video gave you a better understanding of how to identify key words and skills in a job description, and how you might incorporate them in your own application.” [Return to Video 7.2]

Video 7.3 transcript: [Narrator describing the different parts of cover letter with images of the cover letter appearing on screen. Text of cover letter included within quotes inside square brackets] “For the heading, make sure to include your full name [“Cynthia van der Hausen”], email [“cynthia_vdhausen@gmail.com”], and phone number [“613-590-2300”]. Your cover letter should also have a section in the top left corner with the following information: date of writing [“February 27th, 2019”], name of recipient [“To Whom it May Concern”], their role [“Hiring Manager”], their organization [“Camp Sunshine”]. If you’re unsure who will be reviewing the application, you can use a phrase like “To Whom it May Concern,” or “Dear Scholarship Review Committee,” which we have done in this template. Always start with a formal greeting, such as “Dear,” with the recipient’s full name or title if known, such as Hiring Manager. The introduction should include what you are applying for [“I am writing to express my enthusiastic interest in the counsellor position, as advertised.”] and why you are applying for it [“Not only do I have experience working with children, but I grew up going to summer camps and have experienced the transformative impact it has on the lives of campers; I am eager to have this same impact.”]. You can also include where you found out about the opportunity as well as any connections you may have with the company. The next 1-3 paragraphs should highlight your relevant skills, experiences, and areas of knowledge. [Paragraph 1: “In my previous role as a junior day camp counsellor for Code Ninjas, I developed my ability to create close personal bonds with campers. I believe these relationships are key to ensuring campers have a positive experience because it focuses on their emotional well-being. In this role, I guided kids in building video games and developing ninja coding skills. This can be a frustrating experience for new campers, so it allowed me to develop my ability to empathize with those who are struggling. Through a collaborative problem-solving approach, I helped campers to navigate their difficulties. By building meaningful relationships with campers, contributing to their safety and security, I supported them in their journey in a way that allows them to develop life skills.”]. Describe the skills you have developed [“I developed my ability to create close personal bonds with campers,” and “develop my ability to empathize with those who are struggling.”], the techniques you used [“Through a collaborative problem-solving approach”], and the impact of your effort [“ensuring campers have a positive experience because it focuses on their emotional well-being,” “contributing to their safety and security,” and “allows them to develop life skills.”]. The ones you focus on will depend on the job description and requirements. For example, based on this paragraph, we can infer the position values experience working with children and knowledge about child development. Each of the body paragraphs can follow a similar structure. [Paragraph 2: “As a peer tutor, I draw on many of these skills as well. I help children work through challenging experiences to overcome their fears and develop self-confidence so they can become successful, independent learners. This experience has equipped me with a deep understanding of children’s needs and the importance of a supportive community in achieving success. My commitment to creating a supportive community aligns seamlessly with the values of Well-being, Responsibility, Teamwork, and Experience that Camp Sunshine upholds.”]. In this paragraph, the applicant also discusses how the role aligns with their values [“My commitment to creating a supportive community aligns seamlessly with the values of Well-being, Responsibility, Teamwork, and Experience that Camp Sunshine upholds.”]. Instead of just listing your skills and experiences, which your resume already does, use these paragraphs to tell a story and to make it a bit more personal. [Paragraph 3: “As a ringette referee, I established a successful record for forming positive working relationships with players, coaches, parents, and other referees. This position allowed me to develop my active listening skills to understand and address the unique needs of individuals and communities. By developing these skills, I was able to provide solutions and efficiently resolve conflict. Working in a team of 3, I refereed over 60 games and have never had to expel a parent or coach from the game. This track record is a testament to my communication and problem-solving skills.”]. In the third paragraph, the applicant highlights a track record of their experiences [“Working in a team of 3, I refereed over 60 games and have never had to expel a parent or coach from the game. This track record is a testament to my communication and problem-solving skills.”]. You want to show the employer that you have the necessary experience that provided you with the required skillset to apply to this role. End your cover letter with a strong and concise reminder of why you are a good match for the role [“My ability to communicate effectively, adapt to diverse situations, and provide guidance to children will allow me to support campers in developing healthy social relationships, nurture their emotional growth, and share unforgettable experiences. I believe my skills and work experience, combined with my passion for creating a positive and inclusive camp experience, makes me a strong candidate for this position. Camp Sunshine combines my interests and passion for giving children the opportunity to develop life-long memories in a space where they feel valued, cherished, and successful.”]. You can include your interest in speaking with them and provide them the best way to follow-up with you, such as your email. Make sure to express your appreciation for their time in considering you for the role [“Thank you for your consideration and I look forward to hearing from you.”]. Finally, sign your name on the bottom left [“Sincerely, Cynthia van der Hausen”]. Your final cover letter might look something like this [screenshot of a cover letter with the previously discussed sections].” [Return to Video 7.3]

References

University of British Colombia. (2022, September 9). Networking. Student Services. https://students.ubc.ca/career/career-resources/networking

Ladders, Inc. (2018, November 6). Ladders updates popular recruiter eye-tracking study with new key insights on how job seekers can improve their resumes. Ladders. https://www.prnewswire.com/news-releases/ladders-updates-popular-recruiter-eye-tracking-study-with-new-key-insights-on-how-job-seekers-can-improve-their-resumes-300744217.html

Mearian, L. (2023). Job seekers are using ChatGPT to write resumes and nabbing jobs. Computerworld. https://www.computerworld.com/article/3688336/job-seekers-are-using-chatgpt-to-write-resumes-and-nabbing-jobs.html

Purdue Online Writing Lab. (2023). What is a cover letter? https://owl.purdue.edu/owl/job_search_writing/job_search_letters/cover_letters_1_quick_tips/index.html

Queen’s University Career Services. (2022). Resumes [PDF]. https://careers.queensu.ca/sites/carswww/files/uploaded_files/TipSheets/Resumes%20Tipsheet%202021.pdf

Queen’s University Career Services. (2023). Resume and cover letter supports. https://careers.queensu.ca/jobs-experience/resume

Smith, A. (2018, March 1). Social media use in 2018. Pew Research Center. https://www.pewresearch.org/internet/2018/03/01/social-media-use-in-2018/