The Application Package
When you are applying for a job, there are five parts to an application package. There is the resume, cover letter, transcript, writing sample, and references. Here are some general rules of thumb that, if followed, should allow you to be prepared to apply for a job the moment you see it.
Resume
There are several resume templates available both in Microsoft Word, on Google, and in books you can find in the library. When you prepare a resume, it is important to make sure that there are NO TYPOS AT ALL in the resume. A resume is the first piece of evidence an employer notes for attention to detail. If there is a typo on a resume, it is possible you could lose the attention of a recruiter. Remember that in many cases you need to distinguish your application among dozens, if not hundreds, of applications.
A second important aspect of a resume is to ensure that it is completely accurate. Applicants, once hired in corporate settings, are subject to background verification and an inaccuracy can forestall being hired.
The Cover Letter
There are different approaches to the cover letter. It is recommended that a student in search of employment tailor the cover letter to the requirements of the job posting. The more specifically you address the requirements of the job, the more likely your application rises to the level of requiring an interview. It is helpful to print out a job advertisement and addressing them specifically in the cover letter. This is really a good way to highlight a particular experience or skill set required for the position not obvious from the resume. A mistake many make in the cover letter is not paying it the same level of care one would give the resume. The cover letter is an important aspect of the application package.
The Unofficial Transcript
While not always required, having an unofficial transcript prepared to attach to an application as a supplemental document is a good rule of thumb. Simply prepare a document with your name, school, degree program, and classes/grades achieved by semester. This is helpful especially for the high achieving student or the student with uniquely impressive grade success at the degree major-level. If the transcript is not the strongest part of the application, there is no need to add it. You should have one handy in case an application requires it. It is important to note if your transcript is not the strength of your application, do not hesitate to apply to a job at which you believe you are a good fit. Allow your resume, cover letter, and other elements of the application package carry the weight of your candidacy. Think about it this way: “make them say no, do not say no on your own by not applying.”
The Writing Sample
Much like the unofficial transcript, this element of the application package is not always required. However, it is a good rule of thumb to have one handy. Also, crafting a writing sample (beyond your cover letter) shows an employer your ability to craft a report or analyze a problem that is always an excellent skill. You can take a paper you have written for a class analyzing a problem in a compare/contrast or pro/con method and sharpen it to perfectly reflect the writing skills you have picked up while at college. Edit it, re-edit it, have someone else read it, and have them comment on it. Even if you never actually use it, this is a good exercise in seeing how work documents are produced in a professional setting. Many documents go through quite literally 100 or more revisions before being considered “done" in some workplaces.
References
Most application packages will require some references. A good rule of thumb is to have three references, if possible. One should be a personal reference who is a friend who is not a family member. It would wise to be judicious about how that reference normally answers the phone, how attentive they are to responding to email, and whether they maintain professional tones over the phone. The other two, if possible, should be a mix of professional and educational references. If you can have one professor who has had you in class multiple times or was a mentor of yours, that is best. If you have a former employer, that is also good, but in the case of someone straight out of college, it may not be necessary.
Always ask someone who you will list as a reference ahead of time permission to have prospective employers contact them. Be sure to get their official title, your relationship to them, email address, and phone number. For example,
Angel Rivera
Professor of Science
212.718.1212
Academic Recommendation.
Create a list of three and have them handy and ready to attach to an application if needed.
General formatting rules
Whatever documentation you are creating for job hunting, be sure the documents have some uniformity. For example, they all should share the same font and font size. Do not have Times New Roman 11 on one document and Helvetica 12 on another. Pick one font and size and make it uniform on the documents except when it comes to font size & bolding & underlining for headings, subheadings and, the like. Also, this is not a time to experiment with fonts, text size, borders, backgrounds, or colored paper. Use white paper, if paper is required. Do not use background colors or watermarks, and use a plain white background. The text color is black and only black. This is a strong rule unless you are applying for a position that is more in the creative area like marketing, advertising, graphic design, and the like. Here are some of the standard fonts for application materials: Calibri, Times New Roman, and Courier New. The standard sizes for text goes from 11 to 12.
Second, it is wise to have a master copy of each document in a .doc file and save as .pdf files that you will upload to job application management systems. Pdfs are preferred for some systems and also are good because they save formatting, but other employers will require .doc files.
Finally, solicit feedback from people whose skills you trust to edit your documents. These documents will allow you to put a best foot forward during your job search.