Resume, Cover Letter, and References Guide

The suggestions that follow are based on experience with the recruiting process, employer feedback, trainings from professional organizations, and input from companies that provide the technology used by employers for hiring and onboarding. Most guidelines for a strong resume are not set in stone; there is not one so-called right way to write a resume. Employers have different opinions regarding what they prefer to see on a resume. It is important that your resume best highlights the skills you have that are relevant to the position for which you are applying.

Career Center staff are available to help you learn how to develop a resume and cover letter and offer suggestions for making improvements and updates. 

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Resume Writing: Overall Appearance of a Resume

We suggest that you never use templates provided by Canva or any other source. Templates limit formatting choices and the amount of content you can fit on your resume. You can build your resume manually in Word or Google Docs. (We recommend Word.) 

Formatting

  • The purpose of a resume is to get you an interview.
  • Your resume must be readable by AI and able to be skimmed quickly by a human.
  • Do not use columns.
  • Include keywords from the job description throughout your resume.

Length

  • One-page resume for undergraduates and recent grads is recommended.
  • Margins should be between .5 and 1 inch.

Font

  • Use one font style and color. Black is best.
  • Font size should be between 10-12 point.
  • Bold your headings. AI misunderstands underlining as links.
  • Popular Fonts: Times New Roman, Open Sans, Arial and Calibri

Grammar, Spelling and Typos

  • No grammar or spelling errors.
  • No personal pronouns should be used (I, me, my, etc.).
  • Avoid definite and indefinite articles such as a, an, the in descriptions, when possible.
  • Use bulleted action-word statements to describe your experiences (no complete sentences).

AI

Employers’ Applicant Tracking Systems (ATS) 

Many employers use software to collect, manage and/or review applications. When the software parses resumes, what does it look for? 

Experience

Experience is an important heading for applicant tracking systems (e.g., Project Experience instead of Projects)

Formatting

Keep formatting simple. Avoid templates. Columns should not be used since ATS reads left to right and top to bottom. Instead, use tabs. Use commas to list things like majors, skills, etc.

Bullet Points

Quantification and results improve bullet points by demonstrating measurable value.

Skills

Incorporate skills in the bullet points of your experience section(s) rather than a separate skills section.

Keywords

Your resume should feature important keywords found in the job description.

Customize

Customize your documents with your audience in mind.

Applicants Should Follow These AI Best Practices

  • Use your authentic voice: When interviewed, you should be able to speak to all items on your resume. Recruiters will not respond to generic, AI-written content. Tell your story in your own words.
  • Application tracking systems will often alert recruiters to AI-generated content in your documents.
  • Approach AI as a tool: AI can assist writers in brainstorming, planning, and getting feedback.
  • Meet with a career counselor at the Career Center to learn more about AI best practices or see AI best practices.

Is Your Resume ATS Friendly? Check with this System.

  1. Copy and paste from a .pdf of your resume to a blank document like Word.
  2. The order of information should stay the same (even with some spacing changes).
  3. Check to make sure various symbols, questions marks, etc. weren’t added in your text.
  4. Avoid using templates, Canva, etc. that would use columns or images.

Writing Bulleted Action Statements

Bulleted Action Statements

  • Concise phrases describing your skills, accomplishments, or attributes related to your work experiences. Begin with action words.
  • Include a bullet point to aid the reader in navigating the document quickly.

How to Write a Bulleted Action Statement:

  1. Choose an action word
    Example: Established
  2. Describe skills, duties, accomplishments
    Examples: built professional relationships; used written communication skills, friendly, and efficient
  3. Be specific, concise; quantify if possible
    Examples: over 20 customers, monthly, 20% increase in sales
  4. Put it all together
    Example: Established professional relationships with over 20 customers monthly through friendly and efficient written communication, resulting in a 20% increase in sales from 20xx-20xx

Action Statements Writing Tips:

  • Need a place to start? Check out the Professional Formation Competencies.
  • Statements are not sentences or paragraphs.
  • Relate them to the job you are applying for.
  • Be specific. The reader should be able to picture what you were doing by reading the statements.
  • Include accomplishments. What did you bring to the position that others didn’t?

Action Words

Professional Formation Competencies and Transferrable Skills

The National Association of Colleges and Employers's (NACE) career readiness competencies and Marquette University's guiding values inspired these Professional Formation Competencies. Learn more about transferrable skills from these competencies.

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Problem Solve With Curiosity

You solve problems, with conscience and curiosity, using critical thinking.

Transferrable Skills

  • Evaluate and propose actionable solutions that advance objectives
  • Make decisions and solve problems using sound, inclusive reasoning and judgement
  • Proactively anticipate needs and prioritize action steps
  • Multi-task well in a fast-paced environment

Develop Career Management Skills

You approach career management with attention to self awareness, intentional effort to grow knowledge related to profession, quiet reflection, and action toward fulfilling your unique progress.

Transferrable Skills

  • Identify areas for continual growth while pursuing and applying feedback
  • Show an awareness of own strengths and areas for development
  • Commit to professional development and advancing relevant skills

Collaborate for Solidarity

You collaborate for solidarity, prioritizing working for the good of the group and acting as a person for and with others.

Transferrable Skills

  • Collaborate with others to achieve common goals
  • Be accountable for individual and team responsibilities
  • Display knowledge of and respect for personal contribution and the contribution of others to group, including across disciplines and cultures

Communicate Responsibly and Ethically

You approach ethical communication with the intent of identifying reliable sources, taking responsibility for what and how you communicate, and reaching shared understanding.

Transferrable Skills

  • Demonstrate skill, confidence, and responsibility in verbal, written, digital, virtual, and public expression
  • Listen to understand; employ active listening skills
  • Communicate in a clear and organized manner so that others can effectively understand
  • Gather and analyze information from a diverse set of sources and individuals to fully understand a problem
  • Address implications of solutions with a focus on lasting impact and the common good
  • Examine assumptions underlying analyses or conclusions
  • Recognize and communicate needs (self-advocacy) to drive professional progress
  • Establish, maintain, and/or leverage relationships with people who can help one professionally
  • Move toward meaningful life work through attention to personal attitudes, values, and practices
  • Employ personal strengths, knowledge, and talents to complement those of others
  • Commit to purpose of group and willingness to negotiate and resolve conflict
  • Identify reliable sources and challenge misinformation
  • Frame communication with respect to diversity of learning styles, varied individual communication abilities, and cultural differences

Lead for the Common Good

You demonstrate leadership through self-initiative and the empowerment of others to advance solutions for the greater good of all.

Transferrable Skills

  • Demonstrate self-leadership by taking initiative, exercising sound judgement, and remaining accountable
  • Use leadership to advocate for others, empowering and supporting growth toward potential
  • Seek diversity of thought and strengths

Commit to Justice, Equity, and Belonging

You understand biases and advocate for an environment which fosters belonging of diverse people, appreciation of differing perspectives, and action toward justice, equity, and belonging.

Transferrable Skills

  • Seek to understand internal and external biases and power imbalances
  • Contribute to an environment which fosters belonging of diverse people, perspectives, and actions
  • Advocate for just environments with equitable policies, procedures, practices, and culture

Adapt in Discipline and Technology

You adapt in your discipline and relevant technologies, knowing the tools available to you and participating in advancements in your profession.

Transferrable Skills

  • Be aware of the scope of discipline and identify the tools and technologies necessary to perform well in a given field
  • Act with proficiency when using specialized tools and technologies
  • Adapt as tools and technologies advance

Additional Transferable Skills

  • Work under time and environmental pressures
  • Identify and prioritize needs to be accomplished
  • Teach a skill, concept, or principle to others
  • Delegate tasks and responsibilities

 

Be sure to consider other skills specific to you. Find out more about Professional Formation Competencies.

Sample Resumes

Your Resume To-Do List

Cover Letter Writing

Cover letters convey a sense of purpose, enthusiasm for the position, and demonstrate your knowledge of employers’ goals and needs. Be neat and concise. Check your spelling and grammar. Tailor to the position you are applying for.

Suggested Cover Letter Structure

Heading

  • Use same heading from your resume on the top of page

Employer Contact Information

  • Name
  • Address

Beginning Paragraph

  • State purpose of letter
  • Catch attention
  • Indicate your interest in position and company
  • Include where you found the listing

Middle Paragraph(s)

  • Explain how your background makes you a qualified candidate
  • Give examples, talk about a specific experience or accomplishment
  • Align experiences/values with that of the company – do your research

Final Paragraph

  • Refer reader to your materials (resume, references, etc.)
  • Indicate intentions to follow-up if you intend to do so
  • Repeat a phone number and email where you can be reached

Closing

  • Complementary Close (Sincerely, Regards, Thank You)
  • Name

Sample Cover Letters

References

Characteristics of a Good Reference

  • A person you know professionally. Unless requested, do not select friends to serve as “character” references.
  • Someone who can talk about your skills, experience, abilities, and work ethic.
  • An individual that a potential employer may call and ask questions about you.
  • Be sure to ask individuals who will provide honest, candid, and positive recommendations

Preparing Your References

  • Ask potential references at the beginning of your job search if they will serve as a reference for you during this search.
  • Let your references know when you have interviewed for a position and that they may be called to be a reference at that point.
  • Send them the job description for the position you applied to and the resume you used to apply for the position.
  • If there are deadlines, be sure to tell your references in a respectful manner.

Reference List

For each reference, you should list:

  • Full name
  • Role or position
  • Work address
  • Work phone number
  • Email
  • Relationship to you

When You Accept Your New Position

Always follow up with your references when you have accepted the position. Send them a thank you note telling them about your new opportunity.

Sample References List