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CVs, Covering Letters and Applications

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Title: CVs, Covering Letters and Applications


1
CVs, Covering Letters and Applications
  • November 2007
  • David.j.mackay_at_strath.ac.uk
  • Room 504.D
  • 0141 548 2834

2
Purpose and Objectives
  • Purpose To describe how to make an application
    or write a cv and covering letter which will get
    you an interview
  • Objectives
  • Describe the principles of making an application
  • Describe how to write an effective and efficient
    application
  • Provide a template for writing a cv which
    employers will love
  • Standards
  • Open, honest communication feel free to voice
    disproval at any given stage
  • Questions at any time

3
Where do you start?
Career Planning
CV Cover Letter
Ideal Job or placement
Interview Preparation
Effectively Answer Three (and a half) Key
Questions
What do you want to do? What kind of person are
you? What have you done and why did you do it?
  • What do you want to do?
  • What kind of person are you?
  • What have you done and why did you do it?

4
Terminology For Starters
  • Covering Letter - A letter of introduction
    attached to, or accompanying another document
    such as a résumé or curriculum vitae.
  • C.V. Curriculum vitae (Latin for "course of
    life"), also known as a Résumé a summary of
    academic and professional history and
    achievements
  • Application A communication with an
    organisation indicating your interest in general
    or with regards to a specific position of
    employment.

5
Our Aim Today
is to hit the sweet spot!
X
6
Disclaimer time
  • Sorry if this is stating the obvious but-
  • We are now going to discuss various elements of
    how to prepare an application
  • This is based on my experience as to what works
    and what doesnt
  • There are hundreds of guides available on the
    internet as to how to go about this task
  • IT IS YOUR CHOICE HOW YOU DO YOUR APPLICATION
    THIS IS JUST MY ADVICE!

7
CV questions
8
Good CV/Covering Letter
  • No waffle all relevant data
  • Offers substantiation (very often quantitative)
    and explanations of claims
  • Gives the reviewer all they need at a scan read
  • Acts as a script for interview
  • Should get you an interview for jobs where you
    meet the specification requirements

9
The primary aims of a C.V.
  • Address the needs and expectations of the hiring
    organisation
  • To present information about you as a candidate
    for employment
  • To demonstrate your suitability for the post for
    which you have applied
  • To gain you an interview

10
Secondary Aims of a CV
  • To create a strong pre-interview impression with
    your employers above and beyond the minimum
    threshold for gaining an interview
  • To act as a script for the interview a
    logically presented comprehensive c.v. will very
    often form the basis of the interview structure

11
How do you read a newspaper article?
  • People read a newspaper article-
  • From top to bottom
  • With decreasing interest
  • Paying attention to bold / italicised text or
    terms of interest
  • As a consequence, newspaper articles-
  • Use headlines to set initial impressions
    summaries
  • Put important details first
  • Are frequently end-edited articles come to an
    abrupt halt

12
How does an employer read your cv?
  • People read C.V. s-
  • From top to bottom, back to front
  • With decreasing interest
  • Paying attention to bold / italicised text or
    terms of interest
  • Furthermore, your cv is likely to be reviewed in
    a session with tens or even hundreds of other
    applications
  • How long does your cv have to make the right
    impression?

13
Describe this car
  • Some things are a matter of fact others are a
    matter of opinion. Opinion becomes argument when
    it is backed up by facts

14
Two Main C.V. Types
  • Event Based Historical C.V.
  • Chronologically ordered
  • activities and achievements
  • Highly factual content minimal argument
  • As easy as possible for the reader to find data
  • Appropriate for candidates with minimal
    experience
  • (2) Skills Based C.V.
  • Candidate nominates and justifies skills clusters
  • High level of argument much candidate opinion
  • Easy to locate topics hard to understand
    progression
  • Effective when done well but very hard to do so,
    particularly with minimal experience

15
Event Based C.V. Structure
  • Target is to achieve primary objectives
  • Newspaper principle, need to get the headlines
    and opening statements right
  • Depending on where your strengths lie or the
    specific requirements for the role, switch the
    employment details for the project history
  • This is the optimal structure for giving the
    employer the details they need

16
Lacking confidence?
  • You may have no work history or feel intimidated
    by the apparently awesome experiences of your
    peers
  • Clever use of structure can help overcome this
    you cant magic up experience but you can present
    your activities to date in the best possible
    light
  • Some posts will simply not be for you on a
    technical experience basis but these will be in
    minority.
  • You need to focus on selling your approach to
    tasks this can be demonstrated from activities
    in study, work or extra-curricular activities
  • REMEMBER -you are students companies are not
    looking for the finished article!

17
Event Based C.V. Format
  • Tempting to be different your choice
  • Considering the position of the employer
  • Substance over style
  • Fancy formatting can distract from your content
  • Easier to scan a minimalist, standard format
  • System set-ups
  • Different machines might not be able to cope with
    creative formatting you dont want your c.v. to
    appear a jumbled mess on your potential
    employers screen.
  • Matter of taste
  • Very few people argue with a standard format at
    worst create an image of professionalism
  • Creating a specialist format might strike a chord
    with the employer but equally it might put them
    off

18
Recommended Format
  • If you want to play the percentages, then this is
    the format for you-
  • Use a standard font Times New Roman or Arial
    for example
  • Use a body text size of between 10 and 12 points
  • Consistently align throughout e.g. left aligned
    or block justified but not mixed
  • Use black and white colouring
  • Dont cramp your document white space is used
    to make it readable.
  • Avoid big blocks of text bullet points or
    tables for readability or highlighting key points
  • Urban myth alert - DO NOT WORRY ABOUT 2 PAGES!!
    Focus on the quality, not quantity of your text

19
C.V. Writing Style and Content
  • As important as structure and format
  • Need to sell yourself
  • Need to be professional and convincing
  • Need to be specific and unambiguous
  • Need to be brief

20
Style and Content - Example
  • Imagine that you are an employer for an
    engineering design consultancy looking for a
    technical graduate
  • Your job specification asks for a project example
    which shows the students capability in design
    improvement project methodology. You also ask for
    someone with Finite Element Analysis experience.
  • You receive 80 c.v.s for the position and are
    meeting your boss to discuss the applications in
    2 hours time. You need to shortlist candidates,
    which of the following cvs do you choose.

21
Example 1
  • My fourth year project involved me redesigning
    motorcycle brake callipers. This project came
    about because I am really interested in
    motorbikes and I have always really wanted to
    study and redesign them. The project involved me
    understanding a complex problem with existing
    brake callipers principally where cracks could
    arise when the devices heat up during operation.
    I then figured out a few ways to improve the
    situation, selected one and drew it up. I wrote
    up the report and gave it on to an outside
    company who seemed quite interested. I really
    enjoyed the project.

22
Example 2
  • 4th Year Individual Project September 06 May 07
  • Redesign Motorcycle Brake Calipers
  • Objective
  • Redesign of Model X brake callipers to eliminate
    potential weaknesses caused by thermal stress
  • Key Tasks
  • Thermal Analysis using NASTRAN of existing
    products
  • Application of Design for Six Sigma Methodology
    to generate improved product concepts and narrow
    to optimal solution
  • Detailed design and assembly drawings prepared in
    Pro-Engineer
  • Commercial feasibility of final design
    investigated
  • Outcome
  • Project successfully completed on time, receiving
    a first class pass mark of 76
  • Concept drawings and report submitted to Federal
    Mogul corporation for consideration for
    commercialisation

23
Personal Statement
  • When done well, it augments a cv and can give a
    personal dimension to a highly factual document
  • Should contain argument i.e. clearly link to
    examples in the cv
  • If done badly, can irritate the cv reviewer
  • If done badly, can cost you an interview
  • It is easier to do it badly than it is to do it
    well!
  • Safer to put the personal statement later in your
    document (again, the newspaper principle)

24
Portfolios
  • Keeping a portfolio is a useful record of your
    work but has to be used sparingly in the
    application process
  • For the majority of applications, a portfolio
    will be an unnecessary and distracting addition
    to your case when stuck on the end of your c.v.
  • However, a tasteful and professionally formatted
    portfolio can really augment a design application
  • Furthermore, a couple of images in your c.v. can
    make a useful impact when demonstrating project
    work
  • A good portfolio will not get you an interview if
    your cv is lacking in technical content and detail

25
Portfolio Example
26
CV Summary
  • A c.v. is a tool to primarily -
  • present information about you as a candidate
  • demonstrate your suitability for the post
  • gain you an interview
  • A c.v. can also create a strong favourable
    pre-interview impression with your employers and
    act as a script for the interview
  • Structuring your c.v. based on achievements and
    events should provide all the information an
    employer is looking for
  • Applying standard, minimalist formatting make
    your cv as readable as possible
  • The wording of your c.v. and the manner in which
    you present information is critical to
  • At the end of the day, the c.v. is your document.
    However, by considering what employers are
    looking for, you can prepare it in a manner which
    secures you interviews!

27
Covering Letters
  • The Robin to the Batman of the C.V. it needs to
    complement not replace or duplicate content of
    the main document
  • The same principles apply to the covering letter
    as apply to the cv regarding-
  • How employers read it
  • The structure
  • The format
  • The content
  • When writing the covering letter, try and avoid a
    heartfelt plea . Instead focus on giving the
    employer what they need to know

28
Covering Letter Format
Your address Date of letter
Dear Mr/Ms
Re Application by John Smith for position X
I wish to be considered for .
  • Summary of Interest
  • Summary of Suitability
  • Statement of future action

Yours Faithfully, (signed) John Smith
29
Covering Letter Style and Content
  • Dear Mr Taylor,
  • Re Application by John Smith for position X105,
    graduate engineering designer
  • I wish to be considered for the position X105,
    graduate engineering designer, as advertised on
    S1jobs.com.
  • I believe that I am suitable for the position for
    a number of reasons
  • B.Eng (hons) in Product Design Engineering I
    expect to graduate with a 21 in July 08
  • Highly relevant work experience two summer
    placements completed with Fraser Nash
  • 1st class pass expected for individual
    engineering design thesis
  • I learned of your organisation through the
    careers service at the University of Strathclyde
    and following a period of individual research, I
    believe that YZ corporation can offer me the
    opportunities and career path which align with my
    long term aspirations.
  • I would welcome the opportunity to further
    demonstrate my suitability for the post at
    interview and I look forward to hearing from you
    in due course.
  • Yours Faithfully,

USE BOLD WISELY
BE CONCISE AND PRECISE
BULLET POINTS TO CREATE HEADLINES
SHOW HOW IT WORKS FOR BOTH OF YOU
FINISH WITH A STATEMENT OF ACTION
SPELL/GRAMMAR CHECK
30
Where to Apply
  • Proactive General
  • Use on-line databases to identify target
    companies which suit your geography or sectoral
    interest
  • E.g. http//www.applegate.co.uk/ engineering
    directory
  • E.g. http//www.scottish-enterprise.com/sedotcom_h
    ome/sig/sigs-aerospace/aerospacedirectory/aerospac
    e-directory.htm Scottish aerospace directory
  • Draft speculative cover letter with strong
    emphasis on selling your skill
  • Proactive Specific
  • Identify individual companies of interest
  • Call them to understand if there are any
    opportunities ask to meet with them
  • Draft specific letter and make sure it goes to a
    named contact
  • Follow up with a phone call

31
Where to Apply
  • Reactive General
  • Look at newspapers, journals, websites and e-mail
    groups for opportunities
  • Have a useful structured cv and general covering
    letter ready to submit at short notice
  • Reactive Specific
  • Make a list of companies of interest and every
    week take half an hour to check their websites
    for opportunities
  • WHEN OPPORTUNITIES ARISE, COMPLY EXACTLY WITH THE
    SUBMISSION CRITERIA

32
Applications
  • The majority of companies expect a C.V. and
    covering letter to be submitted as a minimum,
    normally by e-mail
  • Larger companies do tend to use on-line
    application systems for both graduate jobs and
    placements
  • These companies also tend to outsource at least
    part of the recruitment process and your details
    may be sifted automatically
  • When applying for large organisations, be sure to
    read their website first pay attention for-
  • Core values, principles, mission, vision etc.
  • Lists of competencies/ assessment criteria
  • Spending 10 minutes using such information to
    customise your application is likely to increase
    your chances of interview

33
Applying for Foreign Placements
  • IAESTE is an organisation specifically set up to
    send students abroad for technical work
    experience
  • West of Scotland President Scott Hutchison, 5th
    Year DMEM
  • Scott.hutchison_at_strath.ac.uk
  • IAESTE Presentation

34
What Next.
  • For both placements and graduate job
    applications-
  • Draft or re-draft your c.v. according to the
    guideline
  • Prepare a short, standard covering letter
  • Submit these documents to me for review and
    critique!
  • If you wish, prepare a separate portfolio
    document have a design mentor review it
  • Start making applications!
  • For placements, complete the preferences form to
    accompany the cv and covering letter.

35
Summary
  • There is an optimal way of applying for each
    company and position
  • Wise use of formatting, style and content will
    significantly enhance your chances of gaining an
    interview
  • Write your C.V. and cover letter for the
    employers benefit, not yours
  • Be sensible about the use of portfolio material
    less is more
  • Mix up a proactive and reactive approach when
    making applications to maximise your chances of
    getting a suitable position
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