SCANNED, EMAILED, & ONLINE

Scanned Resumes

When an organization receives hundreds of resumes for the same position, they will likely scan your paper resume into a computer database. When the employer needs to fill a position, the computer is programmed with key words that describe the qualifications sought in a candidate. The computer searches its database for resumes that include those key words. The resumes with the most matches are forwarded to the employer as prospective candidates.

Be sure to find out if the organization to which you are applying uses this method to sort through resumes! If it does, you'll need to make sure your resume is computer friendly. The following steps will increase a scanner's ability to read your resume:

  • Use non-textured white or off-white paper with black letters.

  • Choose a well-known font such as Times, Arial, or Helvetica.

  • Pick a font size of 10 - 14 points, and do not condense spacing between letters.

  • Do not underline or italicize text, and do not use bullets, asterisks, or parentheses. Modern systems can understand bold, but older systems might not. You can still distinguish headings by using capital letters.

  • Avoid boxes, graphics, columns, and horizontal or vertical lines.

  • Put your name on its own line at the top of each page. Also, give telephone numbers their own lines.

  • Do not staple or fold your resume.

For answers to additional questions, stop by the Piper Center to review a selection of resume books that will provide you with more information on scanned resumes. You may also want to speak with a Piper Center peer advisor or coach.

Emailed Resumes

More and more employers and graduate schools are accepting application materials via email. The National Association of Colleges and Employers (NACE) offers the following suggestions should you choose to email your resume:

  • Proofread everything. A typo in an email can eliminate you from consideration just as quickly as it can on paper.

  • Introduce yourself with a brief (1–2 paragraph) cover letter stating your interest in the job and why you'd be a good fit for the company. Do this in the text of the email, not as an attachment.

  • Be e-friendly. Make sure your resume and cover letter translates well with other platforms and browsers. Test by sending "practice" emails to friends and asking them how the information appears on their screens.

  • Make information clear and accessible. Send your resume as both text and as an attachment, and include the position and your name in the subject line. Label you attachment with your name (e.g., Beth Gardner — resume).

Online Resumes

Utilizing on-line resume services is a great way to get your resume to potential employers. Some sites allow you to download your resume as a word document, some have you scan your resume onto their site, and others create categories for you to enter your information. No matter the format of an on-line resume service, there are a few important safety tips to keep in mind:

  • Posting your resume online makes your information very public. You may want to limit the contact information you provide to your email address and/or phone number.

  • ALWAYS ASK CALLERS TO IDENTIFY HOW THEY GOT YOUR RESUME.

  • There is no easy way to control the type of employers who will search online databases for potential employees. You may get calls from companies/organizations that are not of interest to you. Be assertive in letting these callers know you are not interested.

  • If you are unsure of the legitimacy of a recruiter/company/organization, ask the caller to send you a position description and literature about the place of employment. Let that person know that you will call once you've had a chance to review the material if you are interested.

  • Be aware of third-party recruiters (these are typically recruiters who represent positions for a variety of companies either on a temporary basis or as a placement agency). This particular group of recruiters are always interested in expanding their candidate pool. If you are contacted by a third-party recruiter, ask for specifics on the service provided. DO NOT ENTER INTO ANY AGREEMENT IN WHICH YOU MUST PAY A FEE FOR PLACEMENT SERVICES! Do not feel obligated to use a placement service or to provide any information to a third-party recruiter.

  • If you have any questions or concerns about how to handle phone calls from recruiters, please contact the Piper Center for advice and assistance!

RETURN TO RESUME MENU