Resume and Cover

Letter Workshop

UC Davis Washington Program

Adapted from ICC Career Resource Manual

Question for You

Question:

On average how long does a potential employer look at a cover letter or resume?

Answer:

30-60 seconds!!!!

Insight:

We cannot get insight into every single person’s head who will be reading your material, but we can share some knowledge. It is easier to quickly place someone in the “NO” pile than the “YES” pile.

APPLICATION PACKET

CONSISTENCY

Use the same paper, color, font, style for all documents, you are submitting one cohesive package to internships

Put a header on every document so your name is on every document.

Make sure that each piece is its own document (references should be on a separate page!

SAVING and SENDING

Always make sure to send your cover letter and resume in with your name in the document title so that the reviewer doesn’t have a hard time finding your documents.

Employers will see what you title your document and using your name is another way to cement yourself in their minds

Example: “Ng, Carina - Resume UCD”

ALWAYS convert to a PDF before applying, it is unprofessional to send in an editable document

APPLICATION PACKET:

BASICS

TYPOS

When a hiring coordinator sees any of these it comes off

as, “I didn’t take my time and I don’t really care”

Have your friends or peers check for grammar

TONE

Skip the gushing/boastful language, and write so that you

are connecting your experience with the requirements of

the position

APPLICATION PACKET:

WRITING TIPS

Use strong action verbs

See Action Verb Handout

Do not use passive language

Switch up your verb choice

Give concrete examples!

Customize to the organization’s needs, create parallels

COVER LETTERS:

WHAT DO THEY DO?

Cover letters are a one page document that you send with your resume when applying for an internship that gives the employer a better idea of who you are and your qualifications

It is meant to:

Introduce yourself to the hiring manager in 250-500 words

Argue why you'd be a good fit for the job

Tell a story to an employer that your resume cannot convey

COVER LETTERS:

DO

Keep it simple, direct, clear and short

Use common language and speech patterns

Read out loud for flow

Use Confident language such as, “I was responsible for…”

Demonstrate your understanding of the company with by connecting them to your relevant skills and history

Ask what you can do for the company, and answer it!

COVER LETTERS:

DON’T

Don’t be generic

Don’t exaggerate your skills, responsibilities or previous experience

Don’t be overly formal by using insincere/robotic language or filling with irrelevant filler words

Don’t sound selfish by writing about how the internship will boost your career

Don’t focus on GPA, the classes you took or your thesis if not asked, they won’t be a high metric for determining your eligibility over activities or responsibilities

COVER LETTERS:

ADDRESSING

Your Address

Upper left

Date

Below your address on left hand side

Employer Address

Below date on left hand side

Greeting Address

Make sure it is formal

Dear Ms./Mr./Dr. Last name: (Use a colon not a comma)

Don’t Guess!

If you don’t know, Dear Internship Coordinator:

COVER LETTERS:

INTRODUCTION

Paragraph 1 should include:

The job you are applying for (give official job title)

Introduce yourself and give your year, school, major, and minor

Connect your enthusiasm with a strong summary statement of why you are qualified to work for that organization or department

COVER LETTERS:

BODY

Paragraph 2 & 3 should include:

An explanation of why you would be a good candidate

Tell a story to enhance your experience

Analyze your background and skills and connect them to the internship to which you are applying

Give one to two examples of related experience

Sometimes you may want to separate out the examples into two paragraphs

Keep your paragraphs short and concise; get to the point!

COVER LETTERS:

BODY

Closing paragraph:

State that you are UCD Washington Program participant

and the dates you are available to intern

Tell them you are looking forward to hearing from them

Use the example we provide!

COVER LETTERS:

BODY

Closing Signature

Include a polite sign off

Examples: Best Regards, Sincerely, Warm Regards, etc.

Include your first and last name

Use a scanned signature, or cursive font to endorse the

letter!

Jane Doe

One Shields Ave

Davis, CA 95616

January 1, 2016

Mr. John Doe, Internship Coordinator

University of California Corporation

1608 Rhode Island Avenue, NW

Washington, DC 20036

Dear Mr. John Doe:

I am currently a junior at the University of California, Davis, applying for the open Policy

Internship position at the University of California Corporation. The Policy department of your

firm is of great interest to me as I am currently pursuing a Bachelor’s of Science in Political

Science with intention to attend law school after I graduate. As a first-generation college student,

I have experienced and witnessed many of the issues and polices directly affecting the

community.

This past summer I had the opportunity to intern for Daffy Duck College, and really gained an

appreciation for the importance of policy work. I familiarized myself with the legislative process

at a local level, and was able to address issues I saw in my community from a policy perspective.

I learned how to draft legislative proposals, press releases, as well as memos. What I really

enjoyed was being able to attend the Board of Supervisors and Committee meetings. It was eye-

opening to witness the different discussions that go on when deciding the fate of a piece of

legislation which ultimately affects all the residents of the city.

In addition, my experience as an undergraduate researcher in the Department of Communication

at the Bixby Campus, has allowed me to further develop my writing and analytical skills. My

research is focused on identifying trends in laws and looking at how to most effectively

communicate to a community. Through this experience, I was able to familiarize myself with the

law and connect how applicable the law was to every day settings.

As a Washington Program participant, I will be available for work beginning <Day/Date/Time>.

My internship completion date will be <Day/Date/Time>. To discuss my qualifications further,

please contact me at (XXX) XXX-XXXX. Thank you for your time and consideration.

Sincerely,

Jane Doe

Enclosure

• 1 inch margins

• 11-12 point font

• Match color &

style of font with

resume

If you cannot find a name:

Dear Internship Coordinator:

Remember to use a colon,

not a commaFirst Paragraph:

• Identify the internship

position you’re

applying for

• Highlight education

• State why you’re

interested Second/Third Paragraph(s):

• Why you’re a strong

candidate

• Highlight one or two

accomplishments

• Detail positive

characteristics

Closing Paragraph:

• Thank the person for

consideration

• Highlight your

participation in the

Washington Program

RESUMES:

WHAT DO THEY DO?

Resumes are a one page account of a person’s education, previous experience and other relevant information

It is meant to:

Truthfully highlight your most relevant experiences

Create parallels between your experience and experience needed by an organization

RESUMES:

DO

List transferable skills, relatable side projects, etc.

Optimize word usage by mirroring key words

Think of new ways to frame your accomplishments

Tell the truth!

Make it fit comfortable on one page with readable

font and enough white space so it is easy on the eyes

Keep the format consistent

RESUMES:

DON’T

Don’t steal the internship’s exact wording

Don’t have confidential information

Don’t include obvious or implied information

Don’t provide explanations about your past organization and what they do, focus on yourself

Don’t have high school information

Don’t use cliché jargon or filler words

RESUMES:

BASICS

CONTENT ESSENTIALS TIPS

CONTACT INFO Name, address, phone number &

email

Make sure all email, social

media, LinkedIn and voice

messages are professional

EDUCATION Name of school, degree,

major/minor, expected graduation

date

• List highest degree first

• List study abroad/special

programs

• List GPA only if asked

RELEVANT

EXPERIENCE

(Professional,

Volunteer,

Leadership)

Job title, company name, dates of

experience, describe job duties and

accomplishments only

Include paid & unpaid

positions, military duty,

any awards/results, list

most recent first

RESUMES:

NEED TO FILL MORE SPACE?

CONTENT ESSENTIALS TIPS

SKILLS/ ABILITIES List what is important

to the organization

and/or department

List things you can do

independently, such as

languages, computer skills, etc.

PROJECTS/ RELEVANT

COURSEWORK

Relevant classes and/

or projects

List course title not

number

HONORS/ AWARDS Relevant awards Can be listed separately or

with education

TRAVEL List countries and

travel experiences

Only if RELEVANT

RESEARCH/ PUBLICATIONS/

CERTIFICATIONS/ LICENSES

List if applicable List title, where and when

OBJECTIVE One specific summary

line

Let’s Practice!

Which do you think is stronger?

Intern, KFB Public Affairs, Sacramento (6/16 – Present)

• Research relevant news stories

• Update excel document with new media contacts

• Search news outlets

• Make copies of important documents

• Go to various events on behalf of the company

• Write marketing reports for my boss

Intern, KFB Public Affairs, Sacramento (6/16 – Present)

• Perform research and market analysis activities for

government affiliated clients

• Build and update media contact databases

• Assist with maintaining relationships with both local and

national media

• Schedule, coordinate and attend various events

• Create monthly marketing reports

Remember, they are probably looking for someone who has effective organizational, research, time

management, and written skills.

Jane Doe One Shields Ave, Davis, CA 95616

Phone: (555) 555-5555 E-Mail: janedoe@ucdavis.edu

EDUCATION

Bachelor of Arts in Political Science

University of California, Davis, expected graduation June 2018

RELEVANT COURSEWORK

SKILLS

EXPERIENCE

Intern, Daffy Duck College, Davis (6/16 – 9/16)

Drafted legislative proposals, press releases and memos

Communicated with constituents by email, phone and walk-in appointments

Attended Board of Supervisors and Committee meetings

Undergraduate Researcher, Department of Communication, Bixby Campus (1/16 - 6/16)

Analyzed how to effectively communicate to a community

Identified trends in laws through manipulation of data

Presented research findings to all staff members

Barista, Coho South Cafe, Davis (9/15 – 6/16)

Provided quality customer service and handled customer complaints

Acted as cashier; entrusted by supervisor to record and deliver bank deposits

Trained and supervised five staff members

Maintained accurate inventory count of all products

ACTIVITIES

Academic Chair, Fraternity for Women, UC Davis (9/16 – Present)

Develop weekly academic goals for all members

Member, Pre-Law Club, UC Davis (3/15 – Present)

Consult with other pre-law students on application best practices

Volunteer, Yolo County SPCA, Davis, CA (1/16 – Present)

Organize all incoming donations

Global English Communication Theories of Persuasion

International Economic Relations Policymaking for Science and Technology

Mass Media and Politics Elementary Statistics

Professional fluency in Spanish Articulate, professional speaking abilities

Strong in multitasking and prioritization Ability to thrive in team environment

Empathetic listener Strong analytical skills

• ½ - 1 inch margins

• 11-12 point font

• Match color &

style of font with

cover letter

Name & contact info is

centered at top of page

Only if you

have 2 or more

relevant

classes (change

depending on

job description)

Use bullet points!

What is the

employer looking

for?

NO HIGH

SCHOOL

INFO!

Why is this

membership

meaningful for

this job?

Stay consistent

with verb tense

Use active

language!

Leave

space!

Who did you work

with? What skills did

you need? What did

you accomplish?

REVIEWING DOCUMENTS

All students MUST submit at least one editable (Word Doc) copy of their resume and cover letter for review Send to washingtonprogram@ucdavis.edu

An Advisor will be looking at your resumes and cover letters We will provide feedback and suggestions on strengths and potential changes

We will always explain the logic behind our suggestions, so you can make an informed decision on how to proceed

REVIEWING DOCUMENTS:

SEEING COMMENTS

Open the document

Go to the review tab

Select All Markup

MASTER VERSIONS:

WHAT DO THEY DO?

It is one large document that includes ALL of your education, experience and skills. You’ll have one “go to” document for every resume

You won’t have to keep rewriting items you eliminated for another internship

MASTER VERSIONS:

HELPFUL TIPS

Prioritize! What can be eliminated?

Tweak the wording of your experience to match the job description language

Add and take away from certain experiences to magnify the weight of more relevant positions

Master Position Specific

• A large document that contains all of your

education, experiences, and skills

• Used as resource to copy and paste into

more specific resumes and cover letters

• Modify the language in your cover letter to

match that of the job description

• Switch out general work experiences for

more relevant ones (if your resume is longer

than a page)

WRITING SAMPLES:

WHAT DO THEY DO?

Writing samples are a potential employer's first look into

Your writing ability

Your thought process

Organizational capability

Communication skills

WRITING SAMPLES:

BASICS

Unless they give you a specific topic to write on, follow these simple guidelines to select a writing sample to submit:

Use a paper you’ve already written for a college class.

Choose the sample based on quality of the writing first, relevance to the internship second.

Your sample should be: 2-5 pgs, double or 1.5 spaced, have 1” margins, and 11-12 pt font. You can also use a 2-5 pg excerpt from a longer work.

Include a short explanation of what it is.

Unless specifically requested, DO NOT use any creative writing/ personal-statement samples. Organizations want to see evidence that you can state, support, and conclude an argument.

WRITING SAMPLES:

TIPS Put your name on it!

Double check for errors and incorporate suggestions from professors/peers

Submit a clean copy without grades or marks

If you cite works in the sample, include the bibliography

Include a brief note about the context of the sample

Example:

"This writing sample is an excerpt from an essay I wrote for my Women's Studies class 'Gender and American Society.' I worked with a partner on this assignment, so I have included only the section of the paper on 'Gender and the Family,' which represents my individual work."

REFERENCES

They should go on a separate sheet of paper with the same header/contact info and the same format as the top of your resume (name, address, phone & email).

Title called "List of References" and then a numbered list of your references (including name, title, mailing address, telephone number & email address).

If the application doesn't specify how many references to include, use the info for the two people who wrote your letters of recommendation to get into the DC Program.

DO NOT include personal references (friends, family, or peers).

Consult the most recent edition of the ICC's Career Resources Manual as an example.

LETTERS OF

RECOMMENDATION &

TRANSCRIPTSYou can use the same letters and transcript(s) you

turned in as part of your application to the DC

Program.

If an application requires more than 2 letters of

recommendation, you should ask a faculty member/

supervisor as soon as possible. This should be

someone who can speak to your academic and/or

work performance.

RESOURCES

ICC Career Resources

Resumes

Resume Samples

Cover Letters

Sample Cover Letters

Creating an Employment Reference List

ICC Resume Webshop

http://iccweb.ucdavis.edu/webshops/resume/resume.htm