Writing a CV and covering letter

Writing a CV and covering letter
Use the on-line CV Guide written for University of York students at https://vle.york.ac.uk/
Note: The CV Guide and this information sheet refer to the UK. In other countries there may be some
differences in what you should include. Use www.york.ac.uk/careers/worldlinks to look for information
about applying for and obtaining work in other countries.
What is a CV?
A document which:
 Markets you to a specific job with a specific employer to ensure you gain an interview
 Is tailored and targeted to the specific vacancy
 Details your experiences and skills relevant to the job – always give evidence of where you have
used/acquired skills
 Is always sent with a covering letter (unless asked not to do so!). May be requested in addition to
an application form
 Is usually on two sides (except for academic CVs - see below) or unless one page is requested.
You may wish to ask the employer about the length of the CV they prefer
 Uses font 10-12 with clear type face. (Paper versions should be on good white paper)
 Is well laid out, using a simple format. Avoid complex formatting (if the employer has a different
version of word, it can alter your formatting)
 Avoids long sentences and paragraphs; consider bullet points, e.g. Demonstrated communication
skills through…
 Uses correct grammar, punctuation and spelling
 For on-line applications, is sent with the covering letter as an attachment in Word or as PDFs.
Look for the employer’s instructions, but you could send one attachment of a covering letter
followed by the CV. Alternatively, the covering letter could form the body of the email.
Preparing and tailoring your CV
 Research the organisation and the job role carefully. You may wish to contact the employer to
ask about the type of CV they are looking for
 Think about why the job and the employer appeal to you so that you can show your enthusiasm
 Use the person specification/job description and any additional information from the website and
then consider how you can demonstrate that you have the required experiences and skills.
Writing your CV more detail can be found in the CV Guide https://vle.york.ac.uk/
Content
What you could include: Remember that your CV is individual to you, your experiences and your
career aspirations. Therefore, you should create headings /sections and use titles which best present
your experiences in relation to the job/ further study applied for. Think about the order in which you
present information. It is likely most employers will be interested in your education and relevant
experience. Try to present these on the first page.
The following might be included, but you can choose your own headings, used in an order which is
appropriate to you and the job for which you are applying.
Personal details
Achievements
Career objective/Personal profile
Skills
Education/qualifications
Employment history
Voluntary work
Other activities
Work experience
References
Positions of responsibility
Include your personal details on the front page at the top: name, address, phone number, e-mail
(choose one which is appropriate and professional), nationality (optional – depending upon the job or
your own situation; you might want to include your visa status).
Not needed: The heading Curriculum Vitae or CV – your name is sufficient. Discrimination laws make
date of birth, gender, marital status or photo unnecessary.
Personal profile/career objective: 3-4 lines summarising your main selling points for the job which you
are targeting. This section is optional as similar information may be included in your covering letter, e.g.
A final year History student with relevant experience gained at an independent production company and
through wide ranging involvement with The University of York award winning student media.
Education/qualifications:
Dates, institution, title of qualification and grades/expected grades should be included in reverse
chronological order. Include A levels and grades (or other pre-university qualifications), but a list of
specific GCSE subjects or equivalents is not needed. You might just say GCSEs 6As and 4Bs. Mention
English or Maths if specifically asked for in the Person Specification. Consider how much detail of your
current/previous courses to give. Your choice will be influenced by the job/course to which you are
applying.
• Subject knowledge? (modules, projects, dissertation, technical skills – e.g. IT; lab skills; research
skills; statistical skills)
• Transferable/general employability skills? (analytical, team work, problem solving etc.)
• Pre-university qualifications – keep these brief and consider their relevance
• Non-UK – describe qualification as achieved e.g. International Baccalaureate 67.5%
Experience of work: paid & unpaid; placements/internships/work experience; full/part-time;
temporary/permanent. Again, present your experiences in reverse chronological order. You may choose
to separate voluntary work. Consider employment themes e.g. administrative; finance related; retail;
‘relevant’/‘other’; – this will be influenced by the job for which you are applying.
When writing about your experiences, you should be clear about the tasks in which you have been
involved and the skills which you have used or developed while performing these tasks.
A useful way to identify the skills you have gained from your experience might be to focus on one
experience/activity/job/voluntary work in which you are involved and break it down, using the CAR
approach explained below.
Context
Set the scene. What
was the situation?
What activity were you
involved in?
Action
What were your
duties/tasks/responsibilities?
What did you do?
Result
What skills did you use or
develop? What did you
learn from the experience?
What was the result of
your actions? Did you
meet targets/ What
feedback did you get?
Additional skills: You may include transferable skills, with your own examples to evidence these,
separately from the Education or Work Experience sections, or you may talk about skills such as
computer literacy, technical skills or languages.
Interests/extra- curricular activities/positions of responsibility etc.:
Give some detail about each of these experiences (including dates), again thinking about what you have
learned or the skills you have used, particularly those relevant for the job for which you are applying.
References: You may supply two names and contact details of referees. One should normally be an
academic referee and the second should ideally be a current or recent employer from paid or voluntary
work. Do not use family or friends. You may just write ‘References available on request’. (Remember to
ask permission before including referees’ names. If you have not given names, remember you may well
be asked for them, so be prepared!).
Special circumstances: if you are unsure how to present particular issues, e.g. disability/health/gaps in
your education or employment history, please look at the CV Guide https://vle.york.ac.uk/ (section:
Special Circumstances) or make an appointment at Careers to discuss your issues.
Layout
Use the format that works for you. It may be different for different types of jobs. For example, for a
graduate job, you may draw attention to the skills developed throughout your degree. For a part-time job
in a shop, you might underplay your university education and emphasise your previous retail experience
or voluntary activities with members of the public.
Different types of CV are explained below and examples given. You will find additional information and
examples in: the CV Guide https://vle.york.ac.uk/ (look in the CV formats section) or on
www.prospects.ac.uk/cvs.htm
1. Chronological: see example below, Lucy Diamond. For more examples see the CV Guide
https://vle.york.ac.uk
Chronological or conventional CVs are the most common amongst graduates. It outlines career
history in reverse chronological order. It will include not only a reference to the tasks involved in
each activity, but also the relevant skills/qualities/learning gained. Works well for students with
good all round mix of education, work experience and extra-curricular activities.
2. Skills-based: see example below, Daniel Jones. For more examples see the CV Guide
https://vle.york.ac.uk/
A CV which highlights your skills and abilities relevant to a specific job or career area. Make sure
you use the Person Specification for the job to identify these. This is particularly useful for career
changers or mature students or when you want to emphasise skills gained from a variety of
experiences. If you have a lot of experience or have had a series of similar jobs, using this format
might save you repeating yourself. Each skill which is vital for the job may become a different
heading.
3. One page CV: examples in the CV Guide https://vle.york.ac.uk/
Sometimes graduate employers will ask for your CV to be limited to one page (this is common in
investment banking), so it is important to carefully select the information you present, maintaining
a very targeted approach.
It may also be useful for part-time non-graduate jobs, highlighting only that you have the
necessary skills and experience for the specific role. For an example of a CV and covering letter
for part time work go to www.york.ac.uk/careers/infosheets Look under Job hunting/Applications
and CVs.
4. A CV for further study: examples in the CV Guide https://vle.york.ac.uk/
For academic study - give greater emphasis to your academic achievements; the relevant
modules from your undergraduate degree; perhaps your career aim.
For vocational courses – give particular attention to the skills you have developed which will
demonstrate your suitability for the career for which the course is preparing you.
5. Academic: Postgraduate students and researchers will find advice and examples of CVs for
academic positions and alternative careers on www.vitae.ac.uk/researchers/1270/Careers.html
or on www.jobs.ac.uk/careers-advice/cv-templates .
6. Creative CVs: see links to examples in the CV Guide https://vle.york.ac.uk/
A creative CV is an eye catching and unique document which showcases your creative abilities
not just through the record of your experiences and qualifications but by the way you present the
information.
A creative CV is NOT appropriate for all industries or roles. However, if done well, it can help you
stand out from the crowd in certain competitive creative sectors, particularly in design related
roles.
See the Creative CV Guide by Jan Cole in Careers for examples of a range of creative CVs
relating to Media, Fashion, Design, Animation and more.
Covering letter: see below for examples or use the examples in the CV Guide https://vle.york.ac.uk/
This should usually be included with a CV, unless it is otherwise indicated. Each covering letter should
be targeted to the company and position for which you are applying.
A covering letter would normally include reference to:
 the position for which you are applying (a company may be advertising for different roles) or if it is
a speculative application, make sure you are clear why you are sending your CV to them
 your motivation/enthusiasm for the employer and for the specific role – why are you interested in
working for that organisation in that type of work?
 the relevant knowledge, skills and experience you would bring with you to the position. It is an
opportunity to expand on specific points from your CV. Make sure you evidence the skills which
the organisation is looking for. You can evidence skills from a range of experiences – academic,
work-based, extra-curricular. Don’t be afraid to say: ‘As you can see from my CV...’
 any specific issues, e.g. gaps in work history, disability or health issues which you want to raise
 end on a positive note!
Lay the letter out as a formal letter and do not exceed one side of A4, (unless you have checked that it is
acceptable to do so) and write in paragraphs.
Address the letter to a named person if possible, and ensure you use the correct valediction (Yours
faithfully: if you do not have a named person to write to; Yours sincerely: if you do have a name).
Check grammar, punctuation and spelling carefully – employers may discard applications solely because
there are errors.
Please note: The websites listed here are not intended to represent a comprehensive list. Careers cannot be held
responsible for the content of external websites.
May 2013
LUCY DIAMOND
A conventional, chronological format.
Tailored for working in Marketing.
Address: 25, Badger Lane, Hedgetown, Sheffield, S15 2HB
Mobile Contact: 099887766 Email: lucy.diamond@gmail.com
EDUCATION
2009 – 2012 History BA (Hons), University of York (2:1)
 Developed high level of communication skills including written and spoken English; able to express
ideas and knowledge in essays and presentations.
 Confident working individually and in teams, in preparation for seminar work and essays.
 Prioritised and balanced workloads throughout the course, using exceptional organisational skills.
2007 – 2009 Thomas Rotherham College
 A Level: History (A), Psychology (A), French (B), General Studies (A)
 AS Level: Critical Thinking (B)
2002 – 2007 Ecclesfield School (Secondary)
 GCSEs: 6 A*s, 3 As, 1 B, 1 C.
COMMUNICATION AND MARKETING EXPERIENCE:
07/2012 (on-going) Marketing Volunteer, Sheffield Theatres, Sheffield
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Enthusiastic member of the Sheffield Theatres Volunteer Marketing programme .
Promotional activities involve distributing flyers and posters to specific bars, retailers and cafes in the
town centre to promote the theatre season. Requires high level of person-to-person communication
skills.
Excellent experience of working in an office team environment, dealing with data entry and mail outs.
Good time management skills required to meet targets for flyer distribution.
Flexible approach to supporting the department whenever and in whatever capacity was needed.
Developed a strong passion for promoting theatre-going amongst the people of Sheffield.
11/10 –07/12 Features Writer, The Yorker (www.theyorker.co.uk), The University of York – a
student-run online newspaper, updated daily with news, features, comments, blogs and podcasts.
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Actively sought a fashion writing position within the Lifestyle section of paper. Attended section
meetings regularly and discussed new ideas for articles with the Lifestyle editor and fellow writers.
Contributed fortnightly to ‘The Look’ fashion column. Researched and wrote articles which discussed
trends and style tips in an informative, entertaining way, aimed at a student-based audience.
Experienced using an online editing office to upload articles and accompanying photos.
Proud to have been part of an innovative team who were dedicated to the shift from paper-based to
online journalism.
09/2010 (1 week and returning on several occasions) Journalism work experience, The Press,
York
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Worked as part of the Features team under direction of the Chief Features writer.
Produced various articles which were published.
Demonstrated a proactive approach to work as well as an excellent level of written communication
skills and creative flair beyond employer’s expectation; resulted in being asked to return on a
freelance basis during university term time.
Produced a review of a Newton Falkner concert held in York and a feature about a unique local
catering company for their magazine Yorkshire Living. Successfully handled phone conversations
with the catering company’s owner to acquire information and comments for the feature. Excellent
oral communication skills were essential.
OTHER PROFESSIONAL EXPERIENCE
08/2010 –10/2010 Bar Staff, Tankersley Park Golf Club, Sheffield
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Motivated to secure this temporary role in order to fund a travelling adventure.
Provided bright, calm, accommodating and efficient service with front-of-house responsibility, often
working under pressure in a team.
Required to be extremely flexible in terms of working late, unsociable hours and also helping out in
the kitchen at busy times.
Successfully handled the responsibility of cashing up and recording takings at the end of evening
shifts as well as making sure the establishment was secure for closing.
08/2010–09/2011 Special Education and Life Skills worker, Central Manchester Activity Scheme. providing respite care 8 to 19 year olds with challenging behaviour and/or autism.
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Member of a team that supervised and cared for a group of approximately 15 to 20 children on a
daily basis under the leadership of the co-ordinator, working to ensure the safety and personal needs
of each individual were met.
Excellent interpersonal and communication skills required to relate to children from different social
backgrounds, of different ages and different emotional/behavioural levels.
Demonstrated a high level of patience and flexibility when dealing with difficult situations in public
spaces, such as tantrums and refusals to co-operate.
LANGUAGE SKILLS
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French –Proficient
Spanish – Basic
COMPUTER SKILLS
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GCSE ICT grade A*, Key Skills I.T Level 3 and ECDL (2005) qualification
Competent using MS Office packages, Internet and email
REFERENCES
Available on request
Daniel Jones
151 Any Road, York YO10 3AB
0789695949 abc123@ tiscali.co.uk
A Skills based CV which gives
evidence of the possession of
these skills from different
experiences
Personal Profile
A determined and enthusiastic Politics and Economics undergraduate, predicted to achieve 2:1, keen to
use knowledge and skills developed in work experience and voluntary roles to progress within a public
sector human resources role.
Skills
Communication and interpersonal
o Worked effectively in teams in both academic and work environments
o Experience in hospitality has developed effective listening skills to identify client’s specific needs,
in both luxury hotel and city centre bar
o Meeting and discussing student issues with academics as Board of Studies Representative
required the ability to articulate clearly and to negotiate
Working to deadlines and under pressure
o Late nights and early mornings required for preparations for book launch in hotel. Needed
appropriate power supplies, contingency plans and a professional approach to challenging
clients.
o Joint responsibility for the organisation of large scale fundraising events. Prioritised activities
effectively, especially during exam periods
Delivery of high quality work, taking responsibility for decisions
o Accountable to and representative for a large and diverse group of students as elected president
of the Mature Student Association.
o Objectivity, accuracy and consistency required as a Mystery Shopper
Planning & organisation
o Planned, budgeted and organised extensive, independent overseas expeditions, most recently to
China by train. Required adaptability and determination
o As an English teacher - designed lessons meticulously, ensuring appropriateness for all classes
o Fund raising activities required planning and marketing skills to maximise profits
o Effective time management and self- discipline has brought academic achievement while
working and holding positions of responsibility
Self- awareness to improve own performance
o Realised limitations while working for a small school with limited resources in Inner Mongolia.
Used on-line forums extensively to exchange ideas, advice and resources from overseas
o Developed Negotiation skills through pursuing additional course at university
Language skills
o Native English and Welsh speaker, also studying Mandarin.
o Basic knowledge of Greek and conversational level French
Computer skills
o Excel and Word used daily and Power point regularly
o Confident with publishing and photo-editing suites such as PhotoShop, Draw and Publisher
o Basic knowledge of HTML
Education
2009 -12
BA Politics and Economics University of York 2:1 expected
grade
o Developed an excellent understanding of political systems and the ability to interpret political
issues and events.
o Developed financial/business awareness from a global perspective
2004-8
Mayfield Comprehensive, Newtown
o A levels: Biology A; Physics A; Chemistry B
o GCSEs: 11 A* -B including English and Maths
Work Experience
10/2009 - present
Mystery shopper
GRG Research
o Undertaking research into customer service in a variety of retail establishments
10/2009 – present (vacs) Grand Hotel, Newtown
o Waiter – developing further customer service experience
o Events organiser – planning and delivering book launch event
08/2009- 10/2009
Barman Queen’s Head, Newtown
o Working in a team in a busy, pressurised environment
10/2008- 06/2009
Teacher of English, New World Language School, Mongolia
o Planning and delivering lessons to young learners, while adapting to a new culture and language
Positions of Responsibility
2010-11
Board of Studies Representative for academic department University of
York
o Liaison between academic staff and students; seeking and understanding student issues and
concerns; attending committee meetings; reporting back.
2010-11
President of Mature Students Association, University of York
o Chairing a committee working to further student interests, including planning and developing a
social programme.
2009-present
Fund raiser for Cancer Research
o Being creative with ideas and planning and organising student events
Interests
Travel – independent travel in vacations to China, USA and within Europe. Expanding my awareness of
different cultures
Judo – holder of Brown belt
Cooking - Keen on experimental cooking and trying new recipes from around the world.
References Available on request
First Example Cover Letter
ABC Chemicals,
Industry Road,
Reading
Berkshire
A Cover letter in response to an
advertised vacancy
Sarah Johnson
22 Any Street,
York,
YOXX 1XX
8th October 2013
Dear Sir/ Madam,
I am a final year Chemistry student at the University of York and I am writing to apply for the post of
Analytical Chemist within the area of Materials Characterisation, as advertised on the University of York
Careers website. I hope you find that my practical experience, chemical knowledge and acquired skills
qualify me for the opportunity to undertake this position within your company.
My interest is currently focused on analytical chemistry and this is reflected in the mini project I
completed with my supervisor over the summer. This unique opportunity allowed me to become a
competent user of a mass spectrometer through both training and independent learning. During this
project, I also developed my ability to plan and execute analytical experiments whilst gaining an insight
into how a research group functions on a daily basis. Further information regarding my mini project and
relevant skills are detailed in my CV.
Through both my degree and extracurricular activities, I have gained valuable skills and practical
experience that will enable me to positively contribute to a research group within your company.
Delivering presentations, conducting practical work and participating in team sports are all activities
where I have demonstrated my ability to work confidently in a team. In addition to this, I can also use my
initiative and self- motivation to work effectively and think strategically on my own. At university I always
excel in practical assessments, consistently achieving high marks in my work. My talent was recognised
by the department and I was awarded the Pharma-Web prize for the highest practical mark in Year 2.
This high class mark required me to conduct experiments accurately in the laboratory and to produce
comprehensive written discussions of my results. These are both fundamental skills that I will use
frequently in a research team.
Joining ABC Chemicals will allow me to combine my passion for both analytical chemistry and research,
whilst fulfilling my keen interest in learning and using new analytical techniques. If given the opportunity
to work within your company, I would be involved in the development of products that I am proud of
which would provide me with a great sense of job satisfaction. Following your recent triumph in the Dow
Jones Sustainability World Indexes and many other awards, I believe my strengths and skills can be
used within your company to drive research projects forward and achieve new goals; enabling your
success to continue.
The enclosed CV further illustrates my work experience, education and skills I have to offer. I look
forward to hearing from you.
Yours faithfully,
Sarah Johnson
Sarah Johnson
Second example
A cover letter for a summer
4 Marchfield Terrace
vacancy
Clifton
York
YO32 6DJ
Email: cs5001@york.ac.uk
Ms Rebecca Kerwin
Senior Curator
Scottish Museum of Fine Art
The Mound
Edinburgh
30th January 2013
Dear Ms Kerwin
Ref: Summer Placement 2013 Fine Art Collections
I am writing to apply for the position of summer placement student in your Fine Art (American)
Collections, as advertised in the Museums Journal, 24th January 2013. I am currently a third year student
studying History of Art at the University of York, due to graduate this year. I am seeking a summer
placement with a view to studying for a MA in Fine Art Preservation and Restoration and a long term
career in this field.
I am aware, having frequently visited the museum and having spoken with members of staff, that you
maintain the largest collection of fine art in Scotland exhibiting the works of masters such as Reubens,
Canaletto, Van Gogh, Gauguin and Monet. I was pleased to see that you intend to stage an exhibition of
Early American Art during the summer months as it is an area in which I am particularly interested
having studied modules in it during my degree and having been fortunate to visit similar exhibitions in
New York and London. I am keen to gain a deeper insight into the care and preservation of such
exhibits and am delighted to see that your placement programme includes a month in your restoration
department.
As you can see from my CV, I have a longstanding interest in this field developed not only at University
but also as a placement volunteer with Guy & Ritchie Fine Art Auctioneers last summer. This has given
me knowledge and insight both of the subject generally and of the commercial aspects of fine art
dealing. As the University’s Art Society Chair I have gained experience in teamwork, problem solving
and events management as well as excellent knowledge of cataloguing through my work in the
University library.
I believe that this placement would provide me with an excellent opportunity of further developing my
knowledge of fine art while gaining an insight into the commercial and public aspects of its display which
would be of great benefit in a future career in this field. I would be available for interview at any time and
look forward to hearing from you.
Yours sincerely
Fiona McCann
Fiona McCann