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Career Track Live SPECIAL
Hosted by Amy Joyce
Washington Post columnist
Tuesday, Oct. 23, 2001; 11 a.m. EDT/EST

Are you trying to get ahead or find the right niche? Then talk to Amy Joyce, Career Track columnist for The Washington Post.

Robbie Miller Kaplan is a career consultant with Vienna, Virginia-based Kaplan & Associates. She is a nationally recognized job search and resume expert and author of eight job search, resume, cover letter, and career books including Resume Shortcuts and Sure-Hire Resumes. Her latest book, "How to Say It In Your Job Search", provides job seekers with what they actually need to write and say at every point in the job search process.

On Tuesday, November 13th, Amy will be answering questions live on streaming video. Come talk to Amy and her host, Don Marshall.

The transcript follows below.

Editor's Note: Washingtonpost.com moderators retain editorial control over Live Online discussions and choose the most relevant questions for guests and hosts; guests and hosts can decline to answer questions.

Amy Joyce: Hello all. Happy Tuesday and welcome to Career Track Live. We have with us today the resume guru, Robbie Kaplan. It's a tenuous time, and writing the right resume and cover letter is uber important again. She is here for the next hour to answer all of your burning questions.

Suffolk, Va.: Hi Robbie, how important is it in this type of market to have a local address on your resume? I am not local and I do state in my resume that I am willing to move without assistance. Is that really crucial? Would it look bad if I put in a local address (my mom's) and local number but still put in my current employer who is obviously 3 hours away in Suffolk, VA?

Robbie Kaplan: I think it is really helpful to have a local address if you can. You can use your mom's address and her phone number (make sure there is an appropriate message!) and your phone number as well. Also state in your cover letter that you plan to relocate.

Amy Joyce: Robbie, how important are cover letters? And should job seekers send cover letters, even if they are sending an electronic resume?

Robbie Kaplan: Cover letters are very important. Think of the cover letter and resume as partners. Cover letters allow you to more clearly target your qualifications for the position you are applying for. If you are sending an electronic resume as part of the message of an email, you don't need a letter/message. If you are sending the resume as an attachment, you should include an electronic letter.

South Va.: Robbie, what are the key points employers are looking for in a cover letter? Grammar? Keywords (like Java, Sun, etc..)? How important is the cover letter in the application? The second question is how about a resume? Do employers look for keywords first then description of job?

Amy Joyce: Wow. That about covers all the questions for today. Robbie? What are the general guidelines here.

Robbie Kaplan: Resumes must clearly demonstrate that you have the qualifications that match the job requirements. Key words are certainly a part of that. Cover letters must be effectively and correctly written. That means grammatically correct, in business format, with appropriate choice and usage of words.

Somewhere in Va.: What are you thoughts about submitting resumes electronically, especially in a tight labor market. Is the medium still effective?

Robbie Kaplan: Submit resumes in compliance with application requirements. Employers are looking for scannable, electronic and traditional (paper) resumes. Identify which one they would like and any other application requirements. If you don't comply, you will knock yourself out of the running.

Herndon, Va.: Hello, All.

I was laid off from my job in telecom in late August. I'm afraid the outlook is going to be the same very soon again. I think I'm having trouble "selling myself". I have over 3 years experience in media and communications, from radio to the Internet.
Also, during these trying times, is it a good idea to just not be picky and focus on being employed more than having the career you want
right now.

Amy Joyce: Well, you have to get out there and see what opportunities are available. Yes, it is harder right now to find a job than in recent years, but it's not all complete doom and gloom. Look around, network, talk to family and friends, use your former co-workers and supervisors as contacts and references. There are jobs out there. You can decide what you need to do (job to pay the bills or happy career) as you find some of the opportunities. Robbie, insight?

Robbie Kaplan: Explore any opportunity and network. If you are truly stuck, try a volunteer opportunity to get you back in circulation. Access one of the volunteer banks that can match you up with an organization that can use your skills. You can use this experience on your resume and establish a new network. Good luck!

Washington, D.C.: Amy,

I couldn't view your Q&A session last week because of the video format -- I work in an office where the noise of watching a video would disturb others, and my home computer doesn't have the proper software. Count this as a plea for keeping the standard, non-video format!

Amy Joyce: Hey there. Totally off topic here, but I'd like to answer you. We're doing the video show just once a month (hey, we put the *multi* in multi-media), so you still can read text discussions three times a month. And I'm also on the message boards to answer questions. Thanks for checking in, though. It's good to know you care.

Robbie Kaplan: Hopefully the discussion today will help!

Toledo, OH: What advice would you give new college grads who are looking for careers in a city that hires a lot of people based on experience. How would you convince an employer to give you a chance?

Amy Joyce: First of all, know that many employers will ask for a few years of experience. Don't let that deter you from applying or trying for an interview. If you get an interview, they may like you for this particular job, or may have a slot for you elsewhere. Also, remember that you *have* experience. Internships, work study, group projects, volunteer work. That all counts as experience. Check in with your career counselors from your college to see if they have some advice and tips for you. Good luck. Robbie, have anything to add here? How can recent grads show they have experience on their resumes, even if that experience is not in the traditional workplace thus far?

Robbie Kaplan: Format internship and volunteer experiences like any other work experience. Persistence really pays for those entry-level jobs. If you aren't having luck, you might want to get additional internship experience.

Arlington, Va.: Hi--

I'm 2.5 years out of college, and am wondering if it's appropriate to still have a reference to a major high school accomplishment. Does that make me look too young? I have it on there to show my experience. Thanks!

Robbie Kaplan: You normally do not go back any further than college once you have graduated. But if the accomplishment is so extraordinary, you might consider using it. You'll have to make that decision.

Sylva, N.C.: Robbie- I have submitted resumes electronically by attaching a Word document. On a couple of occasions, it has not been received. What's the best way to ensure that my resume gets through?

Robbie Kaplan: Recruiters have told me that they prefer that you copy and paste your resume in the message section of an email. They may dozens of resumes and it is time consuming to download documents. The only time I would send a resume as an attachment is if the application requirements request this or you are requested to send it in that format.

Virginia: Robbie, a lot of employers sometimes have all 3 forms of submission you can choose from, email, fax and snail mail....which do employers prefer and which is the most effective?

Robbie Kaplan: Every employer is different! Choose the way that presents your credentials most effectively. Visual appearance is similar in a fax or snail mail copy but the fax will get there quicker.

Silver Spring, Md.: Hello Ms. Joyce and Ms. Kaplan --

Thank you for taking this time to share your expertise.

I've been laid off, and want to use this as an opportunity to shift the focus of my career from administration to strategic management and/or training. While I have some experience in each of those areas from my most recent and previous positions, those were not the main responsibilities. How can I best showcase my experience on paper in order to get the opportunity to interview for a position?

Robbie Kaplan: You might want to be a bit creative. I prefer using chronological formats because they are easier to read and understand. But, you can begin with a strong summary and include a short functional section as part of the summary. Use headings in those two areas and include maybe 2 bullet points that demonstrate your skills, strengths, and expertise.

Huntsville, Texas: What do employers look for when hiring entry level candidates--pertaining to the cover letter and resume?

Thanks

Robbie Kaplan: Employers are seeking applicants that have qualifications that match their job requirements. It is crucial that you research and identify what job requirements exist for the positions of greatest interest. Write and produce a resume that clearly demonstrates how you match those requirements. If your qualifications don't match the job requirements, work on acquiring the needed experience, skills, and training.

D.C. 20008: Good Morning,

I submitted my cover letter and resume to a company that is perfect for me. The great news is that I got an immediate response from the president, the bad news is that they are not hiring right now. The president told me to call him tomorrow morning even though there is no job opening. My question is: what can I gain from this and how do I go about presenting myself as a great potential employee? What do you think the agenda of the phone call will be and how can I prepare? I'm a little lost since there will not be a discussion about a specific job.

Thanks for your help!

Amy Joyce: That's really great that the president called. Wonderful, in fact. Just be prepared when you call tomorrow to ask smart questions, explain why you're interested in working there, and when they expect to be hiring again. Also, make sure to tell him that you hope to stay in touch as time goes on.

Robbie Kaplan: I would let them know you are very interested in the position (if you are) and would like to work for them. Ask them how to best keep in touch during this period. If you are really interested, continue to follow up with periodic short phone calls and a follow up letter.

Washington D.C.: I have a lot of experience and it's nearly impossible for me to keep my resume to one page. Is it true that employers won't read past the first page of a resume? If so, how do I remedy the fact that I have great experience but no way to let them know within the one page restriction?

Robbie Kaplan: Your resume can be one to two pages. If you have lots of experience, definitely use the two pages. Choose a font - either 10 point or 12 point that organizes the resume effectively and makes it easy to read.

Cambridge Mass.: I have sent my resume to a company for a job that I think I am perfect for. I have not heard from them and it has been over a week. Should I submit my resume again?

thank you!!

Robbie Kaplan: Give them a phone call. Follow up phone calls and letters are necessary during a job search.

Hole in the resume, D.C.: Hello, I was wondering, I am about to be laid off, and was wondering how to address the soon to be hole in my resume. When applying for jobs, is it ok to say that I currently consulting/ freelancing, so that it doesn't look like I am totally unemployed? I do plan on doing some freelance work, but don't have anything lined up yet.

Robbie Kaplan: It is so common to be laid off that I wouldn't worry that you have a hole. In stating your dates you can use the month and year to show that you left the position quite recently. You can also use consulting to fill the gap but wait until you have something to say or it will look like you are just filling the gap.

Arlington, Va. : Hi Robbie,

I have a question about cover letters. What is the importance of the cover letter, and do they really get read? Is a standard "form letter" cover letter sufficient, or should one write it from scratch and tailor it to the specific position?
Thanks for any input you have to offer.

Robbie Kaplan: I think cover letters are really important. They can truly differentiate you from the rest of the pack of job seekers. You can draft a basic letter and then tailor it for each job opening. Effective letters really capture an employer's attention and that is exactly what you want to do!

D.C.: I have a really hard time creating cover letters. A lot of it has to do with feeling like what I do is fairly rudimentary stuff. (I've been out of school for two years, and haven't yet accomplished anything prestigious.) Also, how do I go about not repeating my resume in the letter, and what exactly should I be saying, besides why I want the job?
Thanks!

Robbie Kaplan: How about why you are interested in the organization? Or what you have to offer and why they should be interested in you? I have a new book due out shortly - How to Say It in Your Job Search - and it has dozens of imaginative ways to prepare letters. Use examples to stimulate your own creativity so you can write a letter that captures your personality. Employers want to hire but they hear from so many applicants that they look for that sparkle that sets you apart. Use letters for just that. Good luck!

Amy Joyce: Robbie, should a job seeker ever state in the resume or cover letter that they were laid off?

Robbie Kaplan: I don't think it is ever appropriate to do that. Employers want to know what you can do for them. State that effectively and you've got a foot in the door.

Annapolis, Md.: I earned my bachelor's degree in Political Science three years ago, yet I've been working in the hospitality industry on various levels from Bartender to General Manager. What advice can you give me on how to land a job in law, government, or politics, etc. when my work experience differs from my educational background and interests?

Amy Joyce: Robbie, how does one show on their resume that they are perfect for a job that sounds so different from their previous positions?

Robbie Kaplan: You said it Amy - why are you perfect for the job? Does your educational background make you perfect? Do you have skills or expertise? If you can't answer yes than you'll need more training or experience and you'll have to figure out a way to get that. In this work environment, employers are not looking to hire experienced staff that needs to be trained.

Shooting myself in the foot?: Hi,
I really need advice on this one! I am finally in a position where I have a good chance at landing a job in my chosen field: drug policy reform. Jobs are very very hard to come by in this field. However, I also plan to be a teacher someday. My question is this: would a school district hire someone who worked to change our country's drug laws (namely, legalizing marijuana)? The name of the organization I applied to makes it very clear what issue they work on. Obviously I am not advocating that kids should use drugs, but I wonder if school districts would just pass over my application because of it. If I taught right after working in drug policy, I couldn't exactly leave it off my resume. But I also don't think I should have to give up what I am really passionate about because of what a school district -might- think of me someday. What should I do?
Thanks!

Robbie Kaplan: I think you need to do what is in your heart. If this job is exactly what you want, then go for it. If you are concerned about your next move, call a large school system and inquire on how this experience would impact your candidacy. Do your homework and make an informed decision.

Washington, D.C.: I am trying to gain experience in a new field and am therefore willing to do -anything- for an internship, volunteering, etc. But, I have a strong resume (despite being laid off) and I keep hearing that I am "over qualified." What can I do to show employers that I am willing to do whatever THEY need in exchange for experience??

Robbie Kaplan: Tell them just that. You are passionate about working in that field and would like more hands-on experience. Clearly communicate that you will work hard and make a contribution.

NEPA: Robbie & Amy,

This is a little off topic, but what about thank you notes? Should they be typed or hand written? Should they re-cap information from the cover letter?

Amy Joyce: I think it's a great question. Robbie?

Robbie Kaplan: Thank you letters are so important and can truly distinguish you if they are well written. They can be typed in business letter format or neatly written as a note. Re-cap by thanking them for taking the time to meet with you, how much you enjoyed the meeting, what you got out of it, and how interested you are in the job. You can also offer a little more information on how you think your qualifications match the job requirements.

Arlington, Va.: Hi Robbie!

What are some of the best ways to manage my resume at mid-career level? I want to make a career change, and realize that my resume should be more functional. I want to move from the D0D sector into more technical writing. I have an undergraduate degree in Communications. also, my graduate work has been mostly in Creative Writing and Communications. However, my work experience has ranged from retail to admin. Then, I acquired more Analyst type positions (especially Budget work). Do you think there is a way to wrap up all my experience into a nice resume for technical writing? Thank you, Anne

Robbie Kaplan: Hi Anne: You need to assess how your education, training, skills, and experience qualify you for the jobs you seek. Once you have this information, determine what is they best way to organize it and package you for the jobs you seek. There is no one all-purpose format that works for everyone. Each person is unique and needs to create a way to showcase their experience, strengths, and talents. You'll need to try different formats and determine if you have demonstrated - once again - how your credentials match job requirements. I keep going back to that point because you must demonstrate that or your resume and letters won't get your foot in the door.

Washington, D.C.: I'm applying to law school for next fall (after being in the work force for 3 years) and most of my applications require a resume. Can you give me any tips on how a resume for this purpose would differ from the norm?

Thanks

Robbie Kaplan: This type of resume differs in the sense that there are no job requirements. But that doesn't let you off the hook in researching and identifying what law schools are looking for in admitting students. Once you have that information, write and produce a resume that demonstrates why you are good candidate for law school.

help!: I have very strong transferable skills (writing and research), but have found myself in a number of industries over the years. How can I highlight my skills on the resume without calling attention to a variety of positions? I would think my experience shows that I am adaptable, but the feedback I get tells me employers are not focusing on what I think are my strengths!

Robbie Kaplan: A potential solution is to begin your resume with a longer qualifications summary that has functional areas for writing and researching. Include several bullets that describe specific experience and accomplishments in these areas. If you want to de-emphasize organizations, begin each work experience entry with your job title and dates and follow with the organization name on the next line.

Washington D.C.: Why are cover letters necessary? When I email my resume, I let the HR person know which position I am interested in and why I am qualified for the position. It just seems redundant to write the same thing once in the email I send and then again in the attached Word doc cover letter.

Robbie Kaplan: I guess the question is are you getting a good response? Are you getting interviews? Different strategies work for different folks and you need to do what is most comfortable for you - if it is working. If you are not getting a response, you need to try different strategies. Maybe sending all your resumes electronically is not the best strategy. Try sending some electronically and faxing some if that is an option. Use every technique you can to get your foot in the door.

Washington, D.C.: Is it ever correct to send a thank-you note for an interview over e-mail? A few times, I sent an immediate thank-you by e-mail, then dropped a formal one in the mail. But on another occasion, I had a telephone interview (an initial screening), and sent a note by e-mail but not hard copy. Was that incorrect?

Robbie Kaplan: In this quick touch society, you can send a thank you via email. Sending a second one on paper is fine too. Think how nice it is for you to get a thank you note. We all like to be appreciated.

Amy Joyce: That about does it for today. Thank you all for joining us, and thanks Robbie for sharing your great, timely wisdom. Have a good week, everyone. Next week, same time, same place.

Amy Joyce:

That wraps up today's show. Thanks to everyone who joined the discussion.

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