CV Making: Fundamental Paradigm

Curriculum – Vitae (C.V.)

Meaning:   'Curriculum Vitae’, is a Latin word which literally translates into 'The Story of Life'.

(Curriculum-Story or description; Vitae-life)

 Other two words which are frequently substituted for CV are 'Resume' and 'Bio-data'.

Resume – French origin- a recollection of the past at any given point of time which means that 'Resume' is a dynamic phenomenon, changing with change in time.

Bio-data – Meaning 'data of life' or 'information concerning one's life.

Note: Since all these three words mean, more or less, the same thing. I shall use the abbreviation "CV" for the sake of everyone's convenience, though professionally and technically speaking, the implied meanings differ under differing contexts.

Purpose of making a C.V.:

     It’s a document that gives detailed information regarding a person to anyone who wants it. It is obviously intended that the information contained in the document should leave a favorable impression on the reader. So, we could summarize the purpose of making a CV as 'conveying favourable information'.

     For the purpose of this book, we shall exclusively deal with professional CV that people send when they are applying for a job. But Resumes of all makes share one thing in common. They are made to impress the sunlight out of the reader!

Professional CV-The Orientation:

     A CV is the second interface between the employer and the candidate. A job advertisement is the first interface and the personal interview, the third. Both the parties scrutinize each other very careful at each of these interfaces, looking for every reason to reject or select. Since a CV is the first time an interviewer 'sees' the candidate, it is responsible for the first impression that the candidate can create on the interviewer's mind. As we know that the first impression can have a lasting effect, a CV greatly impacts our chances of selection in the subsequent process. And this is precisely why a CV assumes so much importance in our professional careers.

     In India, the abundance of trained and skilled manpower is common knowledge. The least job to applicant ratio one can expect for an entry level job is 1: 100 or more. As a result, the selection process in India becomes rather an elimination process; where the selector is looking for the slightest reason to reject an applicant at the earliest stages of the selection process in order to reduce his work load as soon as possible. CV provides the most convenient excuses to reject a candidate because:

·       It does not involve the pain or embarrassment of rejecting someone in person. It’s impersonal, so easy to dispose of.

·       It cuts down on time and expenditure to conduct the selection process. Less people, less time; less cost, less strain.

·       CV facilitates comparison among candidates because the forms of CV are almost similar but the content varies. The selector just has to identify one or two of the parameters for comparison and pick the candidate who has furnished better entries in that area.   

If you look at a CV from this angle, it is that clichéd make or break thing and since we can not exactly anticipate which of the parameters the selector is going to judge us upon, we are left with only one choice-make a flawless CV.

"Customization" Concept: To understand 'customization', let us first talk about the concept of 'Mass marketing’.

 When a company produces and sells a single product to a large number of buyers, it is called 'mass marketing'. In terms of Economics, it would be a 'seller's market', where the buyer is left with only two choices-to buy or not to buy. It is only possible when the company has monopoly over production with no competition. Enter a second company with a different product and now the customer has two choices-to buy 'A' or to buy 'B'. Both the products will be compared and customers would start differentiating the two products on the basis of his own likes and dislikes. When the field of competitors grows, the ‘differentiation’ becomes more acute and slowly, the market is transformed into a 'Buyer's market'. Now, the customer is the king and companies start fighting tough marketing and advertising wars to win customer attention and approval. Customer opinion dictates the product design and quality. The extreme opposite of the 'mass marketing' concept is 'customization' where products are tailor-made to the individual customer’s preferences. Every 'customized' product becomes highly differentiated because no two individual customers would have exactly similar demands and preference.

     Transfer this concept to 'Labour Market'. Organizations are the buyers and individuals are the product-cum-seller-in-one. As organizations become highly specialized and super sophisticated, the personnel specifications become increasingly well defined and differentiated. In other words companies are looking for highly 'differentiated' people, and the CV, which is fundamentally your personal marketing-cum-advertising tool, has to establish your uniqueness as well as general suitability.

'Customization' basically means that the CV will be prepared according to the target reader. You just cannot hope to succeed by 'mass mailing' a single CV format. Different jobs, different organizations and different fields would necessitate that CVs are prepared differently, too.

Smart marketing today means anticipating and identifying the customer needs so as to be able provide a product that fulfils most, if not all, needs.

Doing the 'need analysis' of the target reader:

     The personnel Assistants, who are entrusted with the task of sorting the acceptable CVs from the unacceptable ones, are probably receiving dozens, even hundreds of CVs every day. So, if they find the work tedious and the time inadequate, it is easily understandable. They are instructed to look for a 'match' between the personnel specification and the candidate's CV. they would want the relevant information upfront, preferably in the top half of the first sheet

CV should be as brief and to the point as possible to minimize reading time.

The information in the CV should be arranged in the order of ‘essentials' first, 'desirable', next, 'Unnecessary' out.

(Note – 'Essentials' & 'Desirables' are in the context of Personnel Specification.)

The CV is first 'seen' then 'read'. It should look impressive and attractive.

The CV should be easy to 'navigate' through. Highlighting and underlining key points, neatly arranged entries with plenty of white space make reading less strenuous.

As we now move on to the critical CV building phase, we would examine everything under the "Is-it-really-needed" scanner.

Paradigm of Value Addition:

What counts most in life is what we can do for others. Our importance is directly proportional to our capacity for making contributions to our family, organization, community and nation. This contribution and service is our value addition. Our sense of fulfillment in life is dependent upon being useful to other. This paradigm of value addition is necessary to sell ourselves in the labour market.

The more we can add value to an organization, greater will be the demand for us. The CV is tailor-made to emphasize how the candidate is going to add value to the workplace.

CV Building:

The two major aspects that we need to focus upon are;

·       Contents

·       Presentation

First of all, we are going to discuss the general points about presentation. Then we can use that acquired vocabulary to deal one by one with various contents of the CV and how best to present them. A CV is not a confession! Rather, it should present the applicant in the best light, emphasizing strengths and playing down weaknesses. Please never lie on a CV. That is a crime and you better be warned. That’s all not very fair just because everybody else does it. Moreover, good presentation can never compensate for poor contents and even excellent contents can be ruined by poor presentation.

A. Presentation:

·       Size and length

·       Style of presentation

·       Tabular form

·       Free-flowing essay form

·       Layout

·       Headings

·       Contents sequencing

·       Bulleting

·       Font sizes

·       Use of color

·       Highlighting: Bold, Italicized and Underlined

·       Language and tone

·       Stationary

·       Photograph

B. Contents (under following headings):

·       Title

·       Name

·       Address

·       Phone/Mobile details

·       E-main address

·       Summary Profile statement

·       Career Objective

·       Professional Qualification

·       Education

·       Training Experience

·       Summary of skills

·       Strengths and weaknesses

·       Linguistic Proficiency

·       List of publications

·       Activities

·       Professional Memberships

·       Continuing Education

·       Summary of Honors, Awards & Achievements

·       Interests and Hobbies

·       References

·       Personal Information

·       Signature

Note: The CV can be divided into two categories;

v CV of experienced people

v CV of fresher

Whichever content applies solely to experienced or fresher, the heading shall be marked as such. The general headings will be left unmarked.

A-Presentation:

Size & length:

·       Generally paper size of A4 is used.

·       Length shouldn’t increase beyond 2-3 pages for maximum impact.

Style of presentation:

Contents could be presented in two ways.

·       Tabular

·       Free-flowing essay form

E.g. Passed (10+2) of C.B.S.E. Board, in the year 2004, with 79% marks, awarded first division. Subjects included Physics, Chemistry, Masth & English.

Note: Tabular form is most suitable for multiple entries under the same heading containing elaborate data and information.

     Simple entries with minimal data and a certain type of headings (profile, objective, hobbies etc) are best represented in free-flowing essay form. The considerations for selecting one of these styles are always economy of space and completeness of all the relevant information.

Layout:

·       Leave at least 1" margin on all sides of the page. It acts like a built-in memo pad for the interviewer to make notes directly on the CV. Margins also provides a welcome border to the document.

·       Layout should be neat and logical, with enough white space to provide an uncluttered appearance. The most important contents that will make you a preferred candidate must appear on the top sheet.

Following are two samples of the layout for your reference. Styles keep on changing with time but crispness in presentation always helps.

Sample – 1

(To be provided)

CURRICULUM VITAE

ADDRESS:

Phone                :

Mobile               :

E-mail Address   :

Profile Summary:

Experience:                 

Education & Professional Qualification:

Training Exposure:

Honours, Awards & Achievements:

Skill Set:

Languages known:

Hobbies & Interests:

Personal Information:

Name:

Date of Birth:

Marital Status:   

Passport details:

Father's (Husband's/Name):

Occupation:

References:

Date:

Place:                                                                            Signature

                                                                                            (Rajeev Bhatia)

Area of Interest            :              Cabin Crew / (Ground Staff)

Career Objective	:	attaining excellence/top flight reputation in my chosen profession earning respect and recognition of the industry, contributing towards the advancement of my organization/industry/country
Qualification	:	B.Sc. Degree in Hotel & Hospitality Administration (Curriculum co-administered by National Council for Hotel Management, PUSA & I.G.N.O.U. New Delhi) 2003&06.
Experience	:	Industrial Training Vocational Training/Vacation part-time job ODC
Skill-set	:	Food & Beverage service skills, computer application (word, excel, PowerPoint, internet etc.) Typing, communication (verbal, written, telephonic), inter-personal, supervisory.
Activities	:	Organized functions and events. Participated in social work Participated in chef-com, contest, quizzes etc.
Interests	:	Training, physical fitness, Personal grooming, meditation interacting with people, driving, socializing, reading, palmistry
Language	:	English, Hindi & (local languages)
Personal Details	:
D.O.B.	:	November 2, 1991
Height	:	176 cm.
Weight	:	63 kg.
Eye-sight	:	6/6 LHS 6/6 RHS
Complexion	:	Clear/Whitish/Dark
Father's Name	:
Occupation	:	Ex-Service Personnel, (Retd.) Govt. Servant, Teacher, Businessman, Army officer, Officer in the Armed Force.
Awards & Achievement	:	Highlight professional/Academic achievements first
	:	Social recognitions next (Class rep, team captain, prefect, head boy etc.)
	:	Physical & Sports achievements.
References	:	1. Of the teacher/Principal who really knows you well,  2. Some eminent personality of your local area
Date	:	November 18,2011
Place	:	IHM, Hajipur                  Signature
		(Name )

Tips on CV making:   

·       Relatives cannot be named as references.

·       Use minimum words for maximum impact.

·       Ensure a CV free of typos & punctuation errors.

·       Only signature in ink, rest all typed.

·       For multiple entries under a single heading, use chronological sequencing   i.e. latest first

·       Achievements etc should only be from class 10th onwards. Focus more on college than on the school.

·       Your hobby is an indicator of your personality.

·       Do not share your CV with everyone (to prevent idea theft or data leakage.)

Headings:

·       The most important headings (that are relevant to the job and organization applied for/come first

·       Supporting information and data come next.

·       Heading should be highlighted (Bold, Italicized or underlined)

·       In headings, all words may be with a capital letter, except hyphenated ones like Extra-curricular Activities.

·       It isn't desirable to use all capital letters for headings. We are accustomed to reading words more in small letters and 'ALL CAPS’ may be a little irritating for the reader. They also make words look unnecessarily large.

Content sequencing:

·       For headings with multiple entries, chronologically (according to time) latest or most recent entries come first and the oldest or earliest entry, last

·       For multiple entries under headings (where chronological order is not a consideration e.g. activities, hobbies etc) the most relevant, impressive and interesting entries are to be shown first.

Bulleting:

·       When 'free flowing essay form' is used to present the contents, multiple entries may be shown separately using a bullet at the beginning of each new sentence.

·       Use a single type of bullet through-out the CV. Using the many verities would look artistic but definitely give an unprofessional look to a serious, solemn document.

·       Use simple types. Very exaggerated bullets may appear to be childish.

·       "Shadowed' bullet are more prominent looking than "white space within" bullets.

Font sizes:

·       Name – largest font in the CV (16-22)

·       Headings – size 12-14 (highlighted, though)

·       Other texts – size 12-13 (depending on the length of CV)

(Note – Font sizes are as per the specification in MS Word)

Use of colors:

·       Use a different color for –email address.

·       Other texts are all in black.

·       A very colorful CV would only work where the nature of work is on the artistic side e.g. advertising agency. Still, keep the use of color s on the conservative side.

·       The option of using multiple/dual color in the CV would depend upon the type of printer being used.

Highlighting: (B)-Bold (U) - Underline (I)-Italicized.

·       All headings must be highlighted.

·       When using free-flowing essay style, the key words or phrases in the sentence must be highlighted for ease of reading and quicker 'navigation' through the CV.

E.g. Worked for 8 year in the BPO industry, as Team leader, from 1996-2004

Note- There are colored highlighting markers available in the market. However their use should be avoided as the effect may not be all that neat and clean.

Language & Tone:

·       Formal and serious language may only be used. No slangs or colloquialism, please.

·       Avoid using abbreviations that may potentially be misunderstood.

·       So far as possible, keep jargons out of your CV, except, for presenting highly specialized, technical information.

·       Active voice should be preferred over passive voice

o   e.g. "Awarded second prize in the productivity Enhancement Scheme" (Passive voice)

o   "Won second prize for the productivity Enhancement Scheme". (active voice)

·       Use of personal pronoun 'I' is not required. It unnecessarily eats up valuable space and sounds very redundant when used repetitively.

·       Use 'simple past tense' for past activities (did, had, worked)

·       Use present continuous tense for ongoing activities.

o   (Doing, working, pursuing).

·       The tone of CV would be serious, 'no-nonsense' and 'matter-of-fact' type. Using overly flowery or ornamental language is not recommended.

Stationary:

·       Use best quality white, bond paper. Do not experiment with the color of the paper.

·       Quality of the paper reveals the degree of esteem you hold the employer in. Give respect to gain respect.

·       Sending smudgy photo-copies of the CV is simply out of question. Send original copies every time.

Printing:

The following options are available

·       Typewriter (Manual) – Old-fashioned not recommended

·       Electronic Typewriter – Good quality print but any editing later is not possible because it cannot store any data. It does not permit multiple copies either.

·       Dot-matrix printer- not recommended for CV

·       Laser Printer – Excellent quality.

·       Inkjet Printer – Multiple color options available but the print gets dissolved by water.

Unless asked for, handwritten CV should never be sent.

Photograph:

Without going on to the debate of the advisability of attaching a photograph to the CV, let us focus on the correct presentation techniques.

·       A photograph is the first thing that the reader sees. It had better be good.

·       Wear formal attire and dress meticulously. No sloppy wrinkles and tilted neckties.

·       Bust (passport size) photographs may be either face on or profile (sideways)

·       Full length photograph look better in a side way pose.

·       Too much oil in the hair may give a 'shine' in the photograph.

·       The background of the photo should be white or light shaded.

·       In professional photos, forehead should be kept free of any 'unruly' locks or strands of hair.

·       Hair covering ears is not recommended.

·       Jewellery for women should be minimized.

·       A slight hint of smile 'adds value' to the photograph. Do not grin.

·       Look straight into the camera. No squinting.

·       Get 2-3 photographs done and use the best looking one.

·       Choice of the color of your apparels would depend on your skin color. Dark for light skin and light for dark complexion.

·       It’s worth investing a little extra to employ the services of an expert photographer rather than going to the 'studio' next door.

·       Photograph should be pasted using fevistick. Do not staple or use messy liquid glue.

·       Clothes for the photograph should be on the conservative side. No need to make a fashion statement.

B. Contents:

Title:

·       The titles 'Resume' & ‘Curriculum Vitae’ are contemporary and modern sounding. 'Bio-data' is rather out-dated.

·       There is also a trend towards giving no title at all.

Name:

·       There are three positions for placing the name: centre, pulled to the left or pulled to the right just beneath the photograph.

·       The name should look most prominent.

·       Do not use all 'capital letters' in writing the name for reasons already discussed under the section "Headings"

·       The American style of writing names officially has become quite popular

·       E.g. Robert D. Forest, George W. Bush, Thomas R. Jefferson (The middle name has been abbreviated).

·       Otherwise, write your complete name. First name should never be abbreviated.

Address:

·       Provide one address where you are sure of receiving it and receiving it promptly.

·       Indicate a 'landmark' for easily locating your address, should the mail arrive through a courier agency.

·       Do remember to provide PIN code.

·       The tradition of providing 'Present' as well as 'Permanent' address is being replaced. E-mail has surpassed the geographical limitations.

Phone/Mobile details:

·       Provide only personal numbers.

·       Office numbers should be listed only it the privacy can be maintained in using it.

E-mail address:

It is a very eloquent piece of information. Not only does it denote a person "in sync" with modern technology, your choice of e-mail address also reveals a lot about the kind of person you really are. 

·       Choose a simple and short id.

·       Uses of any kinds of slang’s are forbidden in a formal document.

·       Do not use too many 'symbols' or 'non-serious' words.

·       Best e-mail addresses simply carry the name of the user and the domain.

Summary Profile Statement:

·       Statement of self-description and it should be written using 'I'.

·       The description should prove that you are 'in tune' with the needs and demands of the job and the organization.

·       It should be attractive to read. Choice of words is crucial.

·       Avoid high-sounding grandiose statements, especially ones that cannot be proved or easily understood.

·       Specially recommended for experienced job seekers to use it as a succinct sales pitch.

Career Objective:

In the chapter on Career Planning for Hospitality Industry, we have discussed what people look for in a career. We have also discussed Abraham Maslow's Hierarchy of Needs. These should help you to identity your own short-term and long-term career needs.

·       Make an attractive statement (avoiding grandiosity) choosing simple, effective words.

·       A well-thought career objective tells the employer that you know what you want from a career. Sensible and realistic expectations are the hallmark of a mature, serious candidate.

·       Highly recommended for recent graduates to use it to convey their realistic expectations and plans for the future.

Work Experience:

·       List your jobs in reverse chronological order i.e. latest first

·       Be extra careful in getting the word spellings right.

·       Any kind of gaps or break in service period would invite doubts and questions in the selector's mind. Be prepared to explain away such irregularities in your CV

·       Make sure your explanation does not involve putting down the previous organization or disparage your superiors. It reflects poorly on your own attitude.

·       Any organization that we ever work for provides us our bread and butter for that period. Gratefulness is always appreciated because it’s so scarce these days.

·       Be truthful in filling out the details. Honesty is easier than a cover-up job.

·       Do not list accomplishment that cannot be proved.

·       Quote the exact salary, whether gross or net.

·       List the skills and knowledge that would be of value to the organization you are applying to. Relevance to the new employer is the common criteria for all entries in the CV

·       Do not talk about reasons for leaving at this stage as the new employer may be touchy about some of them and reject you too soon.

·       Salary negotiations and reasons for leaving are best done at the end of the interview.

Professional Qualification:

·       An additional column may be inserted for "Achievements".

·       Listing your marks or grades is advised only if they are good.

·       Achievements and Marks are two 'qualitative' columns that separate the good from average. There are no short-cuts in life, indeed.

·       People who fail and repeat a year or two will find it hard to convince the interviewers, it they aren't better "qualitatively". Your performance in the Institute is indicative of your performance at the work place. This applies especially in the case of fresher’s.

An additional column may be inserted for significant "Achievements".

Education:

·       Selectors may like to analyze, from the two headings of Professional Qualification and Education, whether the candidate's performance has improved, been consistent or declined with age. It would show whether you are a good learner or not.

·       All the points discussed under "Professional Qualification" are applicable here as well.

Training Experience:

·       Only training that will be of some value to the new employer should be listed.

·       Attainments and achievements part will make a qualitative difference. It would also reveal if you really understood the purpose of the training and learnt what was really important or useful.

·       Listings of entries should be done in the reverse chronological order or in the order of relative importance of each training program. The ones likely to be the most useful to the new employer should be listed first.

·       Do not think of training as an achievement unless it involves passing through a test or examination.

Summary of skills:

Skills can be classified into three categories.

·       Technical/Manual skills – e.g. typing, cooking, programming, designing etc.

·       Inter-personal or People skills- Ability to get along and effectively deal with colleagues, superiors and subordinates.

·       Conceptual skills- the capacity to understand concepts and ideas, generating new ones and using them effectively.

The three types of skills and their respective importance for the three broad levels of the organizational hierarchy viz. Entry level, Middle level and Senior Management level are depicted below.

Senior Management               Tech: People: Concept

Middle Management               Tech: People: Concept

Entry level (Fresher’s)            Tech: People: Concept

Note: The font size denotes the relative importance. All three levels, however, require and practice and three skills to varying degrees.

     The three types of skills can be re-classified as two broad categories.

Hard skills- Technical/Manual

Soft skills- People & concept

On the basis of the foregoing explanation, the following points can be made regarding the contents under Summary of skills heading.

·       Fresher should emphasize more on their hard skills.

·       People & Inter-personal skills remain important at all three levels.

·       For all soft skills listing, the applicant may be asked to substantiate/prove them with examples or incidents during interview.

·       Hard skills make an immediate impact on the reader. Soft skills are always open to doubts. List the hard skills first.

·       Skills relevant to the job position should come first.

·       Avoid grandiose terms.

·       If skills can be quantified it is better, e.g. typing speed in terms of words per minute.

Strengths & Weaknesses:

 (Deals with personal qualities and attributes)

·       Weaknesses listed shouldn't be so grave so as to jeopardize your chances of selection. Often, weaknesses that are actually strengths in disguise are listed.

·       For all listings under strengths, be prepared to answer; how can you say that?

Linguistic Proficiency (or Languages known):

This entry assumes importance when the organization has a multi-lingual clientele or environment at the work place is multi-cultural.

·       Knowledge of foreign language facilitates international postings.

·       English is the most important, language in the world today.

List of publications: (e.g. Books, Articles, Research Papers etc).

·       If the nature of work is academic, mention all relevant publication in the top half of the first sheet publications for academic posts.

·       Popular articles for positions needing communicating to a general audience.

·       Research papers that can be of value to the organization only should be listed.

Note: Publications are an indication of the applicant's concept skills which implies that the candidate has the potential to rise high in the organization.

Activities:

It includes extra and co-curricular activities, voluntary and social work, artistic and cultural pursuits etc.

Vital for fresher; highlight activities that can be related to the work.

No activities listed in the CV would mean a dull, indifferent and socially unskilled personality.

Activities could have a physical, social and an intellectual orientation. List intellectually oriented activities first, then social and finally; physical.

Where nature of work is physically strenuous, highlight activities that would prove your fitness.

Activities are a definite indicator of the person's social intelligence and skills.

Note: Co-curricular activities are related to the main area. Extra-curricular are beyond the major activity.

 For example, a student of engineering who participates in a Scientific Models Exhibition is participating in a co-curricular activity. If he performs in a drama on the college Annual Day then that would be extra-curricular.

Professional Memberships:

There are certain professions where membership of a "Guild" or "Associations” could be either mandatory or advantageous. Obviously in that case, the candidate will have to acquire the membership and mention it in his CV.

Even otherwise considering the importance and influence of "networking" in the success of professionals today, it would be very helpful to acquire membership to various professional guilds and associations.

Continuing Education:

·       Mention them only if it will improve your performance and productivity in the position you are going to work on.

·       If the continuing education could possibly lead to switch-over to another profession or organization, it is better not to reveal it because then your prospective employer would have a reason to believe that you wouldn't be loyal or committed to the company.

·       Nevertheless, continuing education column is an indicator of the applicant's drive to succeed.

Summary of Honours, Awards & Achievements:

Throughout this blog, I have maintained that the logic which recruiters use during evaluation of a prospective employee is "Past performance is a pointer to future performance". Today, organizations find themselves in a very competitive environment where the margin for error is almost zero. Naturally, they would want candidates who are close to perfect and who wouldn't eat up company's valuable resource in a long-drawn training program. It is against this backdrop that we would discuss about entries under this heading.

·       Past successes are forerunners of future laurels.

·       It is one section where degree of relatedness between the past and future field is not as important as the achievement itself. It’s a confirmation of winning attributes because achievements speak louder than words.

·       List the entries in the reverse Chronological order. Alternatively, the ones most relevant to the position applied for should appear first.

·       Use of 'Active' voice should be preferred over 'Passive' voice.

·       Whatever the motivational experts may say but merely participating in a contest is not important. Winning is.

·       If you cannot prove an entry, do not put it in your CV.

Interests & Hobbies:

It is one of the most underrated headings because people think it’s inconsequential. Many people even shy away from naming a hobby because they are unsure about the related information.

Interests reveal your inner personality like nothing else does. For example, if your hobby can be pursued alone. It would indicate your preference for working alone and it your hobby involves interaction with other people; it would show your suitability for jobs needing team work and team spirit. Another example, if your hobby involves you in merely observing an activity you are a passive personality, not really suitable for work of dynamic nature needing leadership and initiative. If your hobby makes you get involved in action yourself, you possess an active personality. There is virtually no end to these interpretations.

·       Based on your analysis of the position you have applied for, list hobbies that makes you a "match".

·       Hobbies involving politics and religion should be avoided.

·       Hobbies that reveal some kind of mental oddity should be avoided.

·       Extreme hobbies or hobbies related to impulsive behaviour should not be listed.

·       If you hobbies 'add value' to your performance at the workplace, they are best.

·       No hobbies mean a dull personality and poor time management skills.

References:

·       Your college professor and your former boss, who have seen you perform over a period of time, from very close quarters, are the best references.

·       Do not use a reference as a pressure exerting technique.

·       Do not use the names of well placed, famous or influential relatives.

·       Seek the permission of your reference before putting their names in your CV

·       Provide complete address and contact details of your reference so that the companies can contact them for verification.

·       Furnish them with a copy of your CV.

·       References from the related fields or industry are effective.

·       Unless specifically asked for, it is usual not to provide references. It is quite all right to mention "References shall be given, if necessary".

·       Political or religious referees send all the wrong signals.

Personal Information:

Date of Birth

·       There are two ways you can present it

·       January 19, 1981 or 19th January, 1991

·       Simply: 19-10-1981

·       Quote the D.O.B. that’s on the legally valid document. In India, it’s the one mentioned on your 10th class certificate.

s

Nationality

·       Do not provide it unless specifically asked.

·       Its relevant only for international job application.

Sex/ Gender

Absolutely no need to mention it in the CV. In fact, a company could be sued for indulging in "discriminatory practices" if it demands information like sex, caste, race or religion.

Religion

Not needed unless the nature of work is religiously sensitive

Marital Status:

·       Unmarried people should mention "Unmarried" against it.

·       Single could imply a divorcee or a widower.

Father's/Husband's Name:

·       Married women use their husband's name.

·       Provide the full, legal name. Also mention titles, if any.

Fathers/Husband's Occupation:

If it somehow does not strengthen your suitability, do not mention it.

Passport Details:

Only relevant for international appointments, but having a passport is showing good preparedness.

Physical Statistics & Health Information:

Unless specifically asked for any particular information, do not mention it.

Such details are usually asked for in company designed "Application Forms".

Signature:

In my opinion, it’s a personal guarantee of the applicant that he is responsible for the truthfulness and accuracy of the information provided. Previously, there was a tradition of writing acknowledgement where the applicant actually claimed that the information provided is true. The signature sealed it.

Some Important Issues about CV

·       Storage & Retrieval of CV

·       Enclosures alongside a CV

·       Online CV

·       Quoting expected salary

·       Withholding, misrepresenting or falsifying information

·       Common errors committed while building a CV

·       Cover letter

Storage & Retrieval of your CV:

·       For the convenience in storage and editing, computers are the best option and that is a factor why typewriters are gradually becoming obsolete.

·       For temporary storage, floppy is an option but they are not very reliable, especially for a long term.

·       A CD has more storage capacity and more reliable, too.

·       Scanned photograph should also be stored in case you have to forward your CV through e-mail at a short notice.

·       The candidate should always carry a few hard copies of the attested CV as well as the photograph, in case of emergencies such as power failure or computer breakdown.

Enclosures alongside a CV:

·       Enclosures to a CV (i.e. attached to CV) are the cover letter and copies of certificates/ testimonials etc.

·       The cover letter is attached on top and all other documents are put behind the CV.

·       The list of enclosures is mentioned on the cover letter (see the sample cover letters).

On-line CV:

·       There are a number of web-sites on the internet which allow free listing of the candidate's CV in a pre-formatted design. The employers are charged for browsing these web-sites.

·       These websites also send 'Job Alerts' through e-mails and SMS on the mobiles when there are job listings that match a candidate’s profile.

·       Beware of frauds on internet where the fraudsters send an e-mail, demanding some kind of registration money in lieu of promises of confirmed jobs. This is especially true for international postings. Unless you are very sure of the credibility of a company, never send money upfront.

·       Keep regularly updating your CV posted on the internet.

Quoting expected salary:

·       There is always a risk of over-pricing or under-pricing yourself so never quote expected salary on your CV.

·       If you have been asked to quote a figure, then deal with it in your cover Letter. Quote a broad range that you reckon would be at least 10% higher than your present salary.

·       Indicate your willingness to be flexible so that you keep all your options open.

Withholding, misrepresenting or falsifying information:

Please don't. Sooner or later you'll be found out and then it will be worse than being rejected initially.

Common errors in making a CV:

·       Typographical errors in alignment, margins, symbols, highlighting, tables spacing, sequencing etc may indicate sloppiness.

·       Misspelled words (though word processor has an in-built spell check mechanism) is unpardonable.

·       Grammatical errors are quite common in India (especially in the use of past tense).

o   e.g.  "Did-worked ------", Have work ----------

·       Punctuation errors (in the use of symbols , . ; ) and this is the most common of all.

 The use of punctuation marks is dealt with in the chapter on "Communication".

·       Too many information, even the insignificant ones, are included.

·       Using far too many words (as opposed to precision wording) and it is called clutter in advertising parlance. White spaces in CV provide welcome relief to the reader.

·       Using "heavy" words and flowery language without their complete understanding

·       Copying unthinkingly from other people's CV and then not being able to explain things during interviews.

·       Using poor quality printing and stationery

·       Sending photocopies that are never impressive

·       Pasting a photograph in informal clothes or casual postures

·       Exaggerating the achievements or submitting false ones

·       Giving political references

·       Not giving all the information asked for in the advertisement

·       Listing hobbies that show extremist, deviant or eccentric tendencies (Even hobbies that reveal a lonesome personality aren't considered healthy from an organization’s point of view)

·       Too much experimenting with the CV format, fonts, colours and symbols (that distracts the reader's attention). Remember, most of the people have a limited interest and tolerance for novelty.

Cover letter:

·       Usually, a cover letter must accompany the CV.

·       Cover letter should be polite, brief and well worded.

·       It must have a subject heading as a time saving device.

·       It should emphasize on the applicant’s qualification, and experience that are relevant to the job.

·       The language shouldn't be servile or obsequious.

·       The name address and designation of the recipient should be accurate.

·       Cover letter shouldn't be more than 2-3 paragraphs.

·       Keep adjectives to the minimum as they aren't very effective (because people wouldn't really believe that you actually mean them) and simply eat up valuable space.

·       Keep the tone of the letter formal and deferential.

·       Anything important may be highlighted.

·       Signature is a must.

·       Send top copies always. No "fill-in-the address" general format for all employers. Nothing handwritten except signature

·       Customize the letter to the requirements of the organization.

·       Send handwritten cover letter only it asked for.

·       The envelope for sending the CV and cover letter should be of the top quality, with waterproof underlining and A-4 size. The documents shouldn't be folded as the crease spoils the appearance.

·       Address on the envelope should be typed.

·       A reference must be provided on top of the envelope. e.g. "Application for the position of shift In-charge"

·       Any codes (if required by the employer) should also me mentioned and highlighted.

·       Do not forget to provide your own contact details.

Sample 1, cover letter

February 23, 2012

Mr. Jatin Paranjpe

The Personnel Manager

Minerva Trading Corporation

Ballard House, 16th street

Bandra (West)

Mumbai-

Sub: - Employment Application- Senior Accounts Officer

Sir,

     I am forwarding my CV for the job position mentioned above, in response to your advertisement in "Hindustan Times" (issue dated February 22, 2005). I possess a Master's Degree in Commerce, in addition to a diploma in "Cost Accountancy". Presently, I am engaged as the "Cost Controller" of M/s Urban Housing Infrastructure Pvt. Ltd, since last 3 years.

     I believe that a shift to your esteemed organization in the capacity of Sr. Accounts Officer would be a beneficial career move and I shall be able to make substantial contribution in my new role. I, therefore, request you to give me an opportunity to present myself at an interview.

     Please let me know it I need to provide any further information or material in this regard.

     I shall be waiting to hear from you at your earliest convenience.

Thanking you for your most valuable time and attention.

     With best regards,

Yours Sincerely,

(Sign)

Pranjal Desai.

Enclosed:-

1.     CV with photograph

2.     Copy of Appointment Letter, M/s Urban H. I. C. Ltd.

Sample 2 Cover Letter

15th February, 2011

Mr. Rattan Bhojwani

Chief Co-coordinator

Xyz Consultants

Laxminarayan Towers, 4th Floor

Bhikaji Cama Place

New Delhi.

Sub: - Listing of CV for placement in B.P.O. Industry.

Sir,

     I am a B.A. final year student and I shall be graduating by May, 2012. I wish to continue my further studies without being a burden on my parents and so, I am looking for a part/full time job in a call centre. I would be very grateful if you could include my enclosed CV in your database and help me find a suitable placement at the earliest.

     I possess excellent written and verbal communication skills in English as well as Hindi. I am confident that I do have the temperament to handle the pressures associated with a call centre job. I am completely flexible about the duty timings and would adjust my other schedules accordingly.

     I am optimistic of landing a suitable job very soon with your able help and I would look forward to your communication in this regard. Kindly do acknowledge the receipt of CV at your end.

     With best wishes and warm regards,

Yours Sincerely,

(Signature)

Rudra Pratap Singh.

Enclosed:-

·       CV with photograph

·       Copy of class 12th Mark sheet

·       Copy of Certificate of Training, Highflier Callnet Academy

The Bottom-line:

     A CV is a documentation of the past but it is made for the future. The contents of the CV should always be honest, factual and result-oriented. Furnishing a top quality, CV assures the would-be employer that you are capable and willing to do the job properly. Proof of the pudding lies in eating, after all. There is one area of concern I need to address here. That is, the quality of contents. The quality and quantity of contents is a reflection of the candidate’s ability, interest and attitude in the past. It takes years of consistent hard work to make one impressive achievement. Again there are no short-cuts to true success. No amount of classy presentation can compensate for poor quality of contents. However it is very much possible to ruin even strong contents by poor presentation. The exercise is very much like fishing. You wait for hours and hours to catch one fish. If you do manage to catch a big one, bringing it out is also never easy.  A satisfying career always happens by design, never by default.