Scannable Resumes Many employers use scanning technology to scan your resume into a database that can be retrieved later. It is then categorized or rated for positions based on the specific requirements of the job. Some formatting, such as underlining, shading, italicizing can interfere with this process and make it impossible for your document to be considered. A scannable resume avoids any feature that could cause misreading of your text. Do you need a scannable resume? It depends on the kinds of employers you’re pursuing. Large organizations that receive large volumes of resumes typically use this process. They may scan your resume that is received online or via email. Follow the directions of each employer about how they prefer to receive resumes. If you can’t find this information, ask the employer. If you don’t know if a scannable resume is necessary you could do one of the following: 1. Send two versions of your resume 2. Send one version of your resume avoiding any formatting that could interfere with scanning. As the job seeker it is your responsibility to provide your resume in the way that works for the employer and to make it easy for the employer to receive it.
For your resume to be successfully scanned follow these guidelines: Format: * No italics, underlining, shading, or other unusual enhancements. * You may use bold or ALL CAPITAL letters if the individual characters don’t touch each other. * Use a sans serif font like Arial, Helvetica or Tahoma. Don’t use fonts like Times New Roman because the characters are more likely to touch each other. * Use 10-12 point font size (use the same size throughout your document). * Don’t use vertical or horizontal line, graphics, or boxes. * Avoid two or more column formats. * No bullets–instead, use asterisks (*) or hyphens (-). * No parentheses or brackets. * Even spacing throughout your documents and no tabs.
* Left justification only–no centering or right margin justification. * For emailing (if the employer hasn’t given you exact preferences do the following): 1. Attach your scanner friendly resume as an MS Word document AND 2. Include the text (no font/ formatting enhancements) in the body of your email after your cover letter. * For hard copy: 1. Laser printed or high quality photocopy. 2. White or very light paper – no flecks or heavy texture that could interfere. 3. Don’t fold or staple and use a 9 x 12 inch envelope and paper clip your documents.
Emailing Resumes
Content: * Content should be the same as your traditional resume. * Employers use keyword searches to retrieve resumes from databases. Make sure relevant words are included in your document (ex: degree levels, job titles, computer skills or other competencies that are important in your field). Focus on using nouns that indicate your accomplishments rather than verbs that highlight your duties. Research your industry and the requirements of the types of jobs you are seeking so you’ll know what employers seek and the types of keywords to include. Keywords can also be found directly in the position description. Keywords vary greatly by industry. Each time you apply for a different position your document (keywords, content) should change. * Make sure words are spelled correctly. Typos prevent words from being found by the scanning technology.
Do your research before sending your resume. Employers are too busy to try and open a document in a format that is not compatible for them.
Emailing resumes is a common and acceptable practice these days. However, before you send a document this way make sure you have confirmed with the employer (either by their website or an individual within the organization itself) for the preferred method. There are a variety of ways you may send an employer your resume via email: * MS Word or PDF document attached to your email. * Pure text within the body of your email, following your cover letter. * OR both (if you can’t find instructions use this method and explain to the employer that you have done so to provide options.
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Stay up to date: Trends with this type of scanning technology are continually changing and improving. Consult the employer to find out how they want resumes – including scannable resumes – to be submitted. View a sample of a scannable resume on page 28.
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