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Submitting Letters & Resumes

There are several ways to submit resumes and letters to employers. You may use an online application system, email, conventional mail or drop them off in person. Read the entire job posting and description carefully and completely before responding. It is important to respond exactly as the employer instructs in the directions. The substance of your resume and letter remains the same no matter which way you submit them; however, there are some things to keep in mind as you consider each method.

Online and Email

  • Prepare your resume using a word processing program following these guidelines, and copy the file, saving it as text only, or Plain Text, and also as a pdf.
  • Edit the text-only version of your resume to resemble your original resume.
  • Create and store a “general” cover letter in the same way. Customize the cover letter each time you apply for a position.
  • Use the text-only format of your resume and cover letter to easily fill in the information requested in an online application by copying and pasting into the text boxes.
  • For email, use the advertised job title as the subject line. Cite relevant job numbers or descriptors as noted in the ad.
  • If you are emailing a resume without knowing of an opening, put a few words stating your objective in the subject line.
  • If you send your resume and cover letter as an attachment, include them in the body of the message as well. Attach them as one pdf document, not in word-processed format.
  • When emailing your resume and cover letter as an attachment, the name of the attached file should include your name, and not be simply “resume.”

Conventional Mail

  • Resume, cover letter and all hard copy correspondence with an employer should be on the same kind of paper.
  • Your resume and cover letter should be sent in a large envelope without folding, stapling or paper clipping them.
  • Use mailing labels and computer print your return address and the name and address of the person to whom you are sending your resume and letter.
  • Place the letter on top of the resume face up with any other supporting materials under the resume and slide it into the envelope.
  • The name and address on the label should match exactly the name and address on the letter you are enclosing. If you are responding to an advertisement and there is no name mentioned, call the employer to request the name. In cases where a name is not available, use a position title such as “Human Resources Representative” or “Employment Manager.”

In Person

  • When dropping off your resume in person, remember that your personal appearance makes an impression. Dress as if you were going for an interview and act professionally, being courteous to everyone.