Building a Scannable Resume

Why do I need a scannable resume?

• Some large companies and governmental organizations are using computer software called resume management systems to help them sort through the thousands of resumes they receive.
  
• Essentially the computer is programmed to search resumes for a particular number of key words. If your resume does not meet the minimum number of key words, it may never make it to the hiring manager.
  
• You may choose to submit a regular resume (that is visually appealing for the recruiter and hiring manager) AND a scannable resume. Acknowledge that you are doing this in the cover letter.

How does the scanning process work?

• Resumes are scanned into the computer and then analyzed using optical recognition software.
  
• Optical recognition software changes the image file created by the scanner into a text file that can be searched and edited.
  
• Software then searches resumes for specific skills and work experience.
  
• Employers use this technology as a preliminary sorting device to select candidates and to maintain a central database of resumes.
  
• Often, electronic scanning is used to sort out the first round of candidates.

Why are keywords important?

• Keywords are lists of words entered into the computer by the recruiter. The software then searches for these words to appear in your resume.
  
• If your resume contains a certain number of specific keywords required for a particular position, then you may be considered for an interview.
  
• Be sure to use specific terminology and current industry jargon. (List specific skills such as SAS, SPSS, instead of just saying statistical software .)

Why is a different resume format necessary?

The software can only use the keywords it recognizes. Avoid:

• Odd typefaces (Use Verdana or Verdana, no smaller than 10 point.)
• "Wizard" templates for your resume that place your contact information in very small print, or on the side or bottom of the page
• Italics, underlining, and excessive amounts of bolding
• Misspelled words
• Unusual bullets

How do I make my resume more scanner-friendly?

Formatting:

• Do not use intricate formatting techniques such as tables or columns.
• Do not use graphics, including boxes, shading or lines.
• Use one inch margins on all sides.
• Use only basic bullets.

Text:

• Use only capital letters and / or boldface for emphasizing text no italicized or underlined text.
• Use a font size of 10-14 points, preferably 11-12 points.
• Put a space before and after every slash mark. (For example: "and/or" becomes "and / or.")
• Put your name, address, and contact information on separate lines. Center your address directly beneath your name.
• Use separate lines for multiple phone numbers and email addresses.

Paper and printing:

• Use plain white paper only
• Use black ink
• If possible, use laser-quality printing, rather than ink jet or dot matrix.
• Do not fold or staple pages.
• If faxing the resume is necessary, use a fine resolution, and send an original by mail. (Acknowledge this in the cover letters that accompany the faxed and mailed resumes.)

How do I use keywords effectively?

• Include keywords in a "Summary" section between your contact information and the body of your resume.
• Use short, complete phrases, such as "Proficient in Minitab, SAS, Paradox, and Access."
• Keywords are likely to be nouns, so use concrete words, titles, and terminology to describe experiences. For instance, use "high-level computer skills" rather than "highly proficient in computing technology."
• Refer to the position description and use the same phrases, wording, and titles to describe your experiences and skills.
• Include interpersonal traits in your summary: time management, team player, dependable, responsible, etc.
• Spell out abbreviations and acronyms the first time. For example: Minnesota Environmental Health Association (MEHA)
• Use industry jargon only if prospective employers will understand it.

As always, proofread your documents for content, grammar, and spelling.