The job application letter and résumé are important in any situation where you are applying for a job, scholarship, or "award," but are not limited to a form-based application. Typical student uses for free-form application letters and résumés are in applying for jobs, scholarships and study-abroad placements. In such situations, the letter and résumé will represent you until you are invited to an interview. In fact, they often determine whether you will be invited to an interview.

The application must be factually accurate and linguistically appropriate in representing your background and qualifications. Details must be accurate and convincing; they must make a strong "sales" connection between your qualifications and the requirements of the specific position for which you are applying. They must also be aware of the sensitivities of the person(s) who will be reading your application.

Present Your Application From the Perspective of the 'Employer'

For job applications particularly, documents must be presented from the perspective of the "employer" (e.g. the people who will be reading and deciding on your application). It is essential to be aware that your own perspective in wanting the job may differ substantially from the employer's perspective when filling the job.

"Employers" are generally interested in only three qualities: the applicant's Capability, Reliability, and Compatability — in other words the applicant's competence/qualifications for the job in question, as demonstrated by education, other training, work experience, etc.; whether the applicant is personally reliable/responsible (i.e. punctual, honest, conscientious, a steadfast worker, etc.); and whether the applicant can fit harmoniously into the existing working relationships of the company (or whatever other situation is being applied for). All applications must convince their target readers of these three qualities.

Another way of putting the above, as described in a recent Forbes business magazine article titled There are Only Three True Job Interview Questions, is that employers are interested in your Strengths, Motivation, and Fit — (a) can you do the job; (b) will you like the job [and therefore stay and be productive]; and (c) can those already in the company tolerate working with you. In a broader sense, these factors also apply to anything else for which one may apply.

The successful applicant is usually the one who has presented his or her qualifications best in a well-written application — as opposed to applicants who may have been "more qualified" but who failed to present themselves well. This is a critical point to remember. An essential part of the presentation of one's qualifications is to "interpret" their value to the reader: it is not enough to simply list details of one's education, work experience, or other background; one should suggest how these details are relevant in the context of establishing your qualifications for the position (see an example of this in the Sample Revision of a Draft Application Letter).

When applying for international exchange scholarships the situation is somewhat different in that one must usually establish how the exchange experience would benefit one's studies (see Writing a Personal Statement), though even in this case the overall application must be oriented toward the perspective of the decision-makers.

The First Steps of a Successful Application

The first step in writing an application is to clarify exactly what you are applying for, why you are applying for it, and how your qualifications would interest the employer (many people never think about this, and it proves fatal to their applications). The second step is to compile a wide range of facts about yourself and your qualifications to support your application.

At least five basic categories of information should be included in the résumé (also called a "data sheet" or "c.v.").

1. Personal data
2. Educational record (or job-training experiences)
3. Work experience
4. Interests, hobbies and achievements
5. References, or reference contact listings

However, you are not limited to only these five. You may create as many additional categories as you feel are needed to clearly and concisely describe your experience and competencies for the application in question. For example, translation students would usually have additional categories for their different language skills, translation and interpretation specialties within each language, regular and free-lance work experience in translating and interpreting, study and work abroad in support of language and translation competency, etc. The categories you select, and the details you present in these categories, must clearly support your competency for the position described in the application letter!

Personal Data

For 'international résumés', personal data will often include details of your age, gender (if not clear from your name), marital status, social security number(s), nationality, and possible visa and work permit details as a minimum. Some jobs may require extra information like health or work environment considerations (such as possible allergies, handicaps, etc.).

The 'personal data' one supplies is keyed to (a) what is required by the specific situation in question; plus (b) other things that may enhance your candidacy (or expand your qualifications) for that situation.

Note that the 'personal' data needed for 'international' applications may differ remarkably from the 'recommendations' of books and web pages which are targeted to U.S. or British domestic audiences. For example, international scholarship applicants must usually establish that they are 'old enough, but not too old' to qualify. Likewise, if one is to study abroad for a year or more, it is self-evident that the host institution will need to know one's marital and family status in order to determine whether appropriate housing, etc., is available.

I. Personal Data

1. Date of birth, 30 May 1980
2. Health: Excellent; Height: 6'1" (185 cm); Weight: 165 lbs (66 kg) [optional]
3. Marital Status: Married to Anna N. Smith (2000)
4. Children: Petri M. Smith, born 22 May 2001; Pia K. Smith, born 10 July 2002
5. Nationality: Citizen of Finland (EU)
6. Work and Mobility: Able to work and travel freely in all EU countries
   (if applying from Finland for a job in another EU country, for example)

Education

List schools you have attended in reverse chronological order (with the most recently-attended first). For first and second-year university students, do not go back further than lukio (senior secondary school), as previous schools are prerequisites. For those who have been at the university longer, particularly if you have studied at more than one institution since your lukio years, do not include the lukio at all, unless there was some special distinction you achieved there which can only be cited if you refer to the lukio.

If you are to be graduated during the year you are writing, you can say "Will be graduated from..."; if you have already been graduated, say "Was graduated from..." In addition to lukio and university, you may include any other schools, institutes, or training courses, especially if they have a bearing on your job skills for the application.

In England and the U.S., both more detail and more types of information are usually included than in Finland. It is customary to include exceptional scholastic achievements or outstanding performance in classes that relate directly to the job for which you are applying. Also indicate any performance skills relative to the job in question, as in "D" below. Remember to include any special honors or awards you have received as evidence of your proficiency in these areas, especially relative to your peers.

II. Educational Record

1. Will be graduated from the Department of Translation Studies, University of Tampere, in May, 2006.
2. Have majored in English Translation with German Translation and Technical Communication as minor fields, with basic proficiency also in Swedish and Russian Translation.
   [Expand on the details of your major training/competencies; cf. the following example]:
   1. Translation Competencies by Language Pairs and Fields
      • English [both American and British] to Finnish, excellent
      • Finnish to English, excellent, especially in technical writing
      • German to Finnish, excellent; Finnish to German, good
      • Swedish to Finnish, excellent; Finnish to Swedish, very good
      • Russian to Finnish, good, especially in nuclear technology
      • Finnish to Russian, adequate for routine business communication
      • Intra-language translation [German-English, Russian-Swedish, etc.] functional for in-house 'rough' translations.

      [Important!: If you use such words as "functional" or "adequate" or "basic," be sure to specify what they are 'functional' for! By itself, only saying you have "adequate language skill" or "basic" competence is meaningless. Instead, say for example "adequate to translate simple texts from German to English" or "basic conversational ability in Estonian," or a similar 'functional' description. If you have formal licenses, credentials, certifications, etc., in different language pairs, cite these as examples of the level of your ability.]

   2. Interpreting Competencies (consecutive and simultaneous) by Languages and Fields
      • English-Finnish and Swedish-Finnish (both directions), excellent (Certified court interpreter, civil law, English-Finnish)
      • German-Finnish, English-German, and English-Swedish (both directions, excellent
      • Russian-Finnish and Russian-Swedish, consecutive only, at a basic conversational level
   
   
3. Have attained an average grade of 4 (5.0 top scale) for all classes completed in English and German translation, and received the "Golden Tongue" award for best interpreting performance by a Department student.
4. Have completed a business technology course with the following skills:
   1. Typing (word-processing) speed of 90+ wpm with Word, Open Office, etc.
   2. Knowledge of Windows 7, Vista and XP with Microsoft Office (Word, Excel, PowerPoint), plus e-mail, basic HTML and web administration, internet and intranet structures and traditional office equipment.

Work Experience

The Work Experience (previous employment) section may come either second after Personal Data or third after your Educational Record, depending on how strong your work experience details are compared to your education. Whichever seems more 'impressive' or 'relevant' should come first.

The Work Experience section should list previous employment in reverse chronological order beginning with your current or most recent position. Generally, one should list no more than 3-5 previous positions, choosing the most recent, relevant, or 'significant' if there are more than five previous jobs. Ideally, previous job experience will be either directly related to the requirements of the job for which you are applying, or can be made to look "advantageous" even if it is not obvious.

If you have no work experience directly in the field, list what you can and suggest what relevance it could/may have to the position for which you are applying. Even work in non-related fields is useful, since one aspect of Work Experience is simply to show that you do have an employment history as such, and are thus more dependable, etc., than someone who has never held any sort of job.

If you are applying for a translation position and do not have experience as a full-time salaried translator, use 'free-lance work' you've done (as long as it is legitimate and can be documented). Also, if your salaried experience is not extensive, use your status and experience as a translation student to positive advantage. Remember that you must appear positively well-qualified for your application to succeed, and that what may seem insignificant to students can appear impressive to those outside the university if it is presented (truthfully, but effectively) in a well-grounded and positive context.

III. Work Experience Record

1. Worked (while studying) as a cashier between 07 January 1997 and 09 September 1999 at Valtti-Rabatti, Sammonkatu 54, 33540 Tampere. Supervisor, Ms. Saija Virtanen, Store Manager.
2. Worked as a sales assistant during the summers of 1995 and 1997, and as an 'on-call' sales assistant between those summers, at Rautakirja Oy, Lapintie 28, 33100 Tampere. Supervisor, Mrs. Iris Järvinen, Kiosk Manager.
3. Worked as a campground Deputy Manager and Liaison to International Guests during the summers of 1993 and 1994 at Rauhalahti Camping, Kuopio. Supervisor, Mr. Teemu Mäki, Manager.

Extracurricular Activities and Interests

Most employers prefer to employ a well-rounded individual who will be compatible with co-workers and will be at least moderately ambitious and enterprising. Co-curricular and extra-curricular activities are regarded as indicators of these qualities. Include all that have any bearing on the position for which you are applying, especially those in which you've had leadership positions or special qualifications. Anything that helps you to stand out from the masses in a positive manner will benefit your application.

IV. Interests, Hobbies and Achievements

1. Vice-Chair of Department of Translation Studies Student Government, 1999.
2. Secretary of Youth Film Board, 1998.
3. Co-chair of the Students' Literary Translation Coordinating Committee, 1997-98.
4. Recipient of ISEP Academic Honor Scholarship during exchange year 1996-97.
5. Hobbies of skiing, reading and music
   1. Häme 20-kilometer open skiing champion, 1995
   2. Tampere City Youth Orchestra first violin, 1993-95

Personal References (Names of Referees)

Get permission from two or three persons other than relatives to list as references. These should include at least one and preferably two past employers (assuming you have been previously employed), and at least one of your university teachers or professors (assuming you are currently a student or have just left school). When listing your references, include their complete names and titles, describe their position and relationship to you [e.g. in what sense are they qualified to judge your credentials], and give their business addresses and telephone numbers. Make it as easy as possible (or make it 'look' this way) for the person reading your résumé to contact them.

Be sure to include a full postal address, and not just a phone number. Often, employers will want to send a form to be completed. Moreover, employers are often hesitant about placing international phone calls to someone they do not know, especially if there is a chance that person may not speak English.

What if one of your referees does not speak English? This is not an unusual situation. In this case, mention after the referee's contact information that their spoken English is not strong, and they would prefer communication by letter or e-mail. In this case they can use a translator to help understand and reply to the recommendation request. Adding the extra information about language capability makes you appear thoughtful and considerate, while also preventing potentially embarrassing situations for both the employer and your referee (for which, human nature being what it is, you may end up being 'blamed' by both parties).

Do not send reference letters along with your application unless specifically asked to do so, or unless there is an unusually good reason to send a particularly good letter. Do list the names and contact information for specific persons who can act as references instead of just putting "References Available Upon Request" or something similar — a phrase often used by people who do not have good references and are "bluffing" that no one will ask. Even if one had good references, this forces the employer to first contact you again to get the details they need to communicate with your referees, which may put your application at a disadvantage. It is all right, however, to list several referees and then add "Additional references available upon request."

When choosing referees, select persons who are able to support the points of your résumé that you wish to emphasize. You must give referees enough detail on what you are applying for and on your background for them to be able to write an effective letter; referees should know both the requirements of the position and how you feel you are able to fulfill them.

V. References (With Permission)

1. Mr. Rolf Lindholm, Imports Chief, Acme Matto Oy, Hämeenkatu 99, 00900 Tampere, Finland (+358-3-3490063)
2. Ms. Marja Uotila, Director, Teisko Camping Grounds, P.O. Box 30, 33100 Tampere, Finland (+358-3-2490064)
3. Mr. Ezra T. Benson, Office Manager, Continental Exports, 41 Oxford Circus, London W45 B37, England (<ezra.t.benson@contex.co.uk>)
4. Mr. Cooper McWhirter, Lecturer, English Division, Department of Translation Studies, 33014 University of Tampere, Finland (+358-3-35516111)

---

Writing the Résumé

Résumés must be attractive to be effective. They should be individually printed (no blurry photocopies). Information should be well-organized and listed in order of relevance. One page is preferred, or else the front-and-back of one sheet of paper. Text should be single-spaced and neat-looking (no smeared or streaky ink, inconsistent spacing, margins and indentations, 'unbalanced' layout, etc.).

The layout should begin with a prominent, centered heading which includes your name (in a slightly larger and/or boldface font), address, phone number, e-mail address, etc. Then decide upon the best sequence for the remainder. For clarity and attractiveness, use ample spacing, clear headings and subheadings, and parallel phrasing in listing your data.

Note that the résumé must clearly support your qualifications for the position in question. If you are applying for a job as a subtitler of TV programs dealing with film personalities and other popular culture news, your details must support (in addition to whatever other points you may wish to include) your competence in the professional skills of (a) translation and (b) subtitling as well as (c) your background knowledge and substantive competence with film personalities, popular culture and the related material you would be subtitling.

The résumé must include detail on all personal qualifications mentioned in your cover letter, as well as additional detail relevant to your qualifications and the job requirements beyond the overview in your Application Letter.

Use words and phrases rather than sentences, unless a detailed explanation of some point is required (unusual in a résumé). Verbs should be "active" to convey dynamism. A photograph is optional, unless specifically demanded. However, if you include a photo, make sure it is a good one, as visual images are the first things a reader will notice, and will be subconsciously (or otherwise) the most influential 'information'!

It is essential that all data in the résumé should be "positive," and also presented in a positive context. Remember that you are not just listing neutral facts; your objective is to make a good impression with these facts, and this positive impression may make the difference in whether you get the job!

Résumés can also be used for other purposes than written applications. For example, they are useful to bring to oral interviews as a "key" for the interviewer.

---

The Application Letter

The job application letter should create a match between the job requirements and your qualifications, and make this obvious to your prospective employer. The résumé provides the raw data to support the application letter; the letter is what "sells" the data (and thereby you) to the employer.

Before writing the application letter, find out all you can about the details of the job for which you are applying (location, skill and education requirements, salary range, advancement opportunities, etc.). These can usually be gotten from libraries, employment agencies, other employees, and/or from the company itself.

Following is a general outline for the letter of application:

1. Establish contact by:
   1. Creating a favorable impression through the presentation and order of the letter (paper, typing, paragraphing, grammar, spelling, clarity of factual organization...)
   2. Explaining how you found out about the job
   3. Indicating the exact purpose of the letter

2. Create interest in your application by:
   1. Stating and then analyzing the major requirements of the position you are applying for
   2. Showing how your education, training, experience, and personal attributes meet these requirements
   3. Adding further interesting information on your background and/or accomplishments which will help distinguish you from the other candidates

3. Convince the employer you are the person for the job by:
   1. Making connections between your letter and supporting points in your résumé
   2. Requesting a personal interview as a means of personally explaining or showing your ability, and supplying the information necessary to arrange such an interview

Reminder: Essential Points for the Application Letter and Resume

1. Your personal qualifications must be presented clearly and firmly, showing how you and your background meet the requirements of the position in question. Remember, you are the only one who can make the case for your application.
2. While application letters and resumes must be firm and positive, one should not exaggerate, either in detail or in language expression. One should not 'beg' either.
3. The information you present and language you use should be 'positive' in your favor. Emphasize things you have done or can do; do not include references to things you have not done or cannot do. Use positive word forms when presenting details.
4. Write from the perspective of the readers of your letter and resume; make sure your papers include the information they need to know, in a way that makes sense from their perspective.
5. Organize your resume into short sections that clearly bring out the main points of your qualifications for the position, and supporting details for each main point.
6. Aspects of your qualifications that are mentioned in the application letter must be supported by the details of your resume. Likewise, details of your resume which support your qualifications should be 'introduced' in your application letter.
7. Where appropriate, politely request a personal interview and/or an opportunity to demonstrate your skills (that are relevant to the position in question). Your primary objective with a 'first' application is always to be chosen for the next selection stage. You should give an impression of confidence about your qualifications for the position, suggesting that the more they know about you and your abilities the more they will realize that you would be a good choice for the position.
8. When giving your contact information so an interview can be arranged, present it in a form that can be easily 'understood' by the readers with respect to time zones and preferred times they can contact you. In the final paragraph of your letter, when you are requesting the interview, be sure to include your telephone number and/or e-mail address, so they will have all the information they need to contact you directly from the letter, without needing to first refer to your resume to get your phone number or e-mail address. Remember that these are different documents, and one can get separated from the other.