Creating a Scannable Resume
Like many companies today, HirePotential stores its resumes in a computer system and runs job searches electronically. This allows us to search many resumes quickly, and it guarantees that no one's resume will "fall through the cracks."
We receive many resumes electronically (through e-mail or on floppy disk), and these are easily transferred into our resume system. Resumes that we receive on paper (through fax or mail) must be scanned into a computer so that we can enter them into our system. Entering scanned resumes into the system works fine, as long as the resume is formatted properly. Resumes that are not formatted properly are often unreadable after they are scanned. Resumes with fancy fonts, small font sizes, italics, or unusual layout can confuse the scanning software. As a result, these resumes do not show up when we perform a job search.
Ideally, we would like to get electronic copies of all resumes, and we will do whatever is necessary to meet this goal, including providing floppy disks or setting up free e-mail accounts. If we cannot get an electronic copy of your resume, we at least need a paper copy that is "scanner-friendly." Instructions on how to format your resume so that it can be scanned follow:
How to Prepare a "Scanner-friendly" Resume
- Use a standard typeface such as Courier, Arial or Times with a point size of 12-14.
- Use black ink on white 8 1/2 x 11 inch paper. Do not use colored paper.
- Use only capital letters or boldface to emphasize important information. Do not use italics, underlining, boxes, graphics, or horizontal or vertical lines.
- Avoid a two-column format or resumes that look like newspapers or newsletters.
- Do not fold or staple pages.
- If faxing, use fine resolution and follow up with a mailed original.
- Use more than one page if necessary.
- Place your name on its own line at the top of the page. Use the standard format for your address below your name. Then list each phone number on its own line.
- For job search purposes you may choose to have two versions of your resume:
- One to send for the computer to read (scannable format and detailed descriptors).
- One for people to read during an interview (a creative layout, enhanced typography, and summarized information.)
- Be sure to proofread your resume before sending it to us.
Here are a few other tips to make sure your resume shows up on job searches
- Include a keyword summary of your skills, listing any equipment, computer hardware or software you have used. These are exactly the sorts of words that we search for. The more skills and facts you provide, the more opportunities you have for your skills to match available positions.
- Use standard words, phrases and terms when describing your work history and abilities. Avoid vague terms. If we are looking for a Customer Service representative, we will most likely search keywords such as "customer service" and "client support." If you describe your experience as "Patron advocacy", your resume will not appear on our search.
The following resume illustrates proper formatting for a scannable resume.
Jean Smith
1234 Elm Street
Chicago, IL 60066
Home Phone: 847-555-1212
Messages: 847-555-3434
OBJECTIVE
A position in office management, administrative management or senior administration.
SKILLS
Windows 2000, Microsoft Office 2000, 10-key, copiers, fax machines, voice-mail systems, typewriters, filing systems, equipment ordering.
EXPERIENCE
Office Manager
ABC Plumbing
July 1997 - Present
Supervised a staff of ten people in a busy office, including four secretaries, two data entry clerks and four filing clerks. Ordered all office supplies and equipment.
EDUCATION
Bachelor's Degree
Harvard
1993
Studies focused on business administration and accounting
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