Students Employers Search Site Map Faculty/Staff Alumni Parents
Career and Academic Planning
Menu Recruit a Duke and On-Campus Recruiting Choosing a Major/Career Academic Planning Graduate School Resource Center Job Search Websites Job Search Process Chat About Us Home Career Guide to JMU Majors Calendar of Fairs/Events
Scannable Resumes

Scannable Resume Content | Scannable Resume Format
E-mailed Resumes

Scannable Resume Content

The following tips should help you write an effective scannable resume:

  • Use common headings such as: Objective, Education, Employment, Work History, Positions Held, Skills, Accomplishments, Summary, Highlights, Summary/Highlights of Qualifications, Publications, Licenses, Certifications, and Honors.
  • Incorporate important nouns. The scanner will search for descriptive words or keywords such as writer, B.A., accounting, manager, Spanish, Public Relations Society of America, and Adobe Photoshop.
  • Use concrete words. For example, it is better if you write “managed a team of software engineers” instead of  “responsible for managing, training...”
  • Use common keywords to define your skills, experience, education, and professional affiliations.
  • Consider who your reader is before using industry-specific jargon or acronyms to ensure they will be understood.
  • Minimize abbreviations to common ones like B.A. or B.S. When you use acronyms, spell out their full names at first use.
  • Include specifics such as names of software programs, including word processing, spreadsheets, graphic design programs, and website editing programs.
  • Set the fax to “fine mode” when faxing a resume to be scanned, so that the recipient receives a better quality print.

back to top


Scannable Resume Format

You may use any standard format—chronological, functional, or a combination of both. The following tips should help you craft your scannable resume:

  • Format your contact information with your name on one line and your address below it as if you were addressing a letter.
  • List multiple telephone numbers on separate lines.
  • Use capital letters for sections headings.
  • Do not use verticle or horizontal lines, shading graphics, boxes, charts, or columns.
  • Use common, non-decorative typefaces, such as Arial, Helvetica, Times New Roman, or Palatino.
  • Use standard typesizes between 10 and 14 points.
  • Avoid 10 point Times New Roman, which is very small and difficult to read.
  • Do not use italics, underlining, shadows, or reverse type (white letters on a dark background).
  • Use white space by entering the return key several times between lines of text; computer programs use it to recognize when one topic has ended and another has begun.
  • Use only one side of an 8 1/2 x 11" white sheet of paper.
  • Include your name on the top of each page if there are multiple pages to your scannable resume.
  • Print your final version on a laster printer or copy it using a high-quality photocopier.
  • Do not fold or staple your scannable resume.

back to top

E-mailed Resumes

You may have the option to apply for a job online and send a resume through e-mail or upload a resume via a company's resume digital dropbox. In both cases, it is important that you follow the the employer's instructions about sending your resume through this medium. Unless the employer requests a certain format or application process, you should save and send your resume as a PDF, which will allow anyone to open your resume regardless of whether they have Microsoft Word. Remember to follow general guidelines on proper e-mail etiquette whenever you correspond with an employer through the Internet.

General E-mail Etiquette

It is becoming increasingly common for job search correspondence to take place through e-mail. Despite the informal nature of e-mail, you should maintain a high level of professionalism and decorum. Here are some general guidelines to follow.

  • Choose a descriptive subject line for your e-mail; avoid being vague to separate your e-mail from spam. Do not use symbols, slang, or abbreviation, which looks informal and may confuse the reader.
  • Use appropriate capitalization, punctuation, grammar, and spelling.
  • Be sure to run a spell-check before sending the e-mail. Copy and paste your letter into a Word document to check for spelling and grammar mistakes if your e-mail provider does not offer these tools.
  • Be wary of sending large attachments—keep your file size to a minimum.
  • Label your attachments—such as your resume or references—with your first and last name.
  • Ensure that your e-mail address sounds professional and reflects your full name. The e-mail address Madison.Duke@gmail.com, for example, would be appropriate, whereas surferchick1@gmail.com sounds unprofessional and undermines your credibility.
  • Keep copies of all job search-related e-mails you send and receive. Store them in a designated folder in your e-mail.

Composing Your E-mail

You should compose your e-mail using the following criteria:

  • Begin by introducing yourself and stating the reason for your e-mail.
  • Follow guidelines for writing a cover letter or business letter.
  • Refrain from typing the date into your message since this will automatically appear in the header of your e-mail.
  • Start your e-mail with the salutation “Dear Mr. Freedman:”
  • Treat your e-mail as the cover letter; there is no need to attach a cover letter.
  • Attach your resume in Word or PDF format.
  • Close the e-mail with “Sincerely, Your Name” and include the word “Enclosure” on the next line if you are attaching a resume.
  • Make sure your e-mail signature includes your full name and all of your contact
    information including your address and phone number.

Knowing When to Use E-mail

You may use email as the preferred means of communications when:

  • an employer has instructed applicants to e-mail in reference to a job opening
  • an employer contacts you via e-mail and you are responding
  • you follow up to confirm important details that you will want in writing—like a scheduled interview time or a job acceptance

Realize that some situations require more formal correspondence. E-mail may not be appropriate when a company specifies that application materials should be sent through the mail or submitted through the organization’s website.

Also, although it is tempting to send an e-mail thanking an employer for an informational interview or job interview, you should mail a hand-written note of thanks—it is more personal and professional. However, since many recruiters travel extensively, it is occasionally acceptable to send an e-mailed note of thanks instead. Use discretion when using e-mail as your form of communication.

back to top