From Master Resume to Tailored Resume

One of the most important parts of your job search process is creating a resume that is tailored to the job. Employers want to see what experience you have that relates to the position being sought. However that doesn't mean you need to draft a resume from scratch each time you apply for a job. Nor does it mean you should use the same resume for each and every application you submit. Instead, you may want to think about creating a master resume, which you can use in the future to create a tailored resume.

A master resume is your all-in-one document that includes the length and breath of your skills, educational qualifications as well as your work experience (paid and unpaid). It is formatted similar to the tailored resume you submit to an employer but it has no page limit. This is a living document that you are always adding to as you gain additional experience and training. However, it is not a document that you share with a prospective employer.

Benefits of Having a Master Resume

Creating a master resume can be time consuming at first; however, the long-term return is worth your initial time and effort. Applying to multiple jobs requires submitting a uniquely 1-page tailored resume for each position. By having a master resume, you position yourself to be able to create and adapt your master resume for multiple roles. Having a master resume available also makes it easier on your memory, as you will have a chronological listing of all of your education, trainings, experiences, and skills in one place.

Tips for Creating a Master Resume

Dedicate some time to create your master resume. Depending on the amount of education, skills and experience you have, creating a master resume can range from a couple of hours to days.
Determine which type of resume (civilian vs. federal/government) and what type of format to use (reverse-chronological, functional, or combination) you will want to use in the future and utilize similar section titles to organize your resume.
Remember employers use applicant tracking systems (ATS). See The Secret to Applicant Tracking Systems, for more information.
Begin with a blank Word/Google document. Templates are not recommended because they do not allow you to easily move information or change bullet points, fonts, text sizes, etc and often when PDF are saved as an image unrecognizable by ATS.
Leave an appropriate amount of white space throughout your resume. Margins should be set between .5 to 1.5 inches.
Choose a font that is easy to read. Avoid script fonts or fonts with too much design. Times New Roman, Arial, Calibri and Cambria between 10 and 12 point are good font choices. Limit your usage of bold, italics, underlying, and color. You want to an employer to be dazzled by your skills, knowledge and experience and not distracted by the design of your resume.
Add new information to your master resume (education, skills, trainings, certifications, projects, relevant coursework and experiences such as paid employment, contract/freelance work, internships, leadership roles, research and volunteer opportunities, etc.

Although there is no correct way to frame your resume, there are some best practices and standards, which will help you increase your chances of an employer viewing your resume in its entirety. On average, employers spend about 6 seconds reviewing a resume. That doesn't mean a employer will given each resume a 6 second glance. For some, they may spend less than 6 seconds while others, even longer.

To increase your chance of having your resume noticed by employer, the following are elements of a resume, unless noted as optional, should appear on your resume.

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Heading

The heading needs to be found at the top of your resume, but not in the header section of your document. Your heading should include your first and last name. Use the same header for your resume, cover letter, references, etc. When posting your resume on the Internet, consider whether you want your resume to be public. This may determine what information you list in your header.

Name: It should be a larger font type size that makes your name stand out, easy to read, but not look out of place. The font type size can range from 16 to 22 point and bolding is optional. Make sure your name matches your resume, cover letter, online application materials, background check forms, etc. If you are referred to by a nickname, for example, some international students go by an alternative name and not their given name, you can share your preferred name, in addition to your given name. Example: First or Given Name “Preferred Name” Last Name, Surname or Family Name
Address: In the past, listing your full (street number and name) address on your resume was standard. However, as the landscape of communication changes, your full address is sensitive information that you should list on your resume if you feel comfortable. Check to see if the job application requires your full address on your resume. An alternative might be to exclude your street number and name and just list your city and state or city, state, and zip code.
Email Address: List a professional email that you check regularly. If an employer needs to contact you, this is one of the methods they may choose to use. A combination of your first and last name is common. You may use your SMC student email address, just note that your email account may become deactivated once you are no longer a currently enrolled student at SMC. Make sure to also list the same email on your resume that you used to create an account for the employer's online job application.
Phone Number: List a phone number with a voicemail set up to receive messages. If you use your cell phone number as your preferred phone number, be prepared to handle a professional conversation whenever answering your phone. Make sure to always use a professional outgoing message on your phone. Example: “You have reached the voicemail of Julie Conners. I am sorry I missed your call. Please leave your name, number and a brief message and I will return your call as soon as possible. Thank you.”
Personal and/or Portfolio Websites, Social Media Username, GitHub and/or LinkedIn Profiles: For your master resume, it is okay to list this information. However, for the tailored resume you submit to an employer, only include links to this information if your sites are current and up-to-date, required by the employer, or enhances your chances of obtaining an interview.

Education

For current students and recent graduates, the "Education" section should follow your name and contact information. For those who are applying to mid to senior level positions, your education section might follow your "Experience" section.

Typically, you want to list the most recent or advanced degree first, working in reverse chronological order. However, there are exceptions, schedule an appointment with Career Services for more information.

Under your "Education" section, list any post secondary education you have received, including SMC. Do not list any high school education, unless you are currently enrolled in high school. For each institution, list the full name of the school and where the school is located (city and state).

If you are planning to receive a degree and/or certificate, make sure to list the full name of your (expected) degree/certificate in singular form and when you expect to be awarded (month/year). If you have already been issued a degree and/or certificate from a post secondary institution, list the degree/certificate and month/year you received it. Make sure the name of your degree/certificate is accurate. You can always confirm with the registrar's office at your school. At SMC, check with Admissions and Records. Example: Associate of Arts Degree in General Science To Be Confirmed June 2023 or Associate of Arts Degree in General Science June 2020

If you are only planning to transfer and not receive a degree/certificate at SMC, you can also just list your transfer major and expected month/year of when you plan to attend your next post secondary institution.

Additional things to note:

Minors and Transfer Majors: Listing minors and/or transfer majors are optional and can help clarify your academic/career goals to the person reviewing your resume.
GPA: Listing your GPA is optional, but you should only be listing your GPA if it is 3.5 or higher. Most resumes that include a GPA listing, will include a student’s cumulative GPA versus major GPA. However, if your major GPA is higher and you would rather share your major GPA, make sure to let the employer know on your resume, the GPA listed is your major GPA.
High School Information: If you are an alum and applying for a position at an elementary/high school you attended, you can share this information in your cover letter. Otherwise, do not include your high school education on your resume, unless you are currently still enrolled in high school.
Relevant Coursework: If you are planning to include coursework on your tailored resume, only list courses that are pertinent, especially if your major/degree do not relate to your employment goal. Listing your coursework under the “Education” section should be limited to two lines of your resume. You also can list relevant coursework in its own section under "Experience" or "Relevant Coursework." See the "Experience" section below for more information.
Additional Educational Information: For your tailored resume, if you have extra room, other information you can list under your "Education" section include study abroad experiences, any clubs/programs you are involved in on campus, awards and scholarships such as Dean's List, etc.

Skills

For those applying to an entry level position or transitioning careers, you will want to list your skills following the "Education" section. Listing your skills towards the top of your resume, can make it more clear how you meet the qualifications.

However, for your "Skills" section, list only technical/hard skills vs. soft skills. Hard skills are abilities you acquire from your education, training, and experience, both paid and unpaid. They are skills that allow you to perform job-specific tasks and responsibilities. If you view a job description, you will usually find the necessary hard skills for that job under the "Requirements" or "Qualifications" section. Hard skills can include your knowledge of specific tools, procedures or techniques, software programs, programming languages, foreign languages, etc. For example, a financial analyst might want to list proficiency in Microsoft Excel while a graphic designer might want to list knowledge of Adobe Photoshop and Illustrator.

Soft skills such as adaptable, leader, motivated, problem solver, etc. are different from hard skills. They are difficult to measure and quantify. Soft skills speak to how you will do in a job and/or relate to others in your work environment. They are commonly referred to as people skills. For employers, reading a list of soft skills does not provide any context. Instead of listing your soft skills under your "Skills" section, a better alternative is to incorporate your soft skills in your "Experience" section. Hiring managers want to see your skills in action, so provide examples.

Trainings and Certifications

Although optional, completing additional trainings or certifications, can show an employer that you are devoted to a particular career. It is also a great way to draw attention to your application and show proof of your competence. This is especially helpful if you have limited practical experience.

The best way to highlight your trainings and certifications is to include a "Trainings and Certifications" section on your resume. For each listing, include: the name of the certification/training, the certifying agency or body as well as the dates obtained/expected expiration date. You should also list trainings/certificates in progress but not any expired certifications. If the skills you learned through the training/certification process are not evident in the title, you may want to include a shortlist of the skills associated.

Experience

The area that employers focus the most time reviewing is your experience. Experiences can include paid or unpaid opportunities, part-time or full-time work, internships, volunteer work, significant leadership experience, class projects/relevant coursework, service-learning experiences, etc. For more information on what types of experiences to include and share your overall experience with an employer/program, visit Highlighting Your Experience on Your Resume.

Tailoring Your Master Resume

Now that you have a living master resume and a job/program you are interested in applying to, the next step is to tailor your resume to the job/program description. For more information, visit Tailoring Your Resume.

Sample Resumes

For example of resumes, view the Career Guides for your Area of Interest.

Additional Resources

Schedule an appointment with the Career Services Center to help you with resumes, portfolios, cover letters, interview preparation, career exploration, internship assistance, etc.