How to write CVs and covering letters

You have found your ideal job, now the next step is getting it. Give yourself the best chance of success by making sure your CV really shows employers what you are capable of.

Need advice on your CV and covering letter? Get in touch 

CV best practice

When to use a CV

To reply to advertised jobs. Do not send a CV if an employer specifically requests an application form.

To make speculative applications, eg to look for unadvertised opportunities or freelance work.

To contact recruitment agencies. Find out whether they have a preferred format before sending your CV.

Layout

There is no single perfect layout for a winning CV. You should decide how best to present your strengths and experiences without being confined by a restrictive format. The Careers Service can help you decide what works for you.

Do

  • Keep your CV to two pages maximum.
  • Use a clear, commonly available font in size 10-12. Arial is a good choice.
  • Use a slightly larger (size 16-18) heading font for section headings and your contact details to make the layout clear and to direct the reader to key information.
  • Use bullet points and avoid long sentences and paragraphs. Ease of reading is crucial to ensure your CV gets read.
  • Use simple bullets; circles or squares. Don't be tempted to use decorative or quirky options - they will distract from your content.
  • Use full stops at the end of every bullet point or none of them, but be consistent.
  • Ensure all paragraphs and bullets are neatly aligned.
  • Present your education and work experience in reverse chronological order ie most recent experience first.
  • Check very carefully for spelling, grammar and typing errors - do not rely on spell check.
  • Show your CV to the Careers Service, or to a tutor or  friend to get feedback.
  • If you need to print your CV use good quality A4 paper.

Don't

  • Don't use the header 'Curriculum Vitae' or 'CV' - the first line of your CV should have your name only.
  • Don't give an unprofessional or inappropriate email address.
  • Don't include a photograph, your age or your marital status. These are not required in the UK.
  • Don't copy another person’s CV and be careful when using CV templates – it is best to find a format and style that suits your own purposes.
  • Don't send your CV without checking for spelling, grammar and typing errors - such mistakes could mean your application is rejected straight away.
  • Don't rely on spell check to identify errors. Print a copy of your CV and read it carefully line by line. You may be surprised how many errors you find.
  • Never fold a paper CV - submit it in an A4 envelope (unless an employer gives you a smaller return envelope).

Grammar tips and common typos

  • Are you using capitals correctly? Eg BSc and not Bsc, BA (Honours), not Ba (honours), MA not Ma, PhD, not PHd.
  • Capitals are used for job titles eg Administrative Assistant.
  • Are you using hyphens correctly? Compound nouns can be written as one word, two words or hyphenated eg eyewitness, eye shadow, eye-opener. Spell check can help but if in doubt use a dictionary to confirm.
  • Are you using colons (:) correctly? You can use colon before a list or to introduce a new idea. If in doubt, use a capital letter after a colon.
  • Avoid using dashes (–) for anything other than to indicate a span of time, eg June – July.
  • Don't use a dash instead of a comma or colon.
  • Is all spacing between dashes ( – ) correct and consistent? For example, May 2013 – June 2014, not May 2013  -June 2014.
  • Is the spacing between words the same? Spell check should pick this up.
  • Are you using the appropriate verb tense? Don't use past tense if you are presently in a job. Make sure you aren't changing from past to present tense within a sentence or paragraph.
  • Have you kept your writing style formal without abbreviations? For example:
    • I am and I have, not I’m or I’ve
    • Administrative Assistant, not Admin Assistant
    • Student Representative, not student rep
  • Avoid using abbreviations or acronyms used within an institution but which are not in general use. If you need to use them show the full phrase or title in the first instance, followed by the abbreviation in brackets eg 'Destination of Leavers from Higher Education (DLHE) survey'. You can then subsequently use the abbreviation on its own ie 'DLHE survey'.
  • If you put headings in capitals, spell check may not detect errors.
  • Criteria and phenomena are the plural forms of criterion and phenomenon; use them correctly.

Writing your CV

Find out about different types of CVs and when to use each one, as well as detailed guidelines on what to include in each section.

Use the right CV type

Chronological

Lists your work and education and includes details of skills under each job – most useful for applying for jobs where you already have a history of employment in that area. Also useful to keep as a complete record of everything you have achieved, with dates. This can then be used to create a targeted CV where you select the content most relevant to the job you are applying for.

Chronological CV example (pdf)

Skills-based

Separates the information about your skills into sections covering similar skill areas – most useful if you are using skills gained from different times or places to apply for a job you haven’t done before.

Skills-based CV example (pdf)

Academic/ research

Academic CVs are used when applying for lecturing or research-based roles, including post-doctoral research. Like any other CV, the aim is to demonstrate skills and experience relevant to the job you are applying for. However the academic CV is different in some ways:

  • Unless specifically stated, there is no page limit; this is because in-depth information is important, though your CV still needs to be concise and targeted to the requirements of the role
  • Ensure your writing style is scholarly but clearly understandable to those outside your field of interest
  • An academic CV is usually structured around three main sections: research, teaching and administration
  • It can include information on your research and research interest, academic achievements and specialist skills, funding and awarded grants, conferences attended, professional memberships and publications
  • The academic CV focuses on professional information only; there is no content on extra curricular activities, interests or hobbies.

Academic/ research CV examples*

*(external link - Researcher CV examples from Vitae. Registration required to view some content).

Use the right CV content

Here are guidelines on what to include (and what not to include) in your CV, section by section.

Personal details

The employer needs to see at a glance who the CV is from and how to contact you. Show only your:

  • Name
  • Address - either your term-time or home address depending on where you are seeking employment
  • Telephone number
  • Professional email address
  • Website (if you have a professional one), LinkedIn or similar profile (if you have one)

Profile/ career aim (optional)

This can be an effective way to target your CV

  • A short statement of 3 to 4 lines, summarising your key attributes and suitability for the job
  • The rest of your CV must contain evidence to back up this section
  • Avoid using general and meaningless phrases such as 'I am a self-starter and a motivated team player'.

Education and training

Start with your most recent education/training. You should include:

  • Your place of study
  • Course title
  • Subject studied
  • An outline of the course such as key/relevant modules covered and your dissertation topic if this seems relevant. Also include any project which may be of interest
  • Give an indication of the skills you have acquired eg working in a team on projects, using communication skills in seminars etc.

Employment history

This section should include full and part-time paid and voluntary work, sandwich placements, internships and holiday jobs. All are of equal value when it comes to selling your skills and experience.

  • Start with your most recent employment and work backwards
  • Describe your responsibilities and achievements in each job
  • Where appropriate give figures to show the volume of work undertaken and to emphasise your successes, e.g. 'serving on average 200 customers per day', 'raised £60,000 in donations, exceeding our target by 20%'
  • Highlight those details which best illustrate your ability to do the job and emphasise your transferable skills. See  Target your CV for more on this.

Key skills/ relevant skills

This is particularly important for a targeted or skills-based CV where you are emphasising skills relevant to a specific job, e.g.

  • Organisational skills - what did you organise, how, in what context?
  • IT literacy - including details of which IT packages you can use.

Use the person specification as a guide. This will tell you which skills the employer is prioritising and what you need to emphasise. See Target your CV for more on this.

Achievements (optional)

Include things like leadership roles, prizes and awards.

Interests

Include things which demonstrate positive personal qualities and activities.

References

  • If you have space, include full contact details for your referees. Otherwise it is acceptable to put  'References are available on request'.
  • The first referee should be your course leader or tutor. The second should preferably be an employer or someone who knows you well in a personal capacity. Family members should not be given as referees.
  • Give names, professional titles (if appropriate), addresses, telephone numbers and email addresses. You must get your referees' consent before putting their name forward.
  • It is a good idea to send a copy of your CV to your referees to keep them informed.

When describing your skills, experience and achievements make sure the language you use conveys a positive and dynamic image. See our list of action verbs (pdf) for examples of terms you may wish to use.

Target your CV

Understand your skills and attributes 

Skills are the building blocks of a successful CV.

Understanding your skills and attributes enables you to make successful applications, approach interviews with a clear sense of your strengths, and develop as a professional.

Using the Employability Workbook will help you to:

  • Understand your own skills and attributes
  • Articulate your skills in writing, and at interviews
  • Consider the values, skills and attributes you need in your chosen career.

Download your copy of the Employability Workbook

Sell your skills

The key skills that are required to do any job are usually given in the job advertisement, job description and/or person specification. Your CV should be targeted to the job you are applying for by demonstrating how you meet the specific requirements of the role.

Similarly, when targeting a CV for speculative applications you should identify and sell the skills you have that are relevant to the industry or type of work you want to get into.

By doing this you will get the employer's interest and maximise your chances of being invited to interview.

How do I sell my skills?

As well as specific skills (eg ability to use particular software applications), employers often look for more general employability skills eg communication, team-working, time management etc.

Employability skills can be developed in many ways; through part-time work, volunteering, studies and hobbies. All experience is of value in demonstrating and selling your skills.

Provide evidence

Here are two examples of how you would sell your relevant skills, even though your experience might be very different to the job you are applying for.

Activity: I work part-time in a supermarket

Skills: As a Customer Service Assistant, I communicate with customers and work as part of the team.

Better, but so what?

Evidence: Working at the Customer Service desk, I have developed excellent communication skills dealing with customer queries and complaints, both face-to-face and on the telephone. Using my active listening skills and my creative problem solving skills I have been able to resolve problems and issues successfully, with a positive outcome for both the customer and the supermarket.

I support members of my team by offering assistance with customer care issues on a daily basis and by sharing good practice, and by giving positive feedback and encouragement to peers to contribute to high team morale.

You've evidenced:

  • verbal communication skills
  • negotiation skills
  • team working

Activity: I am Treasurer for the Law Society

Skills: As Treasurer for the Law Society I have developed skills in budget management, record keeping and event organisation.

Pretty good, but so what?

Evidence: My role as a Treasurer involves setting and managing the society’s annual budget of £5000 through ongoing negotiation with the membership. I need to be well organised and proficient in the use of Excel and Word in order to keep accurate, detailed records of expenditure and to present reports to the union to meet annual deadlines.

Working with other society members I have played a key role in planning and delivering social events for members, as well as promotional events to attract new members at the start of the academic year.

You've evidenced:

  • IT skills
  • verbal and written communication skills
  • negotiation skills
  • close attention to detail
  • multitasking
  • team working
  • keeping to deadlines
  • event planning and delivery

Covering letters

You should always send a covering letter with your CV. This letter will usually be the first thing anyone reads about you, so it needs to make a good impression. It must always be original and tailored to each application.

The aim of your letter is to gain the reader’s attention and arouse their curiosity so that they want to know more about you.

What your letter needs to be  

  • No longer than one A4 page.
  • Personalised. Find out the name and the job title of the person to whom you are writing. If you are unsure, telephone the company. If it is a woman, check whether she is Miss, Mrs or Ms. Only use ‘Dear Sir or Madam’ if you have no other option.
  • Businesslike. This does not mean being pompous or using jargon: simply be clear and to the point.
  • Carefully checked for the correct use of grammar and spelling. Never rely on spell-check alone to do this.
  • Printed on good quality paper. Use the same paper for your CV. Do not use brightly coloured paper or ruled paper.
  • Typed, unless the job advertisement asks for a handwritten letter. This happens rarely, but it does happen.

Download our covering letter template (pdf)

What your letter needs to show

  • You know about the organisation
    It is essential to show that you know about the organisation you are applying to, so research the company before you write your letter. Mention that you have visited the company website or anything else that would demonstrate an active interest in them and their line of business
  • You are interested in and suitable for the job
    Explain why you are interested in the job, and suggest why you think that you would be especially suitable for the job.
  • You have the skills and qualifications to do the job
    If you are replying to an advertisement that specifies certain qualities or qualifications, make sure that you show how you meet them and be as positive as you can. Even if you feel that you do not fully meet every specification try and provide evidence of comparable skills and experience. If you are replying to an advertisement, quote the job title and reference number and mention where you saw the advertisement.

Scanning software

Make sure your application gets read 

Some large companies use software to scan applications looking for keywords. If the keywords are not found the application is rejected before it gets seen by a human being.

Software will often be company and role-specific, so you must tailor your application to the job you are applying for. You should repeat back key words and phrases used in the job description.

Use the links below to get more information about scanning software and how to 'beat' it;

  • Lifehacker
    Tips on working with and getting past scanning software.
  • Quintessential Careers
    Advice on effective use of keywords in CVs.
  • Resume-Help
    Information on use of scanning, use of keywords and general tips on writing applications.

Your rights under the Data Protection Act (2018)  

Candidates have the right under DPA not to be subject to a decision based solely on automated processing, for example automated shortlisting where candidates without a particular level of qualification are automatically filtered out before the applications are considered by the recruiters.

Under the DPA, employers can use automated decision-making only if it is:

Necessary for entering or performing a contract, which could be the case if there is an exceptionally large volume of applications for each vacancy, for example;

  • Authorised by law; or
  • With the candidate's explicit consent.

If an employer does use automated decision-making, it must advise candidates of this in its information notice. It must also allow candidates to contest the automated decision by giving them the right to an alternative means of making the decision, using human intervention.