Over the past couple of months we’ve posted a number of IT positions. After sifting through 100+ job applications, it’s obvious that the majority of people in the tech industry don’t quite understand how to write a proper cover letter or resume. It is essential for everyone to possess this core communication skill-set in the written form.

One of the most valuable courses I took in the late ’90s was a course on business writing and communication. It covered topics from writing an efficient cover letter and resume, to publishing a press release for a fictional company. The course taught basic writing skills which helped identify the target audience and the purpose of the communication—both of which are critical components to successfully applying for a new job.

For those looking for some basic tips, here are a few off the top of my head:

”¢ Avoid including a picture of yourself in your resume. At this point in the application process I am not concerned what you look like, and I will deem whether you are “presentable” at the in-person interview. This is not a job application for Canada’s Next Top Model so an embedded picture of your best “Thinking Man” pose is not necessary.

”¢ Keep things concise, two to three pages maximum for your resume, and one page for your cover letter. I’ve come across cover letters and resumes that are longer than some of the technical manuals for Microsoft Exchange Server—I instantly tune them out! A one-page resume may be too little, and four pages is overkill.

”¢ Include key projects you’ve managed, implemented, or been a part of. Instead of listing your responsibilities at your current or past employers, list the things you’ve accomplished and the successful results you’ve achieved. I’m impressed by results, not by what your duties were.

Ӣ Avoid fancy colours and fonts, stick to something that is easy on the eyes. If I open your resume and see a rainbow of colours and images, it will most likely land in the shredder.

”¢ Include a little section about yourself, who you are, what you like outside of all things technical. I know you’re not a robot, so a small piece on what makes you tick is appreciated and will let me know how you will fit in with our team of great people.

”¢ Spell check is your friend! It’s there for a reason! Nothing will get a resume deleted faster than a resume littered with poor spelling. Perform a spell check before you save and send your documents.

Ӣ Use an appropriate document naming convention. For example, instead of Resume(2).doc, rezoomeh.pdf, or resume_new_december_final.rtf, try and use something that attaches itself to you, such as LastName_Resume.pdf and LastName_Cover.pdf.

”¢ Instead of listing every technical acronym found in Wikipedia, list the things you actually know! Focus on what you’re good at. A blanket list of every networking protocol in acronym format with descriptions will make anyone cross-eyed, including most IT managers and CIOs.

”¢ It is not necessary to include industry certified logos. Definitely mention your certifications, but don’t clutter your resume with various one-inch JPEGs of CCNA and MCSE logos.

”¢ Align your cover letter with the job you’re applying for. If a job posting asks for specific skills and/or experience, mention it in your cover letter, specifically what you’ve done in the past to meet the criteria.

Ӣ A cover letter is not one sentence. Break it down into three paragraphs:

1. The first paragraph should describe why you are interested in the position.

2. The second paragraph should describe how you meet the desired criteria with examples.

3. The third paragraph should tie it all together and emphasize your enthusiasm about the opportunity.

I’ve witnessed a large percentage of poorly composed e-mails, cover letters, and resumes, and I’ve probably missed out on a solid candidate only because of their poor writing and communication skills. At the end of the day, it’s important that you focus on what the employer is looking for and how your skills and experience meet the criteria of the job posting.

Focus on aligning your cover letter with what the job posting requirements as this will almost guarantee it gets read. Once the prospective employer reaches your resume, ensure you paint a clear picture of what you’ve accomplished in a clear and concise fashion. This will get your foot in the door. The rest is up to you!

Martin DesRosiers is the director of technical services for Fully Managed, a Vancouver-based technology management services company. You can follow him on Twitter.