Completing an application

Completing an application properly takes time, but it is well worth the effort because it improves your odds of actually getting the job. Before you start working on an application, sit down and think about what you want to say, and how you want to say it. Read about the company – most of them have a good website these days. If for no other reason, it’s a good idea to get a sense of what kind of place you are trying to work for. Read the job ad (if there is one) carefully, and link your application to the position and the requirements that the company specifies. Emphasise experience and individual qualities that make you the right person for the job.

An application is usually expected to include a personal letter and a CV, or a list of qualifications. In some cases, a company may require you to send additional documents, such as your academic transcript. A CV differs from a list of qualifications in that it is a more comprehensive and may include information about your hobbies, personality, career goals, etc. A list of qualifications is a brief overview of your experience and education, as well as your language and computer skills.

Your CV

It is never too late to start putting together your CV. Curriculum vitae, which means course of life in Latin, summarises what you have accomplished so far. Once you have written a CV, it can be quickly updated and adapted to the particular position you are applying for.

Things to keep in mind

• A CV should be easy to read and be no more than 2 A4 pages.
• A CV must not contain any grammatical or spelling errors. Ask someone else to read it if you are unsure about spelling or wording.
• Be brief and concise.
• Present your most important skills and experiences first.

Opinions vary about the best format and layout for a CV. While there are no strict rules for the format of a CV, certain general principles have been established about what information it should contain. Before deciding on the format you want to use, look at different examples and ask for feedback on your ideas.

Information that a CV should include

Personal and contact details

Name, address, phone number, e-mail address, date of birth (not the last four digits of your Swedish ID number)

Goal

Some people write a line or two about the goal or vision of their job search. You might want to mention the kind of job you are looking for or the working methods or field you want to be involved in.

Profile

This heading usually appears in a CV and includes your goal. The purpose of the profile is to briefly describe you in a way that attracts the employer’s attention. Your profile is a summary of the qualities and skills that you want to emphasise in connection with the particular position you are applying for. Use your profile to show the employer that you are the right person for the job.

Education

Write the name of the university and programme you completed, the degree you obtained, any specialisation you pursued, and the dates that you were in school. Don’t forget to include any courses that are relevant to the job you are applying for. List the most recent information first.

Employment history

List the jobs you have held that are relevant to this particular position. Start with the most recent job and work backwards. State your title, the name of the company, the city and the dates you were employed. You can also briefly describe your duties and the experience you gained. If the company is not well known, you can summarise what it does in one or two sentences.

Language and computer skills

List the languages you master, as well as the level of your skills – for instance, basic familiarity, good command or fluency. You can also distinguish between your reading, writing, speaking and comprehension skills. For instance, you might say that you have basic familiarity with speech and writing, or that you have good command of speech and comprehension. List the software, such as Microsoft Office or Windows, which you are familiar with.

Other information

Stop and think about what might be important for the employer to know about you. You may want to mention your involvement in the student union or an athletic club, or the fact that you completed basic military training or spent time abroad. You can also list your hobbies.

References

Unless the employer specifically states that they want to see your references, it’s a good idea to leave them out for the time being. If you prefer, write simply that references are available upon request. References are not usually needed until the final stage of the recruitment process. If you decide to include references anyway, adapt them to the particular position you are applying for. List the name, contact details and relationship of the reference: boss, co-worker, board member, etc. Always let a reference know before you give an employer their contact details. Inform the reference of the kind of job you are applying for so they will be prepared if they receive a phone call. Don’t forget to thank them and provide feedback. Maintaining a good relationship with your contacts is very important.

If there is a particular type of experience that you want to stress, you can add extra headings, such as management experience, time spent abroad, or commissions of trust. Remember to adapt the information to the position you are applying for and the qualifications mentioned in the job ad.

Examples of information that you should NOT include in your CV

• Your upper secondary school grades
• The last four digits of your Swedish ID number
• Your religion
• What country you are citizen of
• What salary you are looking to receive

Your personal letter

The purpose of your personal letter is to supplement your CV and make you more interesting as an individual. After employers read your letter, they should be able to see you as somebody capable of performing the working duties of the position. Although it’s called a personal letter, it shouldn’t contain too much information about your hobbies, etc. Focus on your personal strengths and what you can bring to the company.

Tips

• State at the beginning of the letter why you want to have the job.
• Remember that the point of the letter is not to repeat everything in your CV.
• Avoid general statements and long comments. Be brief and limit yourself to one page.
• Don’t be afraid to stand out and be specific.

Proposed format and content

The content of your personal letter depends on your answer to the following questions: Why do you want to have the job? Why should they hire you rather than somebody else? Write down everything that comes to mind, and then choose a few points to focus on.

Formalities

Write the recipient’s name on the right-hand side and the current date in the header. Use a clear title and feel free to make it personal and interesting.

Introduction

This is the place to attract the attention of the employer and explain why you are the right person for the job. Go back to your CV and see what qualifications you have mentioned. Now you have the chance to supplement and describe them in greater detail while linking the two documents to each other.

Paragraphs

Continue to make connections between your qualifications, the qualifications listed in the job ad, and other experiences and qualities that make you the best person for the job. Do whatever it takes to make your application stand out. Don’t forget to explain why you want to have the job – that’s very important. Your reasons might include the particular duties involved, or the company’s brand, reputation, values, employment policies or work environment. Remember to keep things clear and concise, you will have the chance to elaborate during the interview. 

Conclusion

Conclude on an upbeat note by saying that you are looking forward to a personal interview, or by reiterating why you want to have the job. Write “Yours truly,” “Sincerely yours,” etc. Keep things formal, and don’t abbreviate. If you post your application, don’t forget to sign it. If you e-mail it, include your scanned signature if possible.

Before you submit your CV and letter, show them to several different people and ask for feedback.

Things to keep in mind when submitting your CV

• Make sure there are no grammatical or spelling errors.
• Be sure to follow the company’s application procedures and check that all the information – such as the names of the company and the recipient – is correct. That’s particularly important if you are applying for more than one job at the same time.
• If you apply by e-mail, send your personal letter and CV as attachments.
• Choose appropriate names for the attachments. Presumably you aren’t the only applicant, so it’s helpful if the name of the attachment indicates who you are.
• Attach your CV and personal letter in PDF format so that the employer is sure to see them in the same layout as you designed them.
• Don’t attach your grades unless requested to do so. However, it’s a good idea to take them with you to the interview.