SHRM Survey: Résumés, Cover Letters Key to Hiring

SHRM Survey Findings: Résumés, Cover Letters and
Interviews
April 28, 2014

SHRM Survey Findings: Résumés, Cover Letters, Interviews ©SHRM 2014 2
Key Findings
• What is the preferred résumé format? Although two-thirds (66%) of organizations prefer
chronological résumés, which list education and experience in reverse chronological order,
government agencies (30%) prefer functionally organized résumés more than private-sector
organizations do (18%).
• Should candidates include a cover letter with a résumé? Government agencies (34%) are more
likely than private-sector organizations (20%) to consider a missing cover letter a mistake. Smaller
organizations (those with fewer than 500 employees) (33%) are more likely to consider a missing
cover letter a mistake than are larger organizations (17%). The most important aspects a cover
letter should address are how the job candidate’s work experience meets the job requirements, how
the job candidate’s skills meet the job requirements, and why the candidate wants to work at the
organization.
• What interview formats are most frequently used by organizations? Government agencies are
more likely to use panel interviews and structured interviews, whereas private-sector organizations
are more likely to use semi-structured interviews and screening interviews. Although online
interviews are rarely used, they are more likely to be used by larger employers (100 or more
employees), as are structured interviews and panel interviews.

• If a job candidate was fired or laid off from a position, what is the best way for the candidate
to present this information? Seventy-seven percent of respondents believe that job candidates
should explain in the job interview that they were fired or laid off from a position. Fewer than 3%
indicated that this information should only be discussed by the job candidate only if the interviewer
directly asks about it. Private-sector employers (80%) were more likely than government employers
(62%) to agree that this information should be brought up in the job interview, and although much
less common, government employers (15%) were more likely to indicate that the information should
be presented in the cover letter compared with the private-sector employers (4%).
• What is the best way for candidates to handle gaps in employment on a résumé? Fifty-seven
percent of respondents indicated that job candidates should neither emphasize nor hide gaps in
employment, while 39% indicated candidates should clearly indicate gaps in employment. Only 2%
agreed that gaps were not relevant.
Key Findings

• The majority of respondents said they prefer to receive résumés through their organization’s
website. HR professionals should determine whether their organization’s website and application
process are compatible with smartphones. Research has shown that an increased number of job
seekers are using their mobile devices to look for employment, and organizations risk losing top
talent if they cannot accommodate job candidates through this medium.
• It takes most HR professionals less than five minutes to determine whether a job candidate will
proceed to the next step of the selection process. This is understandable, given time constraints
associated with reviewing potentially hundreds of résumés for an open position. Applicant-
screening software, which has sped up the hiring process in some regard, may eliminate qualified
candidates based on the absence of keywords in a résumé, for example. When possible, HR
professionals should devote as much time as possible to reviewing résumés and evaluating
candidates’ qualifications, particularly because the competition for top talent is extremely high in the
current job market.
• HR professionals should always be prepared to review résumés with gaps considering the volume
of layoffs that occurred during the recession of 2007-2009 and in the months that followed. Résumé
gaps should not be an automatic disqualifier for job candidates, who should be evaluated more
heavily on their skill sets and potential fit with the organization.
What Do These Findings Mean for the HR Profession?

Résumés

How does your organization prefer to receive résumés from job
candidates?
Note: n = 405. Percentages do not equal 100% due to rounding.* “Other” responses included applicant tracking system as a preferred way to receive
résumés .
68%
14%
5%
4%
1%
7%
Through the organization's website
By e-mail
Through résumé collection service (e.g.,
Career Builder, LinkedIn)
Through both e-mail and postal mail
Through postal mail
Other*

Résumés by e-mail vs. through organization website
Note: Only statistically significant differences are shown.
44%
19%
8% 9%
3%
29%
56%
72%
84% 84%
1-99 employees 100-499
employees
500-2,499
employees
2,500-24,999
employees
25,000 or more
employees
By e-mail Through organization website
Comparisons by organization staff size
• Organizations with fewer than 100 employees are more likely than organizations with 100 or more employees to
prefer to receive résumés by e-mail. Organizations with 100 or more employees are more likely to prefer to receive
résumés through their website.

During initial screening, on average how long does it take to review a
résumé to determine if the job candidate will proceed to the next step of
the selection process?
n = 405
76%
15%
4%
3%
2%
Less than 5 minutes
5 to 6 minutes
7 to 8 minutes
9 to 10 minutes
11 or more minutes

When reviewing a résumé, which of the following aspects provide a
positive edge over other résumés?
Note: n = 411. Percentages do not equal 100% due to multiple response options. “*Other” responses included résumé tailored to specific job
requirements and correct spelling and grammar.
66%
43%
43%
27%
26%
20%
18%
9%
7%
4%
1%
1%
10%
Chronologically organized résumé
Résumé in bulleted format
Résumé tailored to the industry
A skills summary
List of candidate’s accomplishments
Functionally organized résumé
A career summary
Appropriate use of action verbs and phrases
A job objective
Appropriate résumé font
Résumé in a narrative format
Digital résumé
Other*

Do functionally organized résumés provide a positive edge over other
résumés?
30%
18%
Government
Private
sector
Yes
Comparisons by sector
• Organizations in the government sector are more likely than organizations in the private sector to report that
functionally organized résumés provide a positive edge over other résumés .

What is the best format for job candidates to submit their résumés?
n = 391
63%
32%
4%
1%
Chronological (lists education and
experience in reverse chronological
order)
Combination (summarizes skills and
experience followed by abbreviated
chronological work history)
Functional (presents skills and
experience by types or functions)
Other

How important do you consider it to be for a job candidate’s résumé be
tailored to the job?
n = 383. Percentages may not equal 100% due to rounding.
42%
45%
12%
2%
0%
Very important Important Neither important
nor unimportant
Unimportant Very unimportant

Generally, how many years of job history should a job candidate include
on a résumé?
n = 396
38%
9%
38%
9%
5%
1%
All years of relevant job history
11 to 15 years
8 to 10 years
6 to 7 years
4 to 5 years
Less than 4 years

Do you consider the following aspects as mistakes in résumés
submitted by job candidates?
n = 393
99%
84%
82%
62%
54%
47%
43%
22%
11%
1%
16%
18%
38%
46%
53%
57%
78%
89%
Grammatical/spelling errors
Missing detailed job history
Missing specific dates of employment
Résumé not presented in reverse chronological
order
Gaps in employment that are more than a few
months at a time
Résumé too long (e.g., more than two pages)
Résumés in narrative format
No cover letter
Objective not listed at the top of the résumé
Yes No

How often do you find inaccuracies in the candidates’ résumés (e.g.,
grammatical/spelling errors, missing job history)?
Note: n = 383. Percentages do not equal 100% due to rounding.
Sometimes, 81%
Rarely, 11%
Always,
9%

How often do inaccuracies in résumés negatively affect your decision to
extend a job interview?
n = 383
Always, 20%
Sometimes, 73%
Rarely,
6%
Never, 1%

What is the best way for candidates to handle gaps in employment on a
résumé?
n = 368
57%
39%
2% 2%
Candidates should neither emphasize
nor hide gaps in employment
Candidates should clearly indicate gaps
in employment
Gaps in employment are not relevant
Other

Cover Letters

Do you consider it a mistake when a candidate leaves out a cover
letter?
n = 393
Yes, 22%
No, 78%

letter?
33%
17%
1-499 employees 500 or more employees
Comparisons by organization staff size
• Organizations with fewer than 500 employees were more likely than organizations with 500 or more employees to
consider it a mistake when a job candidate leaves out a cover letter when submitting a résumé.

letter?
34%
20%
Government Private sector
Comparisons by organization sector
• Organizations in the government sector were more likely than organizations in the private sector to consider it a
mistake when a job candidate leaves out a cover letter when submitting a résumé.

How important do you consider it to be for a job candidate to include a
cover letter along with a résumé?
n = 382
13%
28%
32%
18%
9%
nor unimportant

How important do you consider it to be for a job candidate’s cover letter
to be tailored to the job?
n = 383
41%
28%
20%
7%
4%
nor unimportant

What is the most important aspect of a cover letter? (Select top three
options)
Note: n = 384. Percentages do not equal 100% due to multiple response options.
Percentage
Selected
How the job candidate’s work experience meets the job requirements 51%
How the job candidate’s skills meet the job requirements 48%
Why the candidate wants to work at the organization 45%
Why the candidate wants to make a career change 32%
Assessment of the candidate’s writing skills 31%
The position for which the job candidate is applying is included 19%
Explanation of gaps in employment 18%
How the job candidate’s education meets the job requirements 7%
Other 6%
Contact information is included 5%

Interviews

To what extent does your organization use the following interview
formats?
n = 383. Percentages may not equal 100% due to rounding.
1%
27%
44%
45%
53%
34%
55%
46%
44%
37%
32%
14%
8%
8%
8%
34%
5%
3%
2%
2%
Online interview
Panel interview
Semi-structured interview
Structured interview
Screening interview
Always Sometimes Rarely Never

To what extent does your organization use the following interview
formats?
• Government organizations were more likely than private-sector organizations to report using structured interview and
panel interview formats.
• Private-sector organizations were more likely than government organizations to report using semi-structured
interview and screening interview formats.
Comparisons by organization size
• Organizations with more than 100 employees were more likely than organizations with 1-99 employees to report
using structured interview, panel interview and online interview formats.

How important do you consider it to be for a job candidate to send a
thank you note after the interview?
n = 382
20%
40%
30%
7%
3%
nor unimportant

How important do you consider it to be for a job candidate to send a
thank you note after the interview?
• Organizations in the private sector were more likely than organizations in the government sector to consider it
important for a job candidate to send a thank you note after the interview.
• Organizations with 1-99 employees were more likely than organizations with 100 or more employees to consider it
important for a job candidate to send a thank you note after the interview.

What is the best way for a job candidate to send a thank you note?
Note: Percentages may not equal 100% due to rounding.
50%
37%
9%
3%
50%
17%
28%
5%
E-mail Both postal mail and
e-mail
Postal mail Other
2013 (n = 381 ) 2008 (n = 457)

How is your perception of a job candidate affected by the job candidate
following up after the interview?
Much more favorably,
6%
More favorably,
42%
Neither favorably
nor unfavorably,
48%
Unimportant,
5%

Do you agree with the following advice for job interviews?
n = 380
42%
47%
53%
66%
73%
74%
74%
58%
53%
47%
34%
27%
26%
26%
Play down any job-hopping
Bring samples of work to interview
Always wear a formal suit to a job interview
Address positions that the candidate was fired from
Arrive to interview 15 minutes early
Bring your résumé with you to the interview
Address gaps in employment
Yes No

Do you agree that candidates should bring samples of their work to job
interviews?
39%
62%
500 or more
employees
1-499
employees
Yes
• Organizations with 1-499 employees were more likely than organizations with 500 or more employees to agree that
candidates should bring samples of their work to job interviews.

If a job candidate was fired or laid off from a position, what is the best
way for the candidate to present this information?
Note: n = 380. Percentages do not equal 100% due to rounding. “Other*” responses included “the candidate should only address the issue if specifically
asked about it during the interview”.
77%
6%
5%
3%
10%
The information should be
explained in the job
interview
explained in the cover letter
presented in the résumé
The candidate should not
present this information
Other*

If a job candidate was fired or laid off from a position, what is the best
way for the candidate to present this information?
4%
80%
15%
62%
Explain in the cover letter
Explain in the job
interview
Government
Private sector
• Private-sector organizations were more likely than government organizations to agree that the candidate should
explain previous termination or layoff during the job interview.
• Government organizations were more likely than private-sector organizations to agree that the candidate should
explain previous termination or layoff in the cover letter.

What additional advice would you give to job candidates regarding
interviews?
Note: n = 165. Percentages do not equal 100% due to theme coding.
Percentage
Do research of the industry, company and position 33%
Bring insightful questions to ask the interviewers 24%
Be honest; be yourself; be upfront 19%
Dress appropriately; look professional 15%
Be prepared to talk about your own experience and skills 13%
Body language (e.g., smile, eye contact, firm handshake) 8%
Be enthusiastic; show interest in the position 8%
Give clear and brief answers 6%

Demographics

Demographics: Organization Industry
Note: n = 185. Percentages do not equal 100% due to multiple response options.
Percentage
Professional, scientific and technical services 25%
Health care and social assistance 21%
Manufacturing 13%
Educational services 13%
Finance and insurance 13%
Government agencies 12%
Construction 11%
Administrative and support and waste management and remediation services 8%
Information 6%
Transportation and warehousing 6%
Retail trade 5%
Utilities 5%
Accommodation and food services 5%
Repair and maintenance 4%
Arts, entertainment and recreation 4%
Religious, grant-making, civic, professional and similar organizations 3%
Real estate and rental and leasing 2%
Mining, quarrying, and oil and gas extraction 2%
Wholesale trade 2%
Agriculture, forestry, fishing and hunting 1%
Other industry 12%
Note: n = 374. Percentages do not equal 100% due to multiple response
options.

Demographics: Organization Sector
39
40%
24%
20%
13%
2%
Privately owned for-profit
Publicly owned for-profit
Nonprofit
Government
Other
SHRM Survey Findings: Résumés, Cover Letters, Interviews ©SHRM 2014

Demographics: Organization Staff Size
40
n = 361
11%
22%
30%
28%
9%
1 to 99 employees
100 to 499 employees
500 to 2,499 employees
2,500 to 24,999 employees
25,000 or more employees

n = 379
Demographics: Other
41
U.S.-based operations only 77%
Multinational operations 23%
Single-unit organization: An organization in
which the location and the organization are
one and the same.
26%
Multi-unit organization: An organization that
has more than one location.
74%
Multi-unit headquarters determines HR
policies and practices
56%
Each work location determines HR policies
and practices
2%
A combination of both the work location and
the multi-unit headquarters determines HR
policies and practices
42%
Is your organization a single-unit organization or
a multi-unit organization?
For multi-unit organizations, are HR policies and
practices determined by the multi-unit headquarters,
by each work location or by both?
Does your organization have U.S.-
based operations (business units) only,
or does it operate multinationally?
n = 379
n = 283
Corporate (companywide) 69%
Business unit/division 19%
Facility/location 12%
Note: n = 283. Percentages do not equal 100% due
to rounding.
What is the HR department/function for
which you responded throughout this
survey?

42
Survey Methodology
• Response rate = 14%
• 411 HR professionals with a job function of employment/recruitment from a randomly selected
sample of SHRM’s membership
• Margin of error +/- 5%
• Survey fielded March 6 to 18, 2014

For more survey/poll findings, visit shrm.org/surveys
For more information about SHRM’s Customized Research Services,
visit shrm.org/customizedresearch
Follow us on Twitter @SHRM_Research
43
About SHRM Research
Project leader:
Andrew Mariotti, senior researcher, SHRM Research
Project contributors:
Evren Esen, director, Survey Programs, SHRM Research
Lynn Chen, research coordinator, SHRM Research
Tanya Mulvey, researcher, SHRM Research
Copy editor:
Katya Scanlan, SHRM Knowledge Center

Founded in 1948, the Society for Human Resource Management (SHRM) is the
world’s largest HR membership organization devoted to human resource management.
Representing more than 275,000 members in over 160 countries, the Society is the
leading provider of resources to serve the needs of HR professionals and advance the
professional practice of human resource management. SHRM has more than 575
affiliated chapters within the United States and subsidiary offices in China, India and
United Arab Emirates. Visit us at shrm.org.
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