CVs and cover letter guide

AI can be helpful to generate ideas but it must be used responsibly. Employers are hyperaware of AI and will shortlist applications that are well written and personalised over generic AI generated versions.

If you choose to use AI:

• Be cautious about submitting any personal data as this could be shared in the public domain.
• Use AI as a starting point but edit the output to make it your own.
• Reflect on why you are using AI. If you cannot explain your suitability for a job without using AI, could this signify something?

Further information

• Edinburgh Napier University guidance on using AI
• Your complete guide to using AI for job searching and applications
• Your guide to applying with AI
• AI generated applications – should you, or shouldn't you?

CareerSet is an online platform that uses AI to provide instant feedback on your CV and cover letter. You can:

• Score and improve your CV using personalised feedback
• Target your CV for specific job descriptions
• Enhance your cover letter for a specific job
• Access CV and cover letter templates.

All current students and graduates have free access to CareerSet for up to two years after they graduate.

Visit MyFuture to access CareerSet.

Visit MyFuture to book a careers appointment with a Career Development Consultant to discuss your CV and cover letter.

An applicant tracking system (ATS) is a digital filing system used by many employers and recruiters.

There are many types of ATS that will be customised to the recruiter's needs. Many employers use ATS to simply organise and manage job applications from candidates. Others customise ATS to rank candidates.

ATS compares applications against the job description using natural language processing (NLP).

Making an ATS-compliant CV

• Use clear headings: Make these easily recognisable e.g. 'Employment'.
• Use Sans Serif fonts: E.g. Arial, Calibri etc.
• Use only one language: E.g. English
• Tailor to the job description: Incorporate exact criteria (e.g. skills and experience) and support with evidence.
• Save as a Microsoft Word file rather than a PDF unless instructed otherwise.

When ATS reject candidates automatically

This is likely based on screening or 'knockout' questions in the application process, not your CV or cover letter.

For example, you select that you require sponsorship but the job requires full right to work in the UK or you selected that you don't have a driver’s licence but the job requires this.

In these cases, the ATS can be instructed to automatically reject your application before it reaches a recruiter.

Further information

• The Secret to ATS-friendly CVs
• How to Create an ATS-Friendly Resume: Tips for Job Seekers
• Here’s how recruiters are actually using AI in hiring | ISE
• SeeMeHired: A Guide to Small Business Applicant Tracking Systems

Applying for advertised opportunities

If you are applying for an advertised vacancy, use the job description to identify the knowledge, skills and experience required. Decide what information is most relevant and list these sections first.

Speculative CVs

If you cannot see any advertised opportunities, you can make a speculative application. This is where you send your CV to an employer but not in response to a specific job advert.

Many small employers do not have graduate schemes and recruit staff as they require them. Sending a speculative CV registers your interest before a job is advertised. A speculative approach can also be used to enquire about shadowing or internship opportunities.

Further information

• How to write a speculative job application (Prospects)
• Making speculative applications for graduate jobs (Target jobs)
• Discover hidden internships: the art of speculative applications (Target jobs)
• Seek hidden graduate jobs and ye shall find (Target jobs)

These are the main sections in a typical CV. The order will vary depending on your experience.

• Contact details
• Personal profile/professional summary
• Education/qualifications
• Relevant work experience/employment
• Skills
• Achievements
• Additional work experience/employment
• Interests or volunteering
• References

• Name: Large font, clearly stated at the top of the page.
• Address: Either your exact home address or the city you live in.
• Telephone number: Ideally a UK mobile or landline.
• Email address: Professional and one that you access often.
• LinkedIn: Ensure the link works and that your profile is complete.

Do not include date of birth, gender, age, religion, marital status or photograph.

Example:

• Rhea Alkippe
• 0761832615426
• rhea.alkippe@outlook.com
• Edinburgh

This is optional. The purpose is to grab the reader's attention by summarising your CV in a short paragraph.

Tailor the personal profile to the employer by including the key skills and experience that make you suitable for the job as well as your relevant career goals.

Avoid generic phrases (e.g., team player, highly motivated, self-starter).

Structuring your personal profile

1. What you are currently doing: e.g. Year 3 Marketing student.
2. What you can offer: Highlight your most relevant skills using examples.
3. What you want: e.g. marketing summer internship.

Example:

Third-year Mechanical Engineering student. Strong subject knowledge and hands-on experience from university projects and engineering internship. Excellent communication and organisation skills from working in hospitality alongside my degree. Interested in an internship in automotive engineering.

• State your most recent education first with the start and finish dates. If you are still studying include your expected completion date.
• Graduates typically include their degree classification (E.g. 2.1).
• Include modules, dissertations, skills or projects that align to the job description and/or person specification.
• If you recently finished high school, include these qualifications. Most graduate jobs applications do not require information from high school. Including high school qualifications is optional unless they are listed in the job description and/or person specification.

Example:

2.1 BA (Hons) English, Edinburgh Napier University (Sept 2022 - July 2026)

• Dissertation: 5000-word literature review: 'The role of patriarchy and gender stereotyping in The Chronicles of Narnia'.
• Skills: Written communication, presentation skills, desk-based research, critical analysis, proofreading and editing.

This refers to any jobs, placements, internships or volunteering experience.

• List in reverse-chronological order (i.e. the most recent job first)
• State the position, company name, location and start and finish dates.
• Include part-time jobs even if they are not related to the position you are applying for. They demonstrate valuable transferable skills.

Make your work experience stand out:

• Showcase your most relevant experience on the first page of your CV using the two subheadings below:
  • Relevant experience: Directly linked to the job you are applying for, e.g. engineering internship.
  • Additional experience: Not directly linked to the job you are applying for, e.g. part-time job in a café.

This allows you to include your most impressive and relevant experience highest on your CV rather than simply your most recent part-time job.

Example:

Relevant experience:

Creative Media Volunteer, Sustrans, Edinburgh (January 2025 - present)

• Ten hours per week based in the Sustrans office.
• Digital marketing: Producing and editing video and photos and sharing on social media platforms including; TikTok, Instagram, Facebook and YouTube.
• Copywriting: Writing blog posts, proofreading and editing content to ensure consistent tone and messaging.
• Collaboration: Supporting the marketing team to develop campaign themes, monitor engagement and analyse data insights.

Additional work experience:

Waitress, Hotel Alba, Dunfermline (June 2026 - present)

• Customer service: Friendly, professional service while serving customers and dealing with queries and resolving complaints.
• Organisation: Managing orders for multiple tables at a time and prioritising tasks especially during busy periods.
• Teamwork: Collaborated within the team to ensure smooth service and support colleagues during busy shifts.

Tailor your CV to the job

You must tailor your CV to the job you are applying for, using the job description and/or person specification. Simply listing skills from the job description/person specification in your CV is not enough - you must put these into context.

Your 'work experience' section is the perfect place to do this.

• Make it easy for the recruiter to scan your CV for the skills required.
• Begin each bullet point with the skill from the job description/person specification followed by a sentence describing how you demonstrated this. You can mark the skill in bold. This is shown in the example above.

Not all CVs require this section - it is optional. Include skills from the job description to tailor your CV for the specific job.

Types of skills

Skills can be categorised into two types: technical skills and transferable skills. Employers want to see a combination of these demonstrated in your CV.

• Transferable skills: Personal attributes and skills that allow you to work successfully with others in a professional setting. They are difficult to measure and can be transferred across jobs and sectors.
  • Verbal and written communication
  • Teamwork
  • Leadership
  • Organisation
  • Time management
• Technical skills: Job-specific, technical skills required for the job. They are easy to measure and define:
  • IT skills: Micosoft Office, C#, python
  • Language skills: French (fluent)
  • Laboratory skills: Pipetting, flow cytometry, staining
  • Design skills: AutoCAD, sketching

Example:

Design skills:

• Figma: Used in university coursework to create wireframes and interactive prototypes for UX design projects.
• Miro: Applied in university projects for user journey mapping, brainstorming, and collaborative ideation.
• Jira and Trello: Used in university group projects to manage tasks and collaborate using agile workflows.

This is an optional section. Employers like to read about relevant extra-curricular activities, as they can help candidates to stand out.

• Only include interests if they show a skill or quality that would impress the employer.
• Be concise, using bullet points and include the transferable skills gained and any relevant achievements.

Example:

• Travelling: I really enjoy learning about different cultures. Last year I spent 4 weeks travelling around South America. I took Spanish classes to prepare and planned and budgeted for the trip.
• Reading: In my spare time I really enjoy reading and I am a member of a local book club that meets monthly.
• Team captain, Edinburgh Napier Netball team (2026 - present)
  • Member of the social committee, assisting in organising the annual awards ceremony.
  • Using the club's social media accounts to promote events and encourage new players to join.

• This is an optional section.
• Include any recent volunteering experience relevant to the role you are applying for.
• Use bullet points, focusing on the transferable skills you developed, and mention relevant achievements.

Example:

Programme Representative, Edinburgh Napier University (Jan 2024 - present)

• Attended meetings each trimester, building relationships with staff and discussing programme developments.
• Represented the views of students at meetings by delivering presentations and communications via email.

This is an optional section. Examples of what could be included:

• UK driving licence and access to a car.
• Relevant certificates, e.g., first aid): Include dates of certification.
• Membership of a professional body.
• Additional courses beyond your university degree (professional development): Include dates of certification and course provider.
• Right to work status: e.g. Right to work in the EEA or skilled worker visa).

Example:

• Student member of the British Psychological Society (June 2026)
• GTCS registered teacher (April 2026)
• Attended The Royal Society of Biology conference in London (May 2025)
• Two-day training course on data protection, safeguarding and reporting with NSPCC Scotland (June 2025)
• OpenLearn course: Workplace learning with coaching and mentoring (Advanced) (April 2026)

This is an optional section. If you are short of space, omit it unless it is specifically requested.

• Include one academic reference and one employer (if applicable).
• Always ask permission from your referees in advance and include accurate contact details.
• You can simply state 'References available on request' on the last line of your CV.

Deciding whether to disclose a disability to a potential employer is a personal decision. You are entitled to reasonable adjustments during the recruitment process and when you embark on your employment.

EmployAbility provides individualised advice and support about adjustments for recruitment and the workplace for students and recent graduates.

Visit the Disabled students career support page for more information.

Be clear and genuine, without going into unnecessary detail. For example:

• Career break (8 months) travelling in South America
• Studies extended due to a recurring health condition (2 trimesters)
• Full-time carer for a family member
• Parental leave (9 months)
• 2 months full-time job-searching

Immigration rules frequently change. It is your responsibility to know what rights to work you have. For up to date information, visit UK Council for International Student Affairs (UKCISA).

• Scotland's Migration Service supports International students in their final year to stay in Scotland after graduation.
• For support with your student or graduate visa, contact our Edinburgh Napier Visa and International Support team:
  • Phone: +44 131 455 2272
  • Email: internationalsupport@napier.ac.uk

It is recommended to omit your nationality from your CV as there is no legal requirement to include it. A factual statement of your circumstances is typically the simplest way to anticipate employers' questions about your eligibility to work in the UK.

Text-based resources

• Applying for jobs in the creative sector? Use the Edinburgh Napier University Creative Applications Guide to help prepare your applications.
• CVs and Applications Guide: University of Cambridge
• CVs: Oxford University Careers Service
• CVs: University of St Andrews
• CVs: University of Aberdeen

Video resources

• Successful CVs: Tailoring for an opportunity (University of Cambridge)
• The secret to ATS friendly CVs: Raj Sidhu
• Is your CV good enough? Find out with this scoring system: Raj Sidhu

CareerSet Tool

CareerSet is an online platform that uses AI to provide instant feedback on your CV. You can:

• Score and improve your CV using personalised feedback
• Target your CV for specific job descriptions
• Access CV templates.

All current students and graduates have free access to CareerSet for up to two years after they graduate.

Visit MyFuture to access CareerSet.

Speak to a Career Development Consultant

Visit MyFuture to book a careers appointment with a Career Development Consultant to discuss your CV.

A cover letter is a one-page document sent alongside your CV as part of a job application that:

• Identifies your motivation for the role
• Demonstrates your understanding of the role and employer
• Explains why you would be a good fit for the organisation

Always send a cover letter alongside your CV when applying for jobs unless the employer instructs you otherwise.

According to a survey of 200 hiring managers and recruiters, 83% said a cover letter is an important part of the decision-making process.

Some employers give specific instructions for cover letters so check for these. If the employer does not specify, a cover letter should be no longer than one A4 page, written as a professional letter.

• Address your cover letter directly to the person who will be reading it. If you cannot find the individual's name, use a general greeting such as: 'Dear Sir/Madam', 'Dear Hiring Manager' or 'Dear Recruitment Manager'.
• Your letter should follow the style of a business letter. Visit the Prospects website to see examples of how a cover letter should be addressed.
• Signing off your cover letter will depend on how you addressed it. If it was addressed to a specific person, sign it off with 'Yours sincerely'. If you used a general greeting, finish with 'Yours faithfully'.

Aim for four short paragraphs with a clear theme for each. You must use evidence to demonstrate why you are the best candidate for the position.

Paragraph 1: Introduce yourself

• Introduce yourself e.g. Final year BA (Hons) Psychology student at Edinburgh Napier University.
• Explain which role you are applying for and why.
• Explain how you heard about the vacancy e.g. on the company's website.

Paragraph 2: The employer

• Explain why you are interested in working for the employer e.g. their values, mission, products or services.
• Explain why this specific position interests you. Refer to responsibilities from the job description that appeal to you.
• Show you have thoroughly researched the employer and industry. You could give examples of their recent work or refer to relevant industry updates.

Paragraph 3: Your skills and experience

• Highlight two or three examples that show how your skills match the specific requirements of the job description. These can include extra-curricular activities, work experience, part-time work and university projects.
• Emphasise your personal qualities to demonstrate what you can offer the employer and what you would bring to the role. This is your unique selling point.

Paragraph 4: Conclusion

• Summarise your main points from above and reiterate your suitability for the role and what you would contribute.
• Thank the reader for reviewing your application and state how you look forward to hearing from them soon.