CVs and cover letter guide

• Make your CV stand out for the right reasons. Use clear fonts and subheadings to guide the reader through your CV.
• Avoid long paragraphs of text and instead choose short bullet points.

• Consider your CV from an employer's perspective. Only include information that demonstrates your suitability for the job.
• The first page of your CV should contain the information that will be most relevant to the employer.

• Avoid simply listing your skills and qualities. You need evidence to support these.
• Examples of evidence could include projects, responsibilities or achievements gained during university or part-time work.
• Using numbers or metrics increases the impact of your evidence e.g. the size of the team that you led.

• Include achievements as they are an indicator of your potential and help you to stand out from other candidates.
• Achievements can come from your education, employment, volunteering and personal experiences.
• Visit Standout CV for tips on how to include achievements in your CV.

• Employers look carefully at spelling and grammar, rejecting CVs that contain mistakes.
• Use proofreading software such as Grammarly and ask someone you trust to proofread your CV.
• Ensure your CV is accurate; for example, double-check dates and contact details.

• Tailor your CV to the specific job and employer.
• Key words and/or phrases from the job description should be included to make it easier for employers to scan the CV and see that their requirements are met.

A CV is unique to each individual and the structure of your CV will depend on your experience.

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

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

• Contact details
• Personal Profile/Professional Summary/About Me
• 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:

• Grace White
• Tel: 07863534263
• Email: grace.white@outlook.com
• Address: 10 Chapel Street, Edinburgh, EH3 9FS
• LinkedIn: www.linkedin.com/in/grace-white-3638472

This is an optional section. The purpose is to grab the reader's attention by summarising your CV in a short paragraph (3-5 lines).

• 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). Use the following suggested structure:
  1. What you are currently doing - e.g. Final year Business Management student
  2. What you can offer - Highlight the most relevant skills for the job and support with evidence from your CV
  3. What you are looking for - e.g. Seeking a marketing role in an organisation that...

Example:

MSc Environmental Sustainability student. Data analysis skills in using SPSS and Graphpad from research modules. Excellent communication and teamwork skills from working as a restaurant supervisor for two years. Organisation and time management skills, having balanced part-time work and full-time study for five years. Interested in a Research Assistant role as the next step into ecology and conservation, with aspirations to complete a PhD.

• List your most recent education experience first, with start and end dates. If you are currently studying, state the date you expect to graduate.
• Add degree qualification or predicted grade (e.g. expected 2.1).
• Include modules, dissertations, skills or projects relevant to the job and employer.
• School grades are optional unless specifically requested.

Example:

2.1 BEng (Hons) Mechanical Engineering, Edinburgh Napier University (Sept 2020 - July 2024)

• Relevant modules: Energy Systems Design, Mechanics and Computational Modelling, Advanced Thermodynamic Systems and Thermofluids.
• Dissertation: 10,000 words. Evaluation of the impact of the combustion of alternative liquid fuels on the internal combustion engines of automobiles.
• Skills: AutoCAD, SolidWorks and PTC Creo. Operating CNC machines and degradation testing. Mechatronic and electronic skills for programming robot-automated devices.

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

• 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.
• Highlight the most important experiences on your CV by dividing them into two subheadings:
  • Relevant experience: Directly linked to the job you are applying for, e.g. internship in a solicitors.
  • Additional experience: Not directly linked to the job, e.g. part-time job in a café.

Example:

Relevant work experience:

Legal Intern, Lothian Solicitors, Edinburgh (July 2023 - September 2023)

• Written communication skills when preparing legal documentation for court.
• Research skills when completing a project investigating discrepancies in rental costs in Edinburgh.
• Attention to detail when compiling and reviewing case files for four high profile clients within a set deadline.

Additional work experience:

Waitress, Scotia Hotel, Edinburgh (August 2022 - March 2024)

• Part-time position, working 20 hours per week.
• Organisation skills when preparing tables for guests and managing dining slots during busy periods.
• Excellent customer service skills while serving guests in the hotel bar and restaurant.
• Strong numeracy skills, operating tills and managing customer payments.
• Awarded 'Employee of the month' twice and praised for my service by customers in Tripadvisor reviews.

Skills can be captured in a section on your CV to showcase relevant skills or when a job requires specific technical skills, for example in the engineering sector.

When specific skills are a requirement for the job, the 'Skills' section should be included at the beginning of the CV to grab the reader's attention.

Skills can be categorised into two types: technical skills and transferable skills. Employers want to see a combination of these skills demonstrated in your CV. Include skills from the job description to
tailor your CV for the specific job.

• 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, stainingDesign skills: AutoCAD, sketching
• 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.
  • Communication (written and verbal)
  • Teamwork
  • Leadership
  • Organisation
  • Time-management

Example:

• Proficient in AutoCAD, SketchUp Pro and Revit from university projects and six-week internship with LothianDesign Ltd.
• Skilled in drawing sketches, detailed drawings and specifications using AutoCAD from university projects and internship, in line with Scottish Building Standards.
• Confident using Microsoft Office, including Word, Excel, Powerpoint and Outlook.
• Strong communication skills to keep patients calm and informed during procedures.

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 1:

Team captain, Edinburgh Napier Netball team (2023 - present)

• Working within a large team to motivate and support teammates. Commitment to play in all matches during the season.
• 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.

Example 2:

I have been playing tennis for ten years. I am an active member of Edinburgh Tennis Club where I play weekly doubles and singles matches. It is a great way to meet new people.

• 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:

Volunteer Employability Mentor, CareerStart, Edinburgh (January 2024 - present)

• Provide impartial, reliable careers support to adults face-to-face and online.
• Interpersonal skills to build rapport with clients and offer guidance on career planning and job searching.
• Strong organisation and communication skills to coordinate weekly meetings and confidential client data.
• In feedback forms, 92% of clients rated my support as 'exceptional'.

This is an optional section. Provide dates with your examples. Below are examples of information you could include in this section:

• UK driving licence and access to a car.
• Relevant certificates (e.g., First Aid).
• Membership of a professional body.
• Additional courses beyond your university degree (professional development).
• 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 2024)
• Registered teacher with the General Teaching Council for Scotland (April 2024)
• Attended The Royal Society of Biology conference in London (May 2024)
• Two-day training course on data protection, safeguarding and reporting with NSPCC Scotland (June 2023)
• OpenLearn course: Workplace learning with coaching and mentoring (Advanced) (April 2024)
• First Aid Training (Jan 2024)

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.

If you want to work for a specific employer but you do not see any advertised opportunities, you can make a speculative application. This is when you send your CV and cover letter to an employer but not in response to a specific job advert. This is common in competitive sectors such as publishing, journalism and film.

Many small employers do not have formal graduate schemes and recruit staff as they need them. Sending a speculative CV allows you to register your interest before a job is publicly advertised. In some cases, employers agree to work experience opportunities or shadowing in response to speculative applications.

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)

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.

We have partnered with EmployAbility, who can provide you with individualised advice and support about adjustments for recruitment and the workplace.

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 terms)
• Full-time carer for a family member
• Parental leave (9 months)
• 2 months' full-time job-searching

Immigration rules are frequently changing for international students and graduates. 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. Visit the Scotland's Migration Service website for more information.
• 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.

Aim for four short paragraphs, each with a clear theme. Ensure spelling and grammar is correct and that your letter is presented in a neat, professional manner. You must use evidence to demonstrate to the employer why they should hire you.

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: Summarise

• 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.

If you want to work for a specific employer but you cannot see any advertised opportunities, you can make a speculative application. This is when you send your CV and cover letter to an employer but not in response to a specific job advert.

Find a similar role with another company that has a job description and person specification. Use this to help you write your cover letter. This should allow you to include the relevant knowledge, skills and experience.

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)

With the increased use of AI, a tailored, personalised cover letter stands out more than ever before. Include details to show you have tailored your letter to the company and the role. Below are some essential points to consider before starting to write your cover letter.

Research

Before starting your cover letter, do your research using the following sources:

• Job advert
• Employer’s website and social media platforms (e.g. LinkedIn)
• News articles about the employer and sector
• Contacts within your professional network

Organise

Your cover letter should be written in a logical, organised manner that is easy for the reader to follow.

Assign each paragraph a theme and consider, 'What do I want the reader to know in this section?'

Provide evidence

Your cover letter must include evidence to support your claims. Tell the reader what you have done in the past to demonstrate your suitability for the role.

When reviewing each paragraph, ask yourself, 'Where is my evidence for this?'