shrm survey findings: diversity and inclusion€¦ · shrm survey findings: résumés, cover...

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 100-499employees

500-2,499employees

2,500-24,999employees

25,000 or moreemployees

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

Privatesector

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 andexperience in reverse chronologicalorder)

Combination (summarizes skills andexperience followed by abbreviatedchronological work history)

Functional (presents skills andexperience 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 importantnor 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 chronologicalorder

Gaps in employment that are more than a fewmonths 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 emphasizenor hide gaps in employment

Candidates should clearly indicate gapsin 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%



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%



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%



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 ande-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 moreemployees

1-499employees

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 beexplained in the jobinterview

The information should beexplained in the cover letter

The information should bepresented in the résumé

The candidate should notpresent 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 jobinterview

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 practices56%

Each work location determines HR policies

and practices2%

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


http://www.shrm.org/surveys

http://www.shrm.org/customizedresearch

http://twitter.com/SHRM_Research

Founded in 1948, the Society for Human Resource Management (SHRM) is the

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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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