Proper spelling and grammar are basic requirements for resumes, cover letters, thank you notes, emails, and all other written communications with prospective employers. This is particularly true in professions that involve significant writing.
Below are six most common grammatical errors to avoid in resumes, cover letters, emails, and other communications with prospective employers.
WHEN TO USE “THAT” vs. “WHICH”
“That” is for ESSENTIAL clauses (key to the meaning of the word or phrase it modifies). “Which” is for NON-ESSENTIAL clauses.
For example, a sales representative’s original resume contained a bullet point that read:
Developed new business from television advertisers for local NBC affiliate, that increased revenues by 58% in two years.
In this sentence, the word “that” doesn’t help define for whom the applicant developed new business. We already know that from the following words. The word “that” in this sentence is NON-ESSENTIAL. So, it correctly should have read:
Developed new business from television advertisers for local NBC affiliate, which increased revenues by 58% in two years.
Helpful Tip:
Essential clauses do not have commas around them. Non-essential clauses are surrounded by commas.
USE “THAT” IF YOU WOULD NOT PAUSE WHEN READING THE SENTENCE. USE “, WHICH” IF YOU WOULD
PAUSE WHEN READING THE SENTENCE.
Another Example Using the “Pause Test”
A C-Level business executive wrote this bullet point on his resume:
Introduced a three-circle model to business operations, which centered on acquisition, development, and operations.
In this case, the clause, “which centered on acquisition, development, and operations,” is ESSTENTAIL to defining the three-circle model. The “, which,” therefore, should have been replaced with “that” in this case. You wouldn’t pause when reading the sentence.
Introduced a three-circle model to business operations that centered on acquisition, development, and operations.
WHEN TO USE “THAT” VS. “WHO”
“Who” refers to people. “That” and “Which” refer to things and groups.
WHEN TO USE “WHO” VS. “WHOM”
- Use the “HE/HIM” test to decide which word is correct in each sentence.
- Use the word “WHO” when the sentence, if rewritten, would read “HE.”
- Use the word “WHOM” when the sentence, if rewritten, would refer to “HIM.”
Example:
In a cover letter, should you use who or whom in the following sentence?
I worked on these sales initiatives directly with the company’s President, who/whom promoted me to the Manager position within 8 months of the date I was hired.
Rephrasing the second part of the sentence, it would read: “He promoted me . . . .”
The correct word in this sentence, therefore, would be WHO.
WHEN TO USE “YOU’RE” VS. “YOUR”
One of the most common mistakes of apostrophe use is confusing YOUR with YOU’RE. They sound alike but their meaning is not the same. “You’re” is a contraction for “You Are.” But “Your” is a possessive adjective that describes a noun by describing to whom it belongs.
Helpful Tip:
Use the “YOU ARE” test. If you can substitute the words, YOU ARE, in the sentence, then use the contraction YOU’RE.
The most common misuse I have seen in recruitment-related communications is the misuse of “Your welcome.” This is WRONG. It should be either: “You are welcome.” OR “You’re welcome.”
WHEN TO USE “ITS” VS. “IT’S”
A common grammar mistake, particularly made by professionals whose second language is English, is the usage of “it’s” in pace of “its” and vice-versa.
Helpful Tip:
"It's" is a contraction for "it is" or "it has."
- When in doubt whether to use “it's” or “its,” just replace “it is” or “it has” in your sentence.
- If your sentence makes sense, then use the contraction, “it's.”
- If it does not make sense then you use the non-contraction “its.”
NEVER END A SENTENCE WITH A PREPOSITION
The topic of ending a sentence with a preposition inspires debate among people committed to proper writing. Although there are times when trying to avoid ending a sentence with a preposition creates awkward phrasing, my view is that you should not end a sentence with certain prepositions such as “at,” “as,” and “for.”
Example:
In corresponding with a prospective employer to schedule an initial telephone call, a lawyer wrote, “. . . please let me know which phone number I can call you at.”
He should have written, “. . . please let me know the telephone number you would like me to call,” or simply, “. . . please let me know your contact phone number and I will be delighted to call you at a mutually convenient time.”
Helpful Tip:
NEVER END A SENTENCE WITH THE WORD “AT.”
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Randi Lewis, Founder, Resume Boutique LLC
© Resume Boutique LLC 2011. All rights reserved.
I just read an amusing blog post, http://nilsenlife.blogspot.com/2011/02/resume.html, by a full-time mom who contemplated what her "MOM" resume would look like. Interestingly, I have worked with these back to work moms to help them transform 5 to 13 years at home into something about which they can be proud. In May 2010, a former retail clothing buyer who has been raising her three children full time for the past 10 years. Within a short period of time, we had a two page resume that made her feel proud of herself. What's more, the first thing her interviewers commented on was what a great job she did on her resume. She didn't get the job, but she made it to the final three, and feels like she has something to contribute to a work environment.
Resume Boutique recently made a list of 50 Top Headhunting Blogs. See: http://www.acceleratednursepractitionerprograms.com/top-50-job-hunting-blogs.html#37. We also made Job Profile's short list of Best Blogs for your job search in 2009. See: http://www.jobprofiles.org/library/job-search/100_best_blogs_for_your_job_search.htm. 
It's that time again when high school students begin interviewing for college admission. Preparation for your interviews, whether they are formal or informal, will help you feel more confident and present your best. Take advantage of the offerings by your high school college counselors. If your school offers mock interviews, participate. Practice with a parent. 
