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Scannable resumes can be read by computers, and are a must in today’s business environment. An electronically scannable resume is specifically designed to be entered into a computerized database using an optical scanner. The scanner "reads" the resume and stores it in text form, as a computer file. That makes it possible for the employer to consider you for more jobs because the computer can quickly search your resume and identify your skills. A scannable resume has standard fonts, uses crisp, dark type, and offers plenty of facts for the computer to extract. The more skills and facts you provide, the more opportunities you have to be matched to available positions.

Although the general content of both resumes may be similar, a resume which is read and selected by a computer does not have the benefit of having a human's subjective input and interpretation. The computer searches for specific key words or phrases when selecting or "screening" for qualified candidates. Conventional resumes often use more flowery and descriptive terms, along with fancy type fonts and layouts. But electronic resumes are best when language is clear, concise and in a format that highlights key points simply.

Preparing a scannable resume is like preparing a traditional resume: you focus on format and content. Here are some hints about getting the most mileage out of your resume.

Ultimately, with an electronic resume, one must consider two aspects of the technology:

1. the physical scanning of the resume, and
2. how the text will be searched for key words matches.

Structure the content to maximize "hits".

• Use plenty of key words that define your skills, experience, education, and professional affiliations.
• Detail your experience with concrete, active words rather than vague descriptions.
• Use more than one page if necessary.
• Use keywords and acronyms specific to your industry.

To increase the chances of being electronically retrieved, the electronic resume should be written especially for the computer. Here's how:

• Type Font: Use standard fonts (e.g., Helvetica, Geneva). Avoid use of ornate or decorative typefaces, and small type sizes, (11-12 point-size is ideal). Do not underline or use italic fonts as they can "confuse" the readability of the letters.

• Paper: Use paper with little or no color (white or beige) and of average thickness printed on one side only. Do not staple multiple page resumes, but put your name on the top of each page and, if possible, send an unfolded, laser-printed original.

• Design: Keep it simple; the equipment is set to read "text," not "graphics". Avoid use of boxes, fancy vertical and horizontal lines, graphics, symbols and pictures. Also avoid two-column formats that look like newspapers or newsletters.

• Format: Minimize use of bullets, hyphens or dashes. Format your resume neatly using clear, capitalized headings such as EXPERIENCE and EDUCATION, and include plenty of white space between sections. Place your name at the top with your address and other contact information below your name, all on separate lines. It is not necessary to include a "References: Available on Request" statement on the resume. College resumes should be one page, while professional-level resumes can be 2 or 3 pages.

• Language: Use nouns more than verbs (e.g. say "project manager" instead of "implemented project"). The computer will look for matches on key nouns from different functional areas. Minimize use of abbreviations where possible.

• Key Words: To increase your resume's chances of being electronically retrieved, use key words or short phrases to describe your qualifications and abilities. Some examples of key words that a database search might seek in your resume are: BA, MBA, writer, computer science, fluent, marketing, supervised, production, accounting, and so on. Bear in mind that the more matches a database search makes with your resume, the better. It may also help to list the computer software with which you're skilled. Also, use synonyms or variations of words in your descriptions and keep the words simple rather than esoteric.

  To become familiar with good key words to use, check newspaper recruitment ads, review job descriptions if available, and talk with professional recruiters and/or professional associations in your field.

• Do Not Fax your resume (until the technology improves), as faxing will distort the readability of the letters and words. If you must fax your resume, set the fax machine to fine mode; the recipient will get a better-quality copy.