Øjvind Lidegaard

When recommending how to prepare an application there is one thing you can be sure of: Some people will find that this or that should be arranged or emphasized differently. Some people emphasize one thing, others something else, including matters that normally do not appear in an application. Therefore this article must be seen purely as guidance.

An application should contain an individual letter to the department in question, an up-to-date curriculum vitae, and any annexes such as publications. The curriculum vitae can be stored by the applicant electronically to facilitate continuos updating. Both the letter and the curriculum vitae should be short and concise, the language should be polite, the language without mistakes and always written on typewriter or computer.

The individual letter

Normally, the job description will tell to whom the letter should be directed (typically the Head of Department or the hospital administration) and this is written in the upper left corner, including academic title and address. In the right corner the place and date is written (for example, “Copenhagen, 8 April 1995”). The letter can be addressed personally if you know the individuals name (e.g. “Dear Professor Hansen”) or if you do not have a name simply to the department with the solution “To whom it may concern”.

Following that: “I hereby apply for the vacant position listed in Ugeskr Læger no XX as a House Officer/Senior House Officer/Specialist Registrar/Staff Specialist with the xx department starting on (date).

Beneath that follows a paragraph with the title “Background” and in parentheses: (for details – see enclosed curriculum vitae)”. This paragraph should contain a short resume of your background, age, graduation year, most important clinical employment (specialty and how many months of experience), number of published articles (if many, only those for which you are first author), and perhaps how many of these have been internationally published, relevant educational experience, professional experience scientific experience, and any other relevant information.

If the position in question is a Staff Specialist it would be natural to include a paragraph on “special areas of interest” which you think could be relevant for those who are to select from among the applicants. For short-term, junior positions, this paragraph will be necessary.

Then follows a paragraph with the title “Reason for applying”. In this you can briefly mention why you apply for the position, for example, that this position would be a sensible next step in your planned career. Particular areas of interest that this department can offer may also be mentioned.

The letter should be ended with a complimentary closing (e.g. “Yours sincerely”) and your signature above your typewritten name, title, address, work address, your private and work numbers and telefax number and e-mail address.

Curriculum vitae (CV)

A curriculum vitae must be set up clearly and systematically. It should not be longer than necessary but neither should it appear too compact. Of course the length depends upon the candidate’s age. A rule-of-thumb would be that a CV typically has the number of pages that correspond to the number of years since you obtained your medical degree multiplied by 2. Thus you graduated five years ago, the CV should be at about 10 pages. The volume can also by be regulated considerably by using different type sizes, fount, margins, and line spacing. By using 12 point proportional writing, for example, the page will contain 30-40 per cent more text than by using standard 10 point courier. It is often advantageous to submit a CV of only two pages. This may be closely written. This may be used when applying for grants as some foundations do not like to receive lengthy CVs.

The following main paragraphs are typical in a curriculum. Section titles should be in bold and must not start at the bottom of a page. Sub-section titles may be written in italic.

The cover sheet should start with the title “Curriculum vitae for (full name and if applicable CPR-number). Below that should appear a table of contents. In the top right corner place the date for the last revision.

Personal data on the next page. This includes full name, CPR-number, address at work and at home, telephone and telefax numbers and e-mail address. Course of training and grades. First you mention your high school degree (school, major subject of study, year, grade average). Then the date for start and completion of medical school. Younger candidates (some consultants prefer this with older candidates as well) also should mention in small point completed partial-examinations (time and grade in each line). Finally you should mention any other examinations passed.

Professional experience, for example medical experience in political or professional institutions or organization of professional courses.

Scientific experience, for example scientific boards, referee tasks, chairman of scientific meetings. etc.

Previous employment is listed on a new page. This should be mentioned in the following order: Medicine, surgery, present specialty (if not medicine or surgery) parallel education, and other employment. To the right you should list for each specialty how many months you have been employed. Below that – in small type – your should mention where, when, and how long your have been employed in each specialty. This petit written employment may eventually be numbered, so you can follow the different employment chronologically.

Scientific work must be listed on a new page. Your should follow the Vancouver nomenclature: order of authors, title of the article, magazine, year, volume number, and page. The articles should be listed in the order they have been published. Only articles which are published or “in press” i.e. is accepted should be listed. Thesis, if any, prize papers or monographs (for example books) are listed at the top with a reference to reference numbers. It is a good idea to divide your publications with respect to the ones of which you are the only author and the ones of which you are a co-author. The publications should be numbered.

Other professional publications: Here you list your written work which does not have a specific scientific focus but is professionally relevant. This may include correspondence, articles published in popular magazines and newspapers, and medico-political comments.

Lectures and teaching. Should be divided into two main paragraphs one with the headline postgraduate including abstracts and the other with the headline pre-graduate. In the first paragraph you list all lectures in scientific societies (+/-abstracts), on international congresses, on postgraduate courses, etc. In the second paragraph you list for example teaching at universities, nursing schools, and other schools of the health professions.

Courses are listed chronologically with the name of the course, place, length, and time.

Study tours if they have been professionally relevant. List place, contents, length, and time.

Administrative experience with regard to Staff Specialist positions and eventually also with regard to Specialist Registrar positions. This paragraph should also include honorary offices, organizational work, administrative tasks during clinical employment or actual administrative employment.

Surgery lists are included when applying for surgical posts. Only independently performed surgery should be mentioned.

Recommended typography

Write with proportional typing 12 point , 3 cm left margin, 2½ cm right margin, 2½ cm top and bottom margin and 1 line spacing. If you use word processing you should use running heads with “name” to the left and “curriculum” to the right. When using running heads the top margin should only be 1 cm. The pages should be numbered.

Annexes

Only enclose the ones asked for in the job description.

Practical conditions

Always send the application at least two days before the application deadline. Perhaps call the consultant’s secretary to make sure they have received your application. If you submit the application very close to the deadline it is advisable to deliver it personally. If that is not possible you can call the department to inquire if they will agree to receive your application after the deadline. If this is not accepted you may send the application by taxi and make sure that the receiver knows it is coming.

If your application is not selected only expect a standard letter. Often there are so many applicants that it would not be possible for the department to give each applicant personal information on the background for the rejection. When applying for Staff Specialist positions, though, some consultants do inform each applicant about the background for a rejection. Senior House Officers normally are employed without previous interview but Specialist Registrars and Staff Specialist applicants often are called in for an interview – often as one of several applicants.