How to Write a Pilot Resume Correctly: Advice and Samples

In the highly competitive field of aviation, securing a pilot position with an airline requires more than just the right qualifications and experience. The way you present your skills, experiences, and attributes in your resume and cover letter can make a significant difference in catching the attention of hiring managers. A well-crafted aviation resume and cover letter are crucial tools in your job application arsenal, acting as your first impression and showcasing your suitability for the role. This article will give you an advise on how to write a proper aviation resume for employment in North America: Canada and the U.S.; we will explain how to format it, what to include and what to avoid. So, let’s jump in!

Why a Proper Aviation Resume and Cover Letter matters?

Here are several reasons why a proper aviation resume and cover letter matter:

1. First Impressions Matter: Your resume and cover letter are often the first points of contact between you and potential employers. They need to immediately convey professionalism, attention to detail, and a clear understanding of the role you’re applying for. It has to look good, feel good (if it’s presented to the employed in a physical format, of course; about it – later).
2. Highlighting Relevant Experience: Aviation is a field where specific experiences and qualifications are critical. A tailored resume can effectively highlight your flight hours, certifications, and specialized training that align with the airline’s requirements. Yet, you also needs to trim the unnecessary “fat” off it – employment history which is not relevant or pertinent to the job you are applying for.
3. Demonstrating Soft Skills: Besides technical proficiency, airlines look for pilots with strong communication, leadership, and problem-solving skills. A well-written cover letter allows you to demonstrate these soft skills through examples from your career. Why are leadership skills so important? Because, despite applying for an FO position, you are still going to be a leader: first officer is the second commanding officer on board of an aircraft. When the captain is busy or indisposed, you will have to make decisions on his behalf and pass them on to the rest of your crew.
4. Standing Out from the Competition: With many qualified candidates vying for the same positions, especially with the leading airlines (Emirates, Qatar, Cathay, Singapore, etc) a standout resume and cover letter can differentiate you from others. It can highlight unique aspects of your background, such as international experience, additional certifications, or relevant non-aviation skills.
5. Dress for the Job You Want – Not the Job You have: even if you apply for an entry-level pilot position with a local charter operator or flight school, you still want your résumé to look as professional, as if you were applying for the best airline in the world. It needs to be “dressed up” (written, constructed and formatted) in the best, and the most professional manner possible. It will show off, not only your licensing and skills, but also your loyalty and dedication to the industry, and your job has an aviator.
6. Keep It All on One Page! the aviation companies receive dozens, if not hundreds of resumes per day. Their HR office does not have time, nor the inclination to read multi-page resumes. You need to format your resume to fit on one page. Yes, when you start to accumulate more experience – it will be more and more difficult to mange. So, if you had a dozen aviation jobs in the past and you attended sever schools – you will need to select the most relevant ones and put them in your one-bag resume. All the rest can be declared on the employment application form, if you are required to fill one out.

Constructing an Aviation Resume for a Pilot Position

Creating an aviation resume requires careful consideration of format, content, and presentation. Here’s a step-by-step guide to constructing a compelling aviation resume for a pilot position.

1. Contact Information

Contact information should always be formatted at the top of the résumé. In the way, this is one of the most important parts of your résumé. If your employer doesn’t know how to contact you, you will not get this job, no matter how well you are suited for it.

• Include: Full name, phone number, email address, and home address.
• Avoid: Unprofessional email addresses. Stick to a simple, professional format like firstname.lastname@email.com.

2. Professional Summary

Professional summary is your professional profile. It tells the employer, in a few words, who you are and what have you achieved, professionally.

• Include: A concise summary that highlights your total flight hours, key qualifications, and career goals.
• Example: “Experienced commercial pilot with over 5,000 flight hours and an FAA Airline Transport Pilot License. Proven track record in domestic and international flights, committed to maintaining the highest standards of safety and customer service.”

3. Flight Experience

• Include: Detailed breakdown of your flight hours (total time, pilot-in-command, multi-engine, turbine, etc.), types of aircraft flown, and notable flight missions or achievements (see a downloadable sample below).
• Avoid: General or vague descriptions. Be specific about your experiences and responsibilities.
• Example:
  • Total Flight Hours: 5,200
  • Pilot-in-Command: 3,800
  • Multi-Engine: 2,400
  • Aircraft Types: Boeing 737, Airbus A320, Cessna Citation X

  4. Certifications and Licenses

  • Include: All relevant certifications, including your Airline Transport Pilot License (ATPL), Commercial Pilot License (CPL), instrument ratings, and any specialized training certificates.
  • Avoid: Outdated or irrelevant certifications. For example, a drone pilot license.

  4. Safety Record

  • Include: If you safety record is clean, make sure to mention that you have “Clean safety record, no accidents, and incidents”; and if you never had a check-ride failure, make sure to mention “No check-ride failures”.
  • Please note: If you had accidents or check-ride failure – leave this information out of your resume, until you are asked about it at the interview and an application form. If you are asked to declare them in an oral or written format (you most likely will be) make sure to declare them all, without fail. If you are applying for a Part 121 Carrier in the US (any scheduled airline is a Part 121 Carrier), you will be subjected to a full battery of background checks before you are released to fly the line. It is called PRIA – Pilot Records Information Act. If you lie on the resume and application form about your safety record, and the information you provide conflicts with the background check returned by the FAA and the NTSB, the employer will be obligated to terminate you.

  5. Education and Training

  • Include: Details of your aviation-related education, such as degrees in aviation, pilot training programs, and advanced courses. Make sure to include all your flight training institutions in this section, starting from the latest one, and ending with the earliest one.
  • Example:
    • Bachelor of Science in Aviation, Thomas Edison State University, NJ
    • Airline Transport Pilot Certificate, Aerocadet International, FL
    • Commercial Pilot License, Flight School Name, FL

    6. Professional Experience

    • Include: Previous employment in aviation, highlighting your roles, responsibilities, and key achievements.
    • Example:
      • First Officer, XYZ Airlines (2016-2018)
        • Conducted pre-flight inspections, ensured compliance with aviation regulations, and successfully managed in-flight emergencies.
        • Recognized for excellence in customer service and adherence to safety protocols.
        • Conduct Flight Training: Provided comprehensive flight instruction to student pilots, including pre-flight briefings, in-flight training, and post-flight debriefings.
        • Curriculum Development: Developed and updated training curricula to ensure compliance with FAA regulations and industry standards.

        7. Skills and Endorsements

        • Include: Both hard and soft skills relevant to the pilot position, such as advanced knowledge of aviation software, exceptional decision-making abilities, and strong leadership qualities.
        • Example:
          • Proficient in using Garmin G1000, Jeppesen, and ForeFlight
          • Strong situational awareness and problem-solving skills
          • Excellent communication and teamwork abilities

          8. Additional Information

          • Include: Any additional information that might be relevant, such as language proficiency, volunteer work, or membership in professional organizations.
          • Avoid: Irrelevant hobbies or interests that do not add value to your application.
          • Example:
            • In addition to English, fluent in Hindi and Arabic
            • Enjoy travel and cultural exchange

            Things to Avoid for North American Market

            In the North American job market, particularly in the United States and Canada, resumes are expected to be professional, concise, and focused on qualifications and experiences relevant to the job. There are several reasons why it is generally discouraged or even advised against including personal information such as date of birth, gender, race, and a photo on your resume:

            1. Avoidance of Discrimination

            One of the primary reasons for excluding personal information is to prevent any form of discrimination during the hiring process. Including details such as date of birth, gender, race, or a photo can unintentionally lead to biases, whether conscious or unconscious, affecting your chances of being considered based on merit alone. Some airlines are directing their HR departments to delete resumes mentioning age or gender – all together.

            • Age Discrimination: Providing your date of birth can reveal your age, which could lead to age discrimination, either for being too young or too old for the perceived fit within a company.
            • Gender Bias: Stating your gender can invite gender biases, which can affect hiring decisions, especially in fields that are traditionally dominated by one gender.
            • Racial Discrimination: Mentioning your race can lead to racial biases and potentially discriminatory hiring practices.
            • Appearance-Based Bias: Including a photo can lead to judgments based on appearance, which are irrelevant to your professional qualifications and abilities.

            2. Focus on Professional Qualifications

            Resumes are meant to highlight your professional skills, experiences, and achievements. By excluding personal details, you ensure that the hiring manager’s attention is directed towards your qualifications, work history, and what you can bring to the organization.

            • Relevance: Your age, gender, race, and appearance do not influence your ability to perform the job. Keeping the resume focused on relevant professional information helps to present a more compelling case for your candidacy.
            • Merit-Based Evaluation: Hiring decisions should be based on merit, skills, and fit for the role, not on personal characteristics. A resume free of personal details facilitates a merit-based evaluation process.

            3. Legal and Regulatory Compliance

            In North America, various laws and regulations protect job applicants from discrimination. Including personal information on resumes can inadvertently put employers in a position where they might violate these laws.

            • Equal Employment Opportunity (EEO) Laws: EEO laws prohibit discrimination based on age, gender, race, religion, national origin, and other protected characteristics. By omitting personal information, applicants help ensure that employers remain compliant with these laws.
            • Anti-Discrimination Regulations: Many companies have strict policies and protocols to prevent discrimination in hiring. A resume that includes personal details could complicate these efforts and create potential legal issues.

            4. Professional Standards and Norms

            The exclusion of personal information on resumes is a widely accepted norm and professional standard in North America. Adhering to this standard demonstrates an understanding of the professional culture and expectations in this job market.

            • Consistency: Maintaining a resume format that aligns with industry standards ensures consistency and professionalism.
            • Professionalism: A resume that focuses on professional achievements and qualifications reflects a professional approach and respect for the hiring process.

            In summary, omitting date of birth, gender, race, and a photo from your resume is crucial in the North American job market to avoid discrimination, focus on professional qualifications, comply with legal regulations, and adhere to professional standards. By keeping your resume free of personal details, you ensure that your application is evaluated based on your skills, experience, and suitability for the job, promoting a fair and unbiased hiring process.

            Please note: this is specific to the United States and Canada. Other countries may have different requirements. For example, the Middle Eastern airlines do want to know your age and gender. Check with the specific airline consultants before applying.

            Crafting an Effective Cover Letter

            Your cover letter is your opportunity to personalize your application and make a compelling case for why you are the best candidate for the position. It is a way to show your prospective employer that you are going an extra mile, beyond a dry resume submission, and want to open up a little about who you are and why you want to work for this specific employer. It needs to non-generic and be specific to the employer you are applying with. Here’s how to structure it effectively:

            1. Introduction

            • Include: A brief introduction stating the position you are applying for and where you found the job listing.
            • Example: “I am writing to express my interest in the First Officer position at XYZ Airlines, as advertised on your company’s career page.”

            2. Professional Fit

            • Include: A few sentences explaining why you are a great fit for the position, referencing specific qualifications and experiences mentioned in your resume. Explain why you think that the employer in question is your target airline, including their achievements and career prospects. Impress and dazzle the employer with your the verbalization of your motivation and focus to work for them.
            • Example: “With over 5,000 flight hours and extensive experience operating Boeing 737 and Airbus A320 aircraft, I am confident in my ability to contribute to XYZ Airlines’ commitment to safety and excellence. I have always been a big fan of XYZ Airlines due its impeccable business history and impressive safety record. I have flown with XYZ Airlines as a deadheading crew member and a passenger and always envisioned by aviation career as member of your team. XYZ Airlines’s dedication to safety, new and latest aircraft orders, aggressive growth and route expansion has made it a pinnacle of the airline industry. I do not see my future career with any open airline but XYZ”

            3. Key Achievements

            • Include: Highlight key achievements that demonstrate your skills and qualifications.
            • Example: “During my tenure at ABC Airlines, I played a pivotal role in enhancing in-flight safety protocols, which resulted in a 20% improvement in safety audit scores.”

            4. Soft Skills and Personal Qualities

            • Include: Mention your soft skills and personal qualities that make you an ideal candidate.
            • Example: “I am known for my strong leadership and communication skills, which have been instrumental in fostering a collaborative and efficient cockpit environment.”

            5. Conclusion

            • Include: A polite closing statement expressing your enthusiasm for the position and your availability for an interview.
            • Example: “I am eager to bring my expertise to XYZ Airlines and look forward to the opportunity to discuss how my background, skills, and certifications align with your needs. Thank you for considering my application.”

            What to Avoid in Your Aviation Resume and Cover Letter

            1. Typos and Grammatical Errors: Ensure your documents are free from typos and grammatical mistakes, as these can create a negative impression.
            2. Irrelevant Information: Focus only on relevant experiences and qualifications. Avoid including unrelated job experiences or personal information that does not enhance your application.
            3. Exaggerations or False Claims: Be honest about your qualifications and experiences. Any discrepancies can be easily uncovered and can disqualify you from the application process. Avoid grandeur language that may appear non-genuine.
            4. Generic Content: Tailor your resume and cover letter to each specific job application. Avoid using generic templates that do not address the specific requirements of the position.

            Crafting a proper and correct aviation resume and cover letter is essential for pilots seeking positions with airlines. These documents should accurately reflect your qualifications, experiences, and personal attributes, presenting you as a well-rounded candidate. By following the guidelines outlined above, you can create a compelling application that highlights your strengths and sets you apart from the competition. Remember, attention to detail, relevance, and professionalism are key to making a positive first impression and advancing your career in aviation.

            Samples

            Of course, we got samples for you to refer to. Dont copy them, just use them as a reference to what your resume should look like.

            See Resume and Cover Letter Samples Here >>>

            About the Author:

            Russ Sherwood is an airline captain and a line check pilot at a major US airline flying the A320/321 fleet. He has logged over 9000 flight hours and holds airline, commercial and flight instructor pilot licenses issued by the FAA (US), CAAC (China) and DGCA (Indonesia). Russ is also a lead aviation career development consultant for Aerocadet.