The information is this guide is excerpted from The Federal Resume Guidebook and Ten Steps to a Federal Career
For further information, these books can be found in the Career Services Library, A002

What are KSAs?

KSA statements half-page to full-page essays you write to demonstrate your knowledge, skills, and abilities on topics relevant to the position for which you are applying.

Knowledge: An organized body of information, usually of a factual or procedural nature, which, if applied, makes adequate performance on the job possible

Skills: The proficient manual, verbal, or mental manipulation of data, people, or things. Observable, quantifiable, measurable.

Abilities: The power to perform an activity at the present time. Implied is a lack of discernible barriers, either physical or mental, to performing the activity.

Five Approaches to KSA Statements

• Describe a specific situation
• Give an Overview of your experience
• Give an example of relevant education or training
• Describe an award given for specific accomplishments
• Describe an experience in your previous jobs in the history format

Paragraph One

It’s important to vary the opening paragraph for each KSA statement in your application set. There are a number of ways to approach the first paragraph – below are a few ideas:

• Take a philosophical approach – Share some of the brainstorming and reflection you did about what makes anyone (and you in particular) good at the KSA or why it is important.
• Join their bandwagon – Show that you understand why they might have asked for this KSA and why these kinds of knowledge, skills, and ability are so important.
• Tell what you’re going to talk about and why – Give an overview of what you’ll cover in the KSA statement.
• Blow your own horn – Say flat out that you excel in the knowledge, skill, and ability they seek.
• Cite your experience – Say that you have had a lot of experience with the specified KSA.

The Body

In the body of the KSA statement, write examples that demonstrate your knowledge, skills and abilities, using the Context, Challenge, Action, and Results (CCAR) approach.

• Context – The factors that contributed to the challenge you faced. Why did you do what you did in the first place?
• Challenge – The specific problem you had to address.
• Action – The specific steps you took to solve the problem, meet the goal, etc. Generally, it’s best NOT to use ordinary examples. Just doing your basic job isn’t all that remarkable. Instead, look for instances where you took action that went above and beyond the call of duty, applied particularly creative ideas, or put forth Herculean effort.
• Results – The outcome, the difference you made. Quantify your results whenever you can possibly do so.

Ending your KSA Statement

• Do NOT repeat what you’ve already said. Make every word count by putting forward new ideas with each phrase and sentence, even those at the end.
• Give the piece oomph by making and unexpected turn. If you’ve devoted the opening paragraph and meat of your KSA statement to work experiences, use the last paragraph to talk about something else: training, volunteerism, your philosophy, what other people think about you, etc.
• Cue the ending. One effective way to begin your last paragraph is to use the words “finally” or “as well.” Or, write your final sentence as though it is the last line in a speech.

Tips to remember when preparing responses:

• Give at least one fantastic example per KSA. Two is better. Three a dream. Get very specific about what you did and your results.
• Use different examples in each KSA statement in your set. However, if the example is significant in your career, you can use it twice, but ONLY if you emphasize different aspects of the experience.
• Use consistent length and format. Write each KSA statement so it fits between one-half and one full page, no more, no less. Write each KSA statement separately – do NOT lump all of your KSAs into a single longer essay. Use font, margins, and typeface consistent with your resume.
• Pack in the information. Do not pad your KSAs with needless words and phrases, and above all, don’t repeat yourself.
• Write in the first person. Do NOT talk about yourself as though you are someone else. Do NOT use the royal “we.” Do NOT omit pronouns altogether. Call yourself I. Write in complete sentences and well-crafted paragraphs.
• Spell out ALL acronyms. Then, introduce the acronym in parentheses. Exception: It is not necessary to explain the meaning of U.S. or acronyms that have commonly been used as words, such as scuba or radar.
• Quantify your results/accomplishments. Always, always put a dollar figure, time figure, or other measurement on what you accomplished or do, as long as it is a GOOD figure. Do NOT quantify only so-so results or abilities. In fact, don’t even talk about them. Look for better material from which to draw.
• Draw material for your KSAs from all parts of your life. Generally, the more basic the KSA statement, the wider you can cast your net. For the basic KSA statements – those about communication skills, people skills, organization skills, etc. – look for examples in your life from your volunteer work, school, or even in your personal life.
• Proofread you KSA set. Then proofread it again. And again. Spell-check is not a substitute for proofreading.

Federal Resumes

What needs to be included on a Federal resume?

• Job Information: Announcement number, title, and grade
• Personal Information: Full name, mailing address (with zip code), day and evening phone number (with area code), social security number, country of citizenship, veteran’s preference, reinstatement eligibility, and highest Federal civilian grade held.
• Education: Colleges or universities, name, city and state, majors and type and year of any degrees received (if no degree, show total credits earned and indicate whether semester or quarter hours). High school name, city and state. (Some announcements do not ask for high school.)
• Work Experience: Job title, duties and accomplishments, employer’s name and address, supervisors name and phone number, starting and ending dates (month and year), hours per week, salary, and indicate whether or not your current supervisor may be contacted. Prepare a separate entry for each job.
• Other Qualifications: Job-related training courses (title and year), job-related skills, job-related certificates and licenses, job-related honors, awards, and special accomplishments.

Federal Cover Letters

Recommended Cover Letter Structure

• Paragraph One: Explain your reason for submitting you letter/application.
• Paragraph Two: In this paragraph, present your qualifications either in narrative (paragraph) form or as bulleted points.
• Paragraph Three: Put yourself inside your reader’s head and consider what in your background would make him or her sit up and take notice.
• Paragraph Four: Offer to come in for an interview.
• Closing/Signature: Use a standard business closing and signature. However, list all of the enclosures you are submitting with your application, including your Federal resume, KSA set, college transcripts, and anything else required in your application.

For more specific information and samples:

Troutman, K. K. (2002). Ten steps to a Federal job. The Resume Place, Inc.: Baltimore, MD.

Troutman, K. K. (1999). The Federal resume guidebook. JIST Publishing, Inc.: Indianapolis, IN.