How to Write a Resume

How to Write a Resume That Actually Gets Interviews

A hiring manager spends about seven seconds scanning a resume before deciding whether to read further.

Seven seconds. That means your resume has one job: make the right impression, fast.

This guide covers everything you need to write a resume that clears applicant tracking systems (ATS), impresses recruiters, and earns you interviews—whether you’re applying locally or internationally.

What Is a Resume (and What It’s Actually For)?

A resume is a one- to two-page document summarizing your work experience, skills, and education. Its purpose isn’t to get you the job.

It’s to get you the interview.

Think of it as a marketing document. Every line should answer the same question: Why should they hire me for this specific role?

A strong resume:

• Passes ATS software scans
• Communicates your value in seconds
• Tailors your experience to the job description

Step 1: Choose the Right Resume Format

The format you choose determines what employers see first. There are three main options.

Chronological (Reverse-Chronological)

Lists your most recent job at the top and works backward. This is the most widely used and recognized format—and the safest choice for most job seekers.

Best for: Candidates with a steady work history and relevant experience.

Functional (Skills-Based)

Groups your experience by skill category rather than by employer or timeline. Work history is listed briefly at the bottom.

Best for: Career changers, recent graduates, or candidates with gaps in employment. Note: Some recruiters view this format with skepticism, as it can obscure career history.

Combination (Hybrid)

Balances both approaches. Skills are highlighted near the top, followed by a full reverse-chronological work history.

Best for: Mid-level professionals switching industries or candidates with diverse experience.

When in doubt, go chronological. It’s the most ATS-friendly and familiar format for recruiters worldwide.

Step 2: Build a Clean, Professional Header

Your header is the first thing on the page. Keep it simple and accurate.

Include:

• Full name (use the same name as your professional profiles)
• Phone number
• Professional email address (e.g., firstname.lastname@gmail.com)
• City and country (full street address is optional and increasingly omitted for privacy)
• LinkedIn URL or professional portfolio link, if relevant

Avoid:

• Personal photos (standard in some countries like Germany or South Korea, but avoid unless specifically required)
• Age, nationality, or marital status (unnecessary in most markets and excluded by law in many)
• Personal pronouns in the header

Global note: Resume conventions vary by country. In many parts of Europe and Asia, a CV (Curriculum Vitae) is expected instead—a longer, more detailed document. Research local norms before applying internationally.

Step 3: Write a Professional Summary (or Objective)

Placed directly under your header, this 3–4 sentence section is your pitch. It’s often the only part a recruiter reads fully.

Professional Summary

Use this if you have relevant work experience. Highlight your job title, years of experience, key skills, and one measurable achievement.

Formula: [Descriptive word] + [job title] + [years of experience] + [top skills] + [key achievement]

Example:
Results-driven project manager with eight years of experience leading cross-functional teams in the tech sector. Delivered 30+ projects on time and under budget, reducing costs by an average of 18%. Skilled in Agile methodologies, stakeholder management, and risk assessment.

Resume Objective

Use this if you’re a recent graduate or career changer. Focus on your skills, goals, and what you bring to the employer—not what you want from them.

Example:
Marketing graduate with hands-on internship experience in content strategy and SEO. Increased social media engagement by 40% during a six-month placement. Eager to contribute digital marketing expertise to a fast-growing brand.

Only 38% of resumes include a professional summary, according to Zety’s resume research—meaning a well-written one immediately sets you apart.

Step 4: Write Your Work Experience Using the STAR Method

This section carries the most weight. Don’t just list job duties—show your impact.

Use the STAR method to frame each bullet point:

• Situation: What was the context?
• Task: What were you responsible for?
• Action: What did you do?
• Result: What was the measurable outcome?

You don’t need all four elements in every bullet, but combining Action + Result is the minimum.

Weak: Managed social media accounts.

Strong: Managed social media accounts across three platforms, growing combined follower count by 22% in six months.

Formatting rules for work experience:

• List roles in reverse-chronological order
• Include job title, company name, location, and dates (month and year)
• Use 3–5 bullet points per role (fewer for older or less relevant positions)
• Start every bullet with a strong action verb: led, reduced, developed, negotiated, increased
• Quantify wherever possible—numbers, percentages, and dollar figures all work

If you have more than 10 years of experience, it’s fine to omit early roles or reduce them to a single line. Keep the focus on what’s relevant to the job you’re applying for.

Step 5: List Your Education and Credentials

For most professionals, education goes near the bottom of the resume. For recent graduates or students, it can appear near the top.

Include:

• Degree type and field of study
• Institution name and location
• Graduation year

Also include, if relevant:

• GPA (only if 3.5 or above, and within the last three years)
• Honors, awards, or distinctions
• Relevant coursework or thesis projects (useful for entry-level candidates)
• Professional certifications (e.g., PMP, Google Analytics, AWS)
• Online courses or bootcamps that align with the target role

List credentials in reverse-chronological order. If you have multiple certifications, consider a separate “Certifications” section.

Step 6: Build a Strategic Skills Section

A skills section isn’t just a list—it’s a keyword strategy. ATS systems scan for specific terms, so this section directly affects whether your resume is flagged as a match.

Two types of skills to include:

Hard skills (technical): Specific, teachable abilities tied to the role—software, programming languages, tools, methodologies (e.g., Python, Salesforce, SQL, Six Sigma).

Soft skills (transferable): Interpersonal and cognitive strengths—but be selective. Listing “good communicator” adds little value. Instead, demonstrate soft skills through your bullet points.

Aim for 6–10 skills. Match them directly to the language used in the job description—if the posting says “stakeholder management,” use those exact words.

Avoid padding with obvious or irrelevant entries (e.g., “Microsoft Word” for a senior software engineer role).

Step 7: Optimize for ATS

Most companies—and virtually all large employers—use Applicant Tracking Systems to filter resumes before a human sees them. A strong resume that isn’t ATS-compatible may never get read.

How to make your resume ATS-friendly:

• Use standard section headings: “Work Experience,” “Education,” “Skills”—not creative alternatives like “My Journey” or “Things I’m Good At”
• Mirror the job description’s language: If they say “data analysis,” don’t write “data analytics” without also including the exact phrase
• Avoid tables, text boxes, and graphics: Many ATS platforms can’t parse these correctly
• Use a clean, single-column layout (or two columns with caution)
• Submit as a PDF (unless the job posting specifically requests a Word document)—PDF preserves formatting across devices and operating systems

Step 8: Add Optional Sections Strategically

Optional sections can strengthen a resume when used appropriately.

Section	When to Include
Volunteer Work	If it demonstrates relevant skills or fills a gap
Languages	If bilingual or multilingual—include proficiency level
Awards & Recognitions	If industry-relevant and recent
Publications	For academic, research, or writing-focused roles
Projects	For tech or creative roles, or for candidates with limited formal experience
Hobbies & Interests	Only if genuinely relevant to the role or company culture

One rule: if a section weakens your resume or adds clutter, cut it.

Step 9: Polish, Proofread, and Format

The final pass matters more than most people think. Typos, formatting inconsistencies, and incorrect verb tenses are among the most common reasons resumes get rejected.

Formatting guidelines:

• Font: Calibri, Arial, Garamond, or Helvetica — 10–12pt for body text, 14–16pt for your name
• Margins: 0.5–1 inch on all sides
• Length: One page for most candidates; two pages for senior professionals or those with 10+ years of experience
• File format: PDF, unless the application specifies otherwise
• File name: Use a clear naming convention — e.g., Jane-Smith-Marketing-Manager-Resume.pdf

Proofreading checklist:

• Are all dates and contact details accurate?
• Are verb tenses consistent? (Past tense for previous roles, present tense for current)
• Is formatting consistent across all sections?
• Have you removed any personal information that’s unnecessary (age, photo, full address)?
• Have you tailored the resume to the specific job description?

Reading your resume aloud is one of the most effective ways to catch awkward phrasing. Getting a second set of eyes—from a colleague, mentor, or career coach—is even better.

Global Nuances: CV vs. Resume

The terms “resume” and “CV” are often used interchangeably in the United States and Canada, but mean different things in international job markets.

• Resume (US/Canada): 1–2 pages; tailored to a specific role
• CV (Europe, Middle East, Africa, Asia): Longer and more comprehensive; often includes a photo, date of birth, and nationality (varies by country)
• Academic CV (global): A detailed document listing publications, research, teaching history, and conference presentations—standard in academia worldwide

If you’re applying for roles outside your home country, research the specific expectations for that market before submitting.

Your Resume Is a Living Document

Writing a resume isn’t a one-time task. It evolves as your career does. Review it before each application, update it whenever you gain new experience or credentials, and tailor it each time you apply.

Start with the fundamentals: clear formatting, an honest and targeted summary, quantified achievements, and ATS-friendly language.

Once those elements are in place, refining the details becomes much easier—and the interviews will follow.