How to Write a Resume (with Steps and Examples)

How to Make a Resume Step-by-Step?

Like any other professional document, such as cover letters, business proposals, vision statements, and others, taking a step-by-step approach is key to avoiding mistakes, forgetting valuable information, and producing a compelling document. Check out the most important steps of writing a resume. But first of all let's see how a resume should look like:

1. Gather Your Professional Information and Education Credentials

Before starting to write your resume, gathering all the information you intend to put in it is essential.

2. Write Your Contact Information

Your contact information allows the recruiter to call you for an interview or ask for more details (e.g., education credentials, recommendation letters, etc.). Ensure you write them in a designated header at the top of the resume to be easy to spot. Also, check that no typo makes its way to your contact information.

You may also want to include relevant links, such as your LinkedIn profile, a personal website or online portfolio (e.g., GitHub, Behance, etc.), and professional social media accounts (e.g., an Instagram account for a professional photographer counts as a portfolio).

What to Avoid in Your Resume's Header Section

3. Add a Resume Summary

The resume summary is meant for busy recruiters who must process many applications quickly. It’s a very short paragraph that summarizes the content of your resume. The summary comes right after your contact data and highlights the most valuable information in your resume, such as your profession, experience, major achievements, certifications, and professional objectives.

Resume Objective

However, the resume summary section transforms into a resume objective section when you have little experience or none and when you try to make a career switch and your experience is no longer relevant.  A resume objective encompasses your professional goals and aspirations, a summary of your education, and a few skills you consider appropriate for the current job offering.

4. Complete the Work History Section

The work history segment is the most significant part of your resume and must be carefully written. Recruiters primarily concentrate on this section.

The work history section doesn’t have to include all your jobs. Tailor it to the job you are applying to, select relevant previous jobs, and prove your worth. For example, you may want to skip working in a café as a student when applying for a management position ten years later.

However, ensure you include the right amount of work experience. If you only had two previous jobs, include them both, even if they differ from the position you are applying for. It’s better to show some job experience than none at all.

Start your experience bullet points with action verbs

For compelling statements conveying initiative and drive, use action verbs such as "Established project X" or "In charge of process Y".

Tailor Your Skills to the Job

Also, prioritize past jobs that are relevant to the current job offering. Take clues from the job offering and provide work experience that meets the most important requirements. For example, working in social media advertising five years ago may be more relevant to a social media marketing manager position than working in publishing in recent years. Curate your resume to fit the job announcement and your professional goals from now on. Here is an example of how to pick up clues from a job announcement:

There will be times when you won’t have related experience because you either just started working or are in the midst of a career change. Writing a resume with no experience is nothing to be afraid of. You just must adapt the resume sections to your professional profile.

What to do if you don’t have related experience?

For example, you may replace the title “Work Experience” with “Independent Projects,” “Volunteer Work,” or “Relevant Experience.” Once renamed, fill the section with academic projects you are proud of (e.g., Master thesis, research, awarded school projects), personal projects that highlight your skills (e.g., building skills, programming skills, etc.), volunteering, or relevant coursework (e.g., Coursera). Here is an example of how to write a resume when you lack related experience:

5. Include a Skill Section

The skill section is reserved for hard and soft skills, highlighting your strengths and recommending you for the job. It refers to the primary five to ten top skills. Like with work experience, select the skills most relevant to the job or the company that posted the job. For instance, a media company may appreciate public speaking skills, whilst a company with an international presence may appreciate proficiency in multiple foreign languages.

Hard skills are those skills for which you have certification or can provide proof of a training or course. Soft skills are personality traits or general skills you can’t provide a certificate.

Although skills are different for each industry and job position, here are the most popular hard and soft skills one can use for a resume:

• Hard skills: proficiency in software programs and apps (e.g., Adobe Premiere), foreign language skills, data analysis, programming languages, machine learning algorithms, mathematics, proofreading and copyediting, team management, sales forecasting, operations management, project management, SEO marketing, heavy machinery operating, etc.
• Soft skills: problem-solving, communication, public speaking, teamwork, leadership, creativity, organization, attention to detail, time management, interpersonal skills, adaptability, analytical thinking, work ethic, emotional intelligence, etc.

And if you need a bit more help with choosing your skills, you can find below our selection with top 10 soft and hard skills.

6. List Your Education

Like work experience, education is in reverse chronological order. The most recent education credentials will come first.

If your education credentials list is broad and includes a variety of degree kinds, focus on the highest degree and most relevant entries. For example, if you have a bachelor's degree, you do not need to include your high school diploma. Here's an example:

7. Include a Leverage Section

Many times, the leverage section helps the recruiter differentiate between candidates with identical technical skills and similar work experience. This section is dedicated to everything that makes you unique and worthy of the new job, from interests and hobbies relevant to the open position to volunteer work, publications, awards, and recognitions in fields other than professional ones, personal projects, and so on.

For example, if you are a content writer, it would benefit your application to mention in your resume that you are a published author. If you apply for a job for a non-profit organization, having done volunteer work will be in your favor. Having gaming as a hobby will improve your chances of getting a job as a software programmer at a gaming company. Managing the local football team provides insight into your passion for your community, aside from teamwork, management, and sports skills.

Volunteering Experience

Volunteering experience may act as relevant experience because it allows you to practice your skills. At the same time, it denotes loyalty, teamwork, empathy, compassion, dedication towards a good cause, and responsibility.  It is especially beneficial for people lacking work experience and those willing to work in non-profit organizations or do social work. List volunteering experience with bullet points and start with action verbs like to write your work experience:

Awards

Awards highlight your achievements and help you stand out. They emphasize your motivation, interests, and work ethic. List only those relevant to the position you're applying for.

• 202X Webby Winner, People's Voice Winner for Best Cultural Blog

Honors

Recognition comes in many forms, and honors are one of them. Honors include scholarships, which look great on a junior resume without much work experience, memberships in societies and academic clubs, mentions of the Employer of the Month, etc. You can add them to the awards section or separately to emphasize them more. For example,

Publications

Publications are mandatory for writers and people working in academia. However, you can include your published works even if you work in other fields, such as journalism, social work, media, art, technology, etc. Include works published online and in print relevant to the open job position. Publications include books, articles, journals, studies, research, etc. You can also include works published on different media, such as videos and photographs, if relevant to your expertise.

Languages

If you know one or more foreign languages, include them on your resume. Even if you aren’t fluent in a specific language, informing the potential employer about it is still advantageous. Don’t forget to assign them the appropriate level:

• Native
• Fluent
• Proficient
• Intermediate
• Basic.

Use the standard proficiency scales in your country, such as the Interagency Language Roundtable (ILR) or the American Council on the Teaching of Foreign Languages (ACTFL) for the US. List languages under hard skills if you have high proficiency levels or certificates to attest your knowledge and in the leverage section if you have lower proficiency levels.

Hobbies

Hobbies give a glimpse into your personality and interests and can differentiate your resume from the others. For example, you may be a graphic designer passionate about anime. This tiny detail can place you ahead when applying for a job at an anime magazine. You may also be a software engineer with a passion for photography, which may be an advantage when applying to work for Adobe. Keep the hobby list short and relevant.

Certifications

Certifications complete your education section and show you are hard-working, dedicated, and always looking to grow and upskill. When they aren’t the certifications behind your hard skills, it’s better to list them separately. They give you the edge you need to be a step in front of the competition. For example:

Projects

Whether professional or personal, side projects enrich your resume and contour your personality and skills. For example, it’s common for creatives to work on side projects and personal portfolios. Programmers also have GitHub accounts where they showcase personal projects. Use this section to show off the hard and soft skills you mentioned early in the resume, such as organizational, communication, creativity, time management, or problem-solving skills.

8. Proofread the Resume

To emphasize the importance of proofreading your resume before submitting it, we’ve made it a step in the resume writing process instead of offering it as a tip. Never, ever send a resume without proofreading everything, from your contact details to the names of the companies you worked for and your degrees. Typos and misinformation can show up and ruin the recruiter’s impression.

And that concludes how to write a professional resume! The example below illustrates what a solid professional resume looks like.

Why You Should Create a Matching Cover Letter?

You should create a matching cover letter because your resume is often insufficient to trigger a callback. Besides, it may be too long or too generic to capture the recruiter’s attention. A cover letter provides a much-appreciated summary, allowing the recruiter to categorize your resume quickly. In addition, it highlights your strengths and showcases why you are a good match for the open position. It is also an opportunity to explain or emphasize what is not easily visible in your resume, such as gaps between employment, strong motivation, a personal interest in a particular company, etc.

Download the Cover Letter Template

Clever Tips for Writing an Expert Resume

Now that you know what to write in your resume and how to structure information, it’s time for a few tips. Sometimes, less is more, and other times, less is simply less. You must know how to navigate your professional journey and underline what gives you the edge in the recruitment process. You should also pay attention to what words you use because they matter. So, here are a few tips to get you started:

• Decide on the right amount of work experience and education. Include just those past jobs that emphasize your strengths and fit the open position’s description. At the same time, if you don’t have much work experience, include it all, even if it’s irrelevant. For example, working as a summer camp instructor while in college shows that you are a team worker, have good organizational skills and social skills, and have built a work ethic as a young professional.
• List past jobs and education in reverse chronological order. It helps the recruiter reach the most relevant parts of your resume faster.
• Start your work experience list entries with action verbs. Action verbs show what you actually did at a job and are more assertive than other verbs. They also show you did something measurable. Examples of good action verbs are develop, supervise, lead, coordinate, manage, optimize, design, analyze, and administer.
• Make your resume Applicant Tracking System (ATS) friendly. ATS software programs automatically analyze and categorize applications based on keywords. They help recruiters go through a large volume of applications faster and more efficiently. Usually, the keywords are in the job announcement, so read it carefully. Also, avoid adding images, graphics, tables, and other complex formatting that may affect the ATS search.
• Use simple language and an active voice. Write on the topic using straightforward language. If the language is too vague, the ATS programs may fail to analyze your resume properly, or the recruiter may get bored or confused before reaching the valuable parts.
• When you have a rich skill section, use it only for hard skills and subtly include the skill jobs among past job descriptions, achievements, and/or in the resume summary. This will help reduce the length of the resume, making it concise and easy to follow. It will also emphasize your hard skills, which recruiters and ATS software are looking for.
• Customize your resume (and your cover letter, for that matter) for each job opening. This practice will assist you in focusing on the job description, identifying essential keywords, emphasizing the skills and experiences that align with the application, and customizing your resume to reflect the values and culture of the prospective employer requirements.

Resume Templates and Examples

To help you avoid complex formatting and missing important sections, we’ve crafted five Microsoft Word templates that fit any format and situation. In addition, we’ve provided complete examples for each of them. Download the resume template that fits your professional journey and the requirements of the position you are applying for and customize it to work to your advantage and make you stand out.

Modern Resume Example

A modern resume offers a contemporary approach to the traditional resume. It aims to showcase your professional experiences, educational background, and skills in a visually appealing and organized manner. Integrating design and layout elements ensures your resume stands out and remains easily readable by hiring managers and applicant tracking systems (ATS).

A modern resume is suitable for various scenarios. It can be particularly advantageous when hard skills are key, such as applying for jobs in competitive industries, creative fields, or technology.

Download the Modern HR Manager Resume Template

Professional Resume Example

The professional resume is designed to highlight work experience. Its professional design and clear layout make a strong first impression, showcasing your vast expertise and high education level while organizing skills and attention to detail.

Suitable for senior applicants with extensive experience, including portfolio links and project showcases that enhance the application. Consider it when applying for senior, management, and expert roles positions.

Download the It Engineer Resume Template

Formal Resume Example

The formal resume is straightforward and focused on experience and achievements. It is designed to strictly highlight professional expertise and skills, awards and recognition, certificates, and high education levels. The format is simple and uses a limited number of colors and fonts.

The formal resume is suitable for applying for management positions and jobs in a business environment. The ideal candidate to use a formal resume should have a high level of education, strong work experience, and multiple professional achievements.

Download the Project Manager Resume Template

Minimalist Resume Example

The minimalist resume may include extra sections with the standard education and work experience It is designed to adapt to various professional scenarios and allows you to include information about achievements, awards, related experience, extracurriculars, and more.

It suits job seekers with diverse experience, varied professional backgrounds, or who have worked on numerous side projects. The resume allows you to organize these experiences clearly. It can help you weave a cohesive narrative that illustrates your multifaceted skills and adaptability.

Download the Team Manager Resume Template

General Resume Example for an Administrative Assistant Position

This classic resume model suits everyone. It is versatile, allowing for all necessary sections. The structured information makes it easy to read, helping recruiters find key elements easily seek.

This resume is perfect for recent graduates entering the job market because it helps them highlight academic achievements, internships, relevant projects, extracurricular activities, and volunteer work and demonstrate their skills and potential even without work experience.

Download the Administrative Assistant Resume Template

FAQs

How do I write a resume that stands out to recruiters?

Crafting a resume that captures the attention of recruiters involves highlighting your unique strengths, experiences, and achievements concisely and targeted. Here are the recommended steps to do so:

1. Begin by tailoring your resume to the job you are applying for, emphasizing the skills and experiences most relevant to the role.
2. Incorporate action verbs to start your sentences and quantify your accomplishments where possible to provide concrete evidence of your impact.
3. Include a compelling summary statement at the top, showcasing your career goals and what you bring to the table.
4. Remember to proofread carefully to avoid any typos or errors, as attention to detail is crucial.

How do you make a resume with no experience?

Creating a resume with no formal work experience can be challenging, but it's not impossible. Focus on your transferable skills, volunteer work, internships, and relevant coursework or projects. Start with a strong objective statement highlighting your career aspirations and enthusiasm for the position. Include a skills section listing abilities that apply to the job, such as communication, problem-solving, or technical skills.

Any volunteer or unpaid job that assists in the development of relevant abilities is listed in the experience section. Describe the duties you carried out and the abilities you acquired, for instance, if you volunteered at a nearby charity. Emphasize your educational background, including any relevant projects or classes related to the position. You can also mention clubs, sports teams, or extracurricular activities where you've shown leadership, teamwork, or other useful abilities.

How do you write a resume on Google Docs?

Google Docs provides a few resume templates you can use. Avoid complex formatting, adding images or graphics, and using too many tables. Keep the document simple and focus on the content. Follow the steps detailed in this article and proofread the resume before sending it. Don’t forget to save an offline version.

Make it simple by following these steps:

• Login to your Google account
• Go to Google Docs
• Click on Template Gallery at the top right and choose one of the available resume templates (e.g., Swiss, Serif, Modern Writer, etc.).
• Fill the template with your information.
• Download the complete resume on your computer.

How do you make a resume in Microsoft Word?

Use a clean, professional layout with clear headings and bullet points to make it easy to read. If you don’t want to start from scratch, download one of our free resume templates for Microsoft Word and tailor them to match your professional journey and job opportunity. Don't forget to proofread your resume to ensure it's error-free.

Microsoft Word also provides some resume templates that may be a good starting point. Here is how to get to them:

• Open the program, and before opening or creating any document, click on More Templates in the top right corner
• Type “resume” in the Search box and hit Enter
• Choose the resume model you like and hit Create

If you are already in a Word document and want to create a resume using a template, go to File -> New from Template, type “resume,” choose a template, and hit Create.

How long should a resume be?

A standard resume has one page. However, a two-page resume is generally accepted for senior and management positions where the work experience list and the education credentials may be longer. Some industries require much information, such as academia, where a list of publications is often included in the resume. They accept multiple-page resumes.

What makes a good resume?

A good resume is clear, concise, and tailored to the job you are applying for. It should highlight your most relevant experience and skills, making it easy for employers to see why you are a good fit for the role. The professional summary encapsulates your career highlights and key qualifications and makes the recruiter want to know more.

Should I include references on my resume?

No, don’t include references in your resume. However, if you think the recruiter will ask for references and have them, you may include a short “References available upon request” mention at the end of your resume. But do so only if you have the space and consider it valuable. It isn’t essential information; the recruiter may ask for references anyway.