How to Write a Résumé: The Definitive Guide

Do you know that the average time recruiters spend looking at a résumé is 6 seconds? And that only the top 2% of candidates land an interview?

Let’s face it: your résumé is your marketing tool, and YOU are the product. Having a résumé will not automatically get you a job, but without it, you’re powerless.

Writing a résumé is a daunting task that requires time and attention to detail. To guide you through it, here is a step-by-step guide on how to write a résumé in an effective way. Before we get into the steps, know that there is no certified standard way to do it. Below are tips and guidelines on how to write a résumé that best presents you, your skills, and your qualifications.

I. Contact information

This section is for who you are.

Your contact information should be listed at the top of your résumé. This section does not require a label. When listing your contact details, follow this order:

Name (large font and bold). If you have a relevant title (Ph.D., MPH, etc.), feel free to add it.
Address
Phone number — make sure you have an appropriate voicemail message with your name.
Email address — many résumés are discarded due to an unprofessional email address.
Online presence — add relevant, appropriate profiles (LinkedIn, SlideShare, GitHub, a blog, etc.).

II. Qualifications summary

This section is for what you can give to your potential employer.

Since recruiters spend only 6 seconds scanning a résumé, you don’t have time to waste — immediately provide the information they need. The goal is to gain the reader’s attention and get them interested in reading more about you.

Right after your contact information, put a small introduction to highlight the skills and experiences that will add value to your potential employer. Target only the skills specific to the job you’re applying for. List your most outstanding career achievements that are relevant to the role, using specific statements that reflect your unique experience.

Both bullet-point and paragraph formats work for a qualifications summary. Avoid using this section for an objective statement — in today’s market, employers need to know quickly how a candidate can help them, not the opposite.

III. Professional experience

This section is for what you have given previous employers, and your transferable skills.

This is the core section of your résumé. Starting with your most recent position, list your jobs in reverse chronological order. Only list experiences relevant to the job you’re applying for. For each one, create a heading including the organization’s name, city and state/country, your title, and dates of employment (month and year).

Under each experience, use bullet points to list your main duties and achievements. A powerful way to express them is to use PAR statements (Projects, Actions, Results), which let recruiters quickly read your key accomplishments.

Projects — What was the project, task, or job in your previous experience? Pick one relevant to the role you’re now applying for.
Actions — What specific actions did you take? Be very specific about your role, and start each bullet with an action verb in the past tense (accelerated, accomplished, achieved, built, etc.).
Results — What was the outcome of your actions? Quantify actual results (e.g. increased sales by 60%, improved productivity by 30%) and demonstrate how your actions benefited the organization.

Examples of solid statements with specific actions and results:

Built the digital marketing strategy of the company and increased online sales by 60%.
Hired subject-matter experts and developed the analytics platform on time and on budget.
Increased software development velocity 30% by introducing agile methodology.
Increased team productivity 20% by changing meeting and email policies.
Implemented a $75,000 electronic data interchange program that cut overall operating expenses by $800,000 annually.

To make sure your PAR statements are well written, ask yourself: Did I provide enough detail about the project? Is my role clear and are my actions well described? Did I present the results? Have I demonstrated transferable skills that relate to the position?

Don’t list every job you’ve ever held — the key is to include the experiences relevant to the job you’re applying for. There’s no standard résumé for all jobs; adapt it for each application.

IV. Education

This section is for the foundation of your knowledge.

List your education in reverse chronological order, with your most recent achievements at the top. Include the name of the institution, location, graduation date, degree, and grade points (only if high). If you have rich professional experience, keep this section short. If you don’t have professional experience yet (e.g. a college student), put Education before Professional Experience.

V. Other sections

Depending on your situation, you may add sections to strengthen your résumé:

Licenses — Some occupations require a license (architect, nurse, security guard, etc.). Can also include certifications or professional training.
Publications — For graduate students or researchers, list relevant papers in reverse chronological order.
Patents — Relevant if the role requires strong invention skills.
Honors & awards — Work, academic, or volunteer awards, grants and scholarships.
Relevant activities — Professional affiliations, volunteer positions, organization memberships.
Technical skills — For specialized roles (programming languages, databases, operating systems, etc.).
Other skills — Computer skills, additional languages, first-aid certification, etc.
Interests & hobbies — Sharing interests with your hiring manager can increase your chances and show your human qualities.

VI. More on how to write a résumé

Now that the hard part is over, give your résumé some personality before submitting it. Layout is a matter of preference, but make it easy to read, concise, and clear:

Font — Use an easy-to-read font consistently throughout.
Size — Don’t go below 9 point. Use descending sizes for your name, section labels, and bullet points.
Space — Use plenty of white space and lines between sections; don’t make the margins too small.