How to Write a Resume: Structure, Sections and Examples

To write a resume, list your contact details, a short summary, your work experience (newest first) and your education, then tailor the keywords to each job you apply for. Keep it to one or two pages, use a clean single-column layout and show results with numbers wherever you can.

Employers often scan a resume in seconds, so the goal is to make your best evidence easy to find. This guide walks you through each section, the right format and the mistakes that get resumes rejected.

Quick answer

• Length: 1–2 pages; use two only if your experience needs it.
• Order: contact details → headline and summary → skills (optional) → work experience → education → optional extras.
• Format: one standard font at 10–12 point, simple headings, single column, saved as PDF unless told otherwise.
• Content: achievements with numbers, keywords from the job advert, no long task lists.
• Country matters: in many countries the same document is called a CV, and local rules on photos and personal details differ.

Resume or CV? Check the Local Convention First

The word you need depends on where you apply.

• United States and Canada: a resume is a short document for most jobs. A CV is usually a longer academic record used for research, teaching and medical roles.
• UK, Ireland, and much of Europe, the Middle East, Africa and Asia: CV often means the everyday document for almost any job, structured much like a US resume.
• Personal details vary. US resumes typically leave out date of birth, marital status and nationality, and UK careers advice says to leave out age, date of birth, marital status and nationality. In some other countries, a photo and some personal details are still common.

If you are unsure, look at the job advert, the employer's careers page or your country's public employment service. The steps below work for both a resume and a short CV.

Step 1: Gather Your Information

1. List every job, internship and volunteer role, with exact start and end dates.
2. Note your qualifications, training and certifications.
3. For each role, write down results you can measure: people served, money saved, targets beaten, percentages improved.
4. Save the job advert you are applying for and highlight the skills and words it repeats.

Step 2: Choose a Format

US government career guidance notes that the combination format works well for most people.

Step 3: Write the Top Section

This is the part employers see first, so make it easy to scan.

1. Contact details. Your name, phone number and a professional email address. City and region are enough; a full street address is not needed. Add a LinkedIn or portfolio link only if it is complete and up to date.
2. Headline. Your target job title, or a short tagline of about 10–12 words, for example: "Registered Nurse | 8 years in emergency care | Calm under pressure".
3. Summary. Three to four sentences, or three to five bullet points, covering your top skills and results. Use keywords from the job advert and plain language. You can skip this if you have three years of experience or less, unless you are changing careers.
4. Skills (optional). A short list of technical or job-specific skills. Keep soft skills like teamwork for your summary and examples.

Step 4: Describe Your Work Experience

For each job, include:

1. Job title, employer, city, and start and end dates.
2. About 5–8 bullet points, each one or two lines long. Give your current or most recent job the most detail.
3. Bullets that start with a strong past-tense verb, such as "Led", "Reduced", "Trained" or "Developed".
4. Context and results: what you did, for whom, and what changed because of it.

Weak: "Responsible for customer emails."

Strong: "Answered 60+ customer emails a day and cut average response time from 48 to 24 hours."

If you have a long career, focus on roughly the last 12–15 years and the most relevant roles. If you have little experience, include part-time work, volunteering and school projects, and highlight transferable skills.

Step 5: Add Education and Extras

1. List degrees, diplomas and certificates with the institution and year completed. Recent graduates can put education above work experience.
2. Add optional sections only if they help: languages, licences, volunteering, awards or relevant projects.
3. A references section is optional. Have a list ready for when the employer asks.

Step 6: Format It So People and Software Can Read It

Many employers use applicant tracking systems (ATS) that read resumes before a person does.

1. Use one standard font such as Calibri, Arial, Georgia or Times New Roman, at 10–12 point. Headings can be a little larger and bold.
2. Keep margins at about 2.5 cm (1 inch) and spacing consistent.
3. Use a single column and standard headings: "Work Experience", "Education", "Skills".
4. Avoid tables, text boxes, images and graphics, and keep key details out of headers and footers.
5. Save as a PDF unless the employer asks for another format, and name the file with your full name. If your resume is in another format, see how to convert files between PDF and Word.

Step 7: Tailor and Proofread

1. Compare your resume with the job advert and add the exact keywords it uses where they are true for you.
2. Remove anything that is not relevant to this job.
3. Check spelling, dates, punctuation and spacing. Read it aloud or ask someone else to check it.
4. Make sure it matches your LinkedIn profile and your cover letter.

Common Resume Mistakes

• One generic resume for every job. Tailor your summary, skills and bullets each time.
• Listing duties instead of results. Show what improved because of your work.
• Fancy layouts. Columns, icons and graphics can scramble in tracking software.
• Unprofessional email address. Create a simple one based on your name.
• Unexplained jargon or puffed-up language. Use clear words a recruiter will understand.
• Too many personal details. Leave out anything your target country does not expect.
• Hidden keywords in white text. Tracking systems are not fooled, and it looks dishonest.

Frequently Asked Questions

How long should a resume be?

One to two pages for most people. Use the second page only if your experience genuinely needs it. Academic CVs are an exception and can be much longer.

Should I put a photo on my resume?

It depends on the country. In parts of Europe, the Middle East, Africa and Asia a photo on a CV can be common, while US-style resumes focus on skills and experience rather than personal details. Follow the convention of the country and employer you are applying to, and leave the photo off if you are unsure.

What should I do about gaps in my work history?

Be honest and brief. List courses, caring responsibilities, volunteering or freelance work from that time, and focus on the skills you gained. You can explain more in your cover letter.

Do I need a different resume for each job?

You do not need to start from scratch, but you should tailor it. Adjust your headline, summary, skills and top bullet points to match the keywords and priorities in each advert.

Should I include references?

References are optional on the page itself, and many people save the space for achievements. Have two or three people ready who know your work, ask their permission first, and share their details when the employer requests them.

What comes after the resume?

If your resume works, the next step is an interview. Our job interview tips cover common questions and how to answer them.

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Sources

• CareerOneStop (US Dept. of Labor) – Resume Guide: Top Section
• CareerOneStop (US Dept. of Labor) – Resume Guide: Formatting
• National Careers Service (UK) – How to Write a CV
• University of Arizona Career Services – Resume vs Curriculum Vitae