How to Write a Resume: The Ultimate Step-by-Step Guide (2025)

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A well-crafted resume is your ticket to landing interviews and getting hired. Whether you’re a recent graduate, changing careers, or an experienced professional, this comprehensive guide will walk you through every step of creating a resume that gets results.

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What is a Resume?

A resume is a professional document that summarizes your work experience, education, skills, and achievements. It’s typically the first thing employers see when you apply for a job, making it crucial for creating a strong first impression.

A great resume should:

• Clearly communicate your qualifications
• Highlight relevant experience and achievements
• Be easy to read and well-organized
• Be tailored to the specific job you’re applying for
• Pass Applicant Tracking Systems (ATS)

Resume vs. CV: What’s the Difference?

While often used interchangeably, resumes and CVs have key differences:

Resume:

• 1-2 pages maximum
• Concise summary of relevant experience
• Tailored for each job application
• Standard in the US, Canada, and most industries

CV (Curriculum Vitae):

• 2+ pages, no length limit
• Complete academic and professional history
• Used for academic, research, and international positions
• Common in Europe, Middle East, and academia

How to Write a Resume: Step-by-Step

Step 1: Choose the Right Resume Format

There are three main resume formats. Choose based on your experience level:

Chronological (Most Common)

• Lists work experience in reverse chronological order
• Best for: Professionals with consistent work history
• Highlights career progression

Functional (Skills-Based)

• Focuses on skills rather than timeline
• Best for: Career changers, those with employment gaps
• Groups experience by skill category

Combination (Hybrid)

• Combines chronological and functional elements
• Best for: Experienced professionals, senior roles
• Leads with skills, followed by work history

Step 2: Add Your Contact Information

Place your contact details at the top of your resume:

• Full Name — Use your professional name
• Phone Number — Make sure voicemail is professional
• Email Address — Use a professional email (firstname.lastname@email.com)
• Location — City and state/country (full address not necessary)
• LinkedIn URL — Custom URL preferred (linkedin.com/in/yourname)
• Portfolio/Website — If relevant to your field

Avoid: Photos (in the US), full address, personal information like age or marital status.

Step 3: Write a Compelling Professional Summary

Your professional summary is a 2-4 sentence elevator pitch that appears below your contact info. It should:

• State your job title and years of experience
• Highlight your key strengths and expertise
• Include a notable achievement
• Mention your career goal (optional)

Example:

“Results-driven Marketing Manager with 8+ years of experience developing data-driven campaigns that increase brand awareness and drive revenue growth. Expertise in digital marketing, content strategy, and marketing automation. Led campaigns that generated $2.5M in new revenue and grew social following by 300%.”

Step 4: Detail Your Work Experience

The work experience section is the heart of your resume. For each position, include:

• Job Title
• Company Name
• Location (City, State)
• Dates of Employment (Month/Year – Month/Year or Present)
• 3-6 Bullet Points describing achievements

Pro Tips for Writing Bullet Points:

1. Start with action verbs: Led, Developed, Increased, Managed, Created, Implemented
2. Quantify achievements: Use numbers, percentages, and dollar amounts
3. Focus on results: Show impact, not just responsibilities
4. Use the PAR method: Problem → Action → Result

Example:

❌ “Responsible for managing social media accounts”

✅ “Managed 5 social media platforms, implementing content strategy that increased engagement by 150% and grew followers from 10K to 50K in 12 months”

Step 5: List Your Education

Include your educational background:

• Degree (e.g., Bachelor of Science in Computer Science)
• University/College Name
• Graduation Year (or Expected Graduation)
• GPA — Only if 3.5+ and you’re a recent graduate
• Relevant Coursework — Only if you lack work experience
• Honors/Awards — Dean’s List, scholarships, etc.

Note: If you have 5+ years of experience, education can be brief and placed lower on the resume.

Step 6: Highlight Your Skills

A dedicated Skills section helps ATS find keywords and lets recruiters quickly assess your qualifications.

Types of Skills to Include:

Hard Skills (Technical/Teachable):

• Programming languages (Python, JavaScript, SQL)
• Software/Tools (Adobe Creative Suite, Salesforce, Excel)
• Certifications (PMP, AWS, Google Analytics)
• Languages (Spanish – Fluent, Mandarin – Conversational)

Soft Skills (Interpersonal):

• Leadership, Communication, Problem-Solving
• Team Collaboration, Time Management
• Adaptability, Critical Thinking

Tip: Match skills to the job description. If the posting mentions “project management,” include it in your skills section.

Step 7: Add Optional Sections

Depending on your background, consider adding:

• Certifications: Professional certifications relevant to your field
• Projects: Significant projects, especially for tech roles or recent graduates
• Volunteer Experience: Shows character and community involvement
• Publications: For academic or research positions
• Awards & Honors: Professional recognition
• Languages: If relevant to the role

Resume Writing Tips

Do:

• Tailor your resume to each job application
• Use keywords from the job description
• Quantify achievements with numbers and metrics
• Keep it concise (1-2 pages maximum)
• Proofread multiple times for errors
• Use a clean, professional resume template
• Save as PDF to preserve formatting

Don’t:

• Use “I” or write in first person
• Include irrelevant work experience
• Use generic phrases like “team player” without evidence
• Lie or exaggerate
• Use fancy fonts or excessive formatting
• Include references (provide separately when requested)

Resume Examples by Experience Level

Entry-Level / Recent Graduate

Focus on education, internships, projects, and transferable skills. Use a one-page format. Check out resume examples for inspiration.

Mid-Career Professional

Emphasize achievements and career progression. Include 10-15 years of relevant experience maximum. Two pages are acceptable.

Senior / Executive Level

Lead with a strong executive summary. Focus on leadership, strategy, and business impact. Quantify high-level achievements.

ATS Optimization

Most companies use Applicant Tracking Systems to screen resumes. To pass ATS:

• Use a simple, single-column format
• Include keywords from the job description
• Use standard section headers
• Avoid tables, graphics, and text boxes
• Save as PDF or .docx

Learn more in our complete ATS resume guide.

Frequently Asked Questions

How long should my resume be?

One page for entry-level and early-career professionals (0-10 years experience). Two pages for experienced professionals with extensive relevant experience.

Should I include a photo on my resume?

In the US, no. In many European and Middle Eastern countries, photos are common. Follow local conventions.

How far back should my work history go?

Generally 10-15 years. Older experience can be summarized briefly or omitted unless highly relevant.

Do I need a cover letter?

Yes, when possible. A tailored cover letter can significantly improve your chances of getting an interview.

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