How to write an effective résumé

Why a strong résumé matters

Your résumé is typically your initial or only method of contact with potential employers, which is why it's crucial to make a strong first impression. Many big employers use an Applicant Tracking System (ATS) and/or recruiting management system (RMS), which automate the process of sorting and ranking candidates based on information in their résumés.

Résumé formatting goes a long way, too. An ATS will often automatically filter out poorly-formatted materials. Optimizing your résumé with the ATS in mind can help get your information seen by actual humans.

Step-by-step guide to writing your résumé

Before you launch into writing a résumé, gather your materials — details about your experience, references, and accolades — and form a plan. As your first and perhaps only chance to connect with a potential employer, strategizing and considering best résumé practices at the outset can go a long way.

Choose the right format

Résumé formats typically fall under three categories: chronological, functional, and hybrid. Each type best suits certain candidates and types of roles. Consider the following details as you consider how to write an effective résumé.

• Chronological: A chronological résumé demonstrates your career advancement and progression over time, demonstrating your accomplishments in an easy-to-digest timeline. However, a chronological résumé can also clearly show any employment gaps or shine a light on brief stints with employers.
• Functional: Functional résumés focus more on your abilities than specific work experience. If you're planning to change sectors, a functional résumé may make for an ideal choice.
• Hybrid: This type of résumé combines chronological and functional formats to provide an in-depth look at your work experience and unique abilities. However, organizing a hybrid résumé can be more difficult than with a more traditional format.

Write a compelling summary

Best résumé practices include starting with a captivating outline of your experience, skills, and goals. If your résumé reaches a human employee, catching their attention further can help keep you at the top of their list of candidates.

Aim for about 3–5 sentences: enough to make your mark without overstaying your welcome. Specifics about your personal and professional accomplishments can help you stand out and stay in the minds of recruiters and human resources professionals. An effective summary allows them to quickly scan your accomplishments and get a feel for your personality without having to scan the entire document.

Highlight accomplishments using action verbs

Strong descriptions can help you make an impact on ATS software and human professionals. Using action verbs in your résumé can give you an authoritative voice in communicating your accomplishments.

Consider the following résumé examples. Rather than saying you "were in charge of three professionals," a stronger action verb would be that you "oversaw a team of collaborators" to show your management skills on your résumé. Instead of saying that you "helped with images for a weekly email," go with "designed company-wide communications graphics" to demonstrate digital marketing skills. These alternatives demonstrate strength and command over tasks and communicate your mastery of specific skills in the workplace.

Quantify your impact

Clear, measurable accomplishments in your work experience convey your ability to get things done. Were there specific projects you spearheaded? Did your company provide specific metrics as to the outcomes of these projects?

Your accomplishments do not need to be simply related to business success, either. If you helped to train new employees, create documentation for executives, or organize a new order system for a warehouse, these accomplishments are worth including, as well. Make sure to include the size of the teams related to each project to provide a sense of scope.

Use keywords from the job description

Using keywords from the job description can help you become noticed by humans and automated systems alike. Though you don't want to copy the entire job description, take note of their specific language and how it may differ from similar job descriptions — are there certain words or phrases that this specific company drives home more than others?

Integrate these terms naturally into your résumé. It may also help to have a résumé template for yourself where you can plug in different keywords to tailor your submission to each employer.

Common mistakes to avoid

Along with including certain elements in your résumé, you should also aim to avoid certain inclusions to ensure the company considers you as an ideal candidate.

• Overdesigning your résumé: Less is more. Employers want to see a clean, well-formatted résumé without additional fluff or extraneous design elements.
• Using passive voice instead of results-oriented language: Using passive language, including "be" verbs, presents a missed opportunity to use action verbs for your résumé.
• Listing “References available upon request": Hiring managers know they can contact your past references. Including this language is extraneous.
• Including full mailing address: Aim to include just your city and state on your résumé.
• Including photos or headshots: A photo of yourself is not necessary and may create privacy issues with ATS software.
• Using outdated email addresses or unprofessional handles: It's acceptable to have a less formal personal email address, but make sure to have a professional handle for any résumés.

How to make your résumé ATS-friendly

ATS platforms help employers filter out unqualified candidates, but they also sift out applicants based on formatting and other issues. Consider the following résumé writing tips to make your submission more ATS friendly.

• Use standard section headings: Stick to simple headings like "experience" and "education" — more flowery language may cause the ATS to reject your submission.
• Avoid overly designed templates with tables, columns or graphics: If the automated system cannot clearly understand your résumé due to extraneous design elements, it will reject your application.
• Include keywords from the job description naturally: An ATS may notice if you stuff your résumé with language from the job description. Aim to include specific language naturally rather than excessively.
• Include both hard and soft skills: Though most résumés focus on your hard skills, many roles require soft skills like communication and problem-solving.
• Make sure spacing is consistent: Formatting, including spacing, is a key consideration for making your résumé ATS-friendly.
• Stick to common file formats: The job listing may request a specific file format for your résumé. If it does not, aim for a PDF or Docx file.

What to include in a great résumé

• Contact information: Include a professional email address, along with your city and state.
• Professional summary or career profile: Write directly, but make sure to inject your personality in some small way.
• Work experience: Along with the company, your position, tasks, and time spent in each role, include specific, quantifiable accomplishments.
• Education: Many experts believe that your college GPA is not worth including, but if you're just entering the workforce, it can help bolster your accomplishments.
• Skills and certifications: Make sure to format any certification titles correctly to ensure ATS software recognizes them.
• Optional sections: Include additional accomplishments, such as volunteer work and extracurricular activities, at the end of your résumé.