If you want the perfect resume, you’ve got to put in the work! This Ultimate Resume Writing Guide includes all the best resume tips you need to create a resume that stands out from the crowd.
Hint: This is a long one. If you don’t have the time to read all of these (awesome) resume writing tips, the quick fix to completely revamp your resume is a resume template, which includes a resume writing guide outlining the basics for you as you go. =)
If you think you can quickly throw together a resume by copying and pasting your job description, duties, and responsibilities, boy are you wrong.
A resume is the most important document you will ever own – it either opens doors to career and financial success, or closes them.
And there is no quick fix. A resume takes work. And YOU have to do most of the work. Even if you hire a Certified Professional Resume Writer, you still need to do all the legwork – they cannot read your mind, and therefore don’t know what you’ve accomplished. Only you do.
So have a coffee or two, and let’s get to work. I’ve researched, compiled, and outlined everything you need to do (and not do) – you just have to do the rest.
I’m going to start with the basics, and end with some killer content tips, so be sure to read to the very end! And you can download this guide in checklist form here to make sure you’ve got it all covered!
1 | DISREGARD ANY RESUME LENGTH “RULES”
Do not limit the length of your resume based on any “rules.” The length of your resume is less important than its relevance to the target job. You need to sell yourself as best you can, while ensuring your resume has good page design, consistent white space and adequate spacing. This might mean making your resume two well spaced out pages instead of one difficult to read page in size 8 text.
2 | SKIP THE FREE TEMPLATE: IT’S TIME TO UPGRADE
Make your own or buy one, because everyone and their mothers are using those free MS Word templates and hiring managers are sick of looking at them. Buy a pretty template and you will IMMEDIATELY stand out – and after implementing all of these resume tips, your resume content will be as amazing as the design.
3 | USE AN APPROPRIATE DESIGN FOR YOUR PROFESSION
I know, there are a ton of “cute” and “pretty” template designs out there, but unless you’re in a more creative industry, skip them and choose something that fits your profession.
4 | DITCH THE PHOTO
Please don’t include a photo on your resume unless you’re in a profession that requires it or the listing specifically states to include one: modeling, acting, some types of sales, etc. Photos on a resume are common if you’re in practically any country other than the US, but here it’s a big no-no. If anyone really wants to know what you look like, they can find you on LinkedIn.
5 | DITCH THE SOCIAL MEDIA LINKS
Unless your social media is completely dedicated to your work, impressive side job, or charity, keep it off your resume! This is a RESUME. Keep it professional.
6 | MAKE SURE YOUR EMAIL ADDRESS IS PROFESSIONAL
If you’re still holding onto that email address from middle school and it looks something like this – email@example.com – PLEASE create a new, professional email address just for your resume and work life. Just do it.
7 | SHORTEN YOUR LINKEDIN URL FOR THE LOVE OF GOD
If you include a link to your LinkedIn page, please shorten the URL. Most default URLs look something like this:
But, you can change the part after the “/in/” to whatever you want! Your goal is to make it as short and sweet as possible, so it just looks like this:
You change your URL on the right side of your Profile page: directions here.
8 | INCLUDE MOST IMPRESSIVE AND RELEVANT INFORMATION ON PAGE 1
You need to keep the most impressive and targeted (to the posting) information on page 1, specifically the top two-thirds. If you have really great achievements from jobs that aren’t current enough to make it to page 1, you can add in an Achievements section right below (or instead of) your Professional Profile but before your Experience to include all your most impressive (and targeted) information.
9 | BE MINDFUL OF THE APPLICANT TRACKING SYSTEMS
Applicant Tracking Systems (ATS) are software used by companies that receive, sort, and store resumes of job applicants. The ATS will then spit out resume information to a human who asks for specific criteria. But, your resume can get snubbed by the ATS and never get seen by human eyes if it’s in the wrong format and unreadable, doesn’t include relevant keywords from the job posting, is missing some of the posting requirements, etc. To be chosen by the ATS, upload your resume in PDF format, target your resume to the job posting by including relevant keywords, and keep your headings as common resume terms (read on for the details).
10 | HEADINGS SHOULD BE COMMON RESUME TERMS.
For example: Experience, Skills, Expertise, Education, Volunteer, Professional Profile, Summary, etc. Don’t try to be cute with your headings. Stick to the basics, because an ATS will search for specific headings, looking for the content you have underneath. If it doesn’t find your heading, it doesn’t find your content.
11 | DITCH THE OBJECTIVE STATEMENT
Yup, the times have changed. This area is no longer called an Objective Statement, and you are not going to write an Objective Statement, because companies do not care what your objectives are (I know, it’s depressing).
Do not write what you are looking for in a job, like this:
“Technician seeking a position with XYZ Company to further my skills and interest in Pharmacy.”
12 | INSTEAD, CREATE A PROFESSIONAL PROFILE
Call it a Professional Profile, or a Summary. This is different than an Objective, because you are going to sell yourself and convince the reader that you would be an asset to their company and they need you:
For example: “Technician with six years of experience in a 500+ prescription per day, long term care pharmacy. Proven ability to increase efficiency and reduce errors with creative new ideas and processes. Extensive knowledge of specialty pharmacy practices, rules and regulations.”
This is great, because: You gave a general overview of your experience and skills, mentioned how you can solve a big pharmacy problem (efficiency/speed and reducing errors), and displayed what you know (which can help the company with another pharmacy problem: regulations).
The point is, the reader (prospective employer) comes first. This is where you want to show why you’ll be an asset to the organization and what you can do for them. This paragraph needs to entice the reader to continue reading and find out more.
You can also give a broad summary of your career, or mention any amazing accomplishments that reside on later resume pages to entice the reader to make it past page one.
You want to present your best self here, so find your greatest accomplishments/traits and really show yourself off!
13 | PUT EDUCATION IN ITS PLACE
Education doesn’t always come first on a resume. For new graduates, put this section at the top. If you’ve been out of college for a while, your Experience and Skills sections will be more important, so put this section further down the page. The exception is for professions where academic qualifications dominate: medicine, law, etc.
Your degrees should be listed from highest to lowest level.
If you graduated college, don’t include high school.
You need to include:
- The full name of your degree (or expected degree)
- Your concentration
- The college/university name
- The town and state
- The year you graduated (or expect to): omit this if it was over 15 years ago.
- Your GPA, but only if it’s above 3.0
- Any impressive awards or honors you received
If you went to college and are done but did not graduate, list any related coursework and omit the degree name and date.
If you are still in college and are expecting to graduate, for the date just add the word “expected” before the date: Expected May 2018.
You can also list certifications that you’re working on, just add “expected” and the expected date.
14 | LIST YOUR WORK EXPERIENCE IN REVERSE CHRONOLOGICAL ORDER
Make sure to list you work experience from most current to oldest, from date of hire. And fill it all in! Don’t just list your job titles and then not add any information about what you accomplished there. Most hiring managers want to see what you did in each job, not just a broad list of your accomplishments or skills without any idea of what job they correlate to. There are some situations where a Chronological format may not be the best way to display your accomplishments, but unfortunately it’s the format most hiring managers prefer to see.
15 | CREATE ONE “MASTER” RESUME
If you’re applying to jobs that are all a bit different, you need to have one “master” resume and change it every time you apply to a specific job (or similar jobs). Your master resume should include every single thing you can think of that you’ve done. You’re not going to send it out, so you can keep it in draft form. You need to have a master list of all of your skills, duties, and achievements from every single job you’ve held that you can pick and choose from to create a RELEVANT and TARGETED resume for each job you apply to.
16 | TARGET YOUR RESUME TO EACH JOB YOU APPLY FOR
Your resume could be pretty amazing, and STILL not be chosen by a human or an Applicant Tracking System (ATS) simply because your resume does not match any keywords in the job posting. Think of it as a Google search. When you search for something on Google, Google pulls keywords from websites and finds you the best match. That’s exactly what an ATS does. If your resume isn’t relevant to the job at hand and doesn’t include listing or industry keywords or you don’t meet the requirements, you won’t get pulled.
The job posting will tell you exactly what the prospective employer is looking for in an ideal candidate, so you need to create a resume that matches the target job’s requirements, skills, and responsibilities. You need to BECOME the ideal candidate (without lying, of course). If you don’t have any of the skills or requirements needed, don’t apply to the job! Find another that fits you better.
You have to focus on the employer’s needs. Remember, they’re looking to fill a specific position, with specific duties, skills, and requirements and probably have hundreds of applicants to choose from. Not including essential keywords might leave your resume unseen.
17 | INCLUDE KEYWORDS FROM THE JOB POSTING
As stated above, you MUST include keywords from the job posting. Here’s an easy way to find keywords:
- Print out or insert your target job posting into a Word document.
- Identify and highlight any target job titles, skills, requirements, responsibilities, duties, keywords, etc.
- If there are a few similar jobs you’re interested in, collect all of the listings and identify any skills, keywords, requirements, etc. that are common to all listings.
- Identify any problems to solve. Take note of the daily duties of the position and what problems you will need to identify/prevent/solve on a daily basis.
- Identify how you can help the company in terms of money saved, money earned, or time saved on a daily basis.
Now, sprinkle these keywords throughout your resume, particularly the Skills section, and demonstrate that you have these skills or valuable traits by describing your achievements relating to them in your Experience. Do this for each job you apply to.
18 | DEMONSTRATE THE VALUE YOU CAN BRING TO THE COMPANY
Remember, you’re being hired because you have a job to do – create value for the company. Businesses exist to make money, and therefore money is of high value. The very position you’re applying to most likely exists to help an employer maintain and increase profitability.
Businesses care about:
– Making money
– Saving money
– Increasing productivity or efficiency (providing the opportunity to make money in the time saved)
– Identifying, preventing, and quickly solving problems (to prevent any aggravation and wasted time/money)
What’s the benefit of hiring you? What can you do for them? How can you further their goals?
Now, this concept isn’t so cut and dry for some jobs, but every company, organization, or field values SOMETHING.
For example, what if you’re a teacher? Think of what a school administration or a district values: an increase in test scores, an increase in grade point average, reduction in absenteeism, increasing the grade level of one or a few at-risk students, securing a grant, etc.
Want to work for a non-profit? They still value money, although it’s not as cut and dry. Your value may lie in the expertise you can bring to the table, how you can further the organization’s goals, how effectively you can assist in raising money through your marketing skills, creating and maintaining excellent relationships with sponsors, being efficient and increasing productivity, etc.
Once you determine the value you would bring to the company, describe the ways you’ve demonstrated this in previous jobs or experiences, and be sure to explain HOW you accomplished it.
Here are some questions to help you recall important accomplishments at work that may have added value:
- When did you go above and beyond your job description to do much more than earn your pay that day? What did you do?
- What work concept/technique/skill do you know SO WELL that you often teach to others?
- What have you done that you’re most proud of?
- What have you created/reorganized/designed that’s been incredibly helpful?
- What praise have you received from your bosses or colleagues?
- What are your key strengths and how do you use them at work?
- Your boss always counts on YOU to do that one thing you’re great at. What is that one thing?
Now that you know what the company values and how you’ve created value in the past, you need to phrase your sentences/bullets in an effective way.
19 | CREATE ACHIEVEMENT-BASED SENTENCES
The best way to show how you’ve added value in the past is by creating an achievement-based resume (as opposed to a resume full of boring duties or responsibilities).
There are two similar ways to do this. You can format sentences in this way:
Accomplished (X) as measured by (Y) by doing (Z), or by creating
C.A.R. (Challenge – Action – Result) statements.
Challenge: What were you trying to accomplish? What was the problem you faced, or issue you tried to solve?
Action: What did you do to overcome this issue or accomplish/exceed the goal?
Result: The outcome or result of your actions.
Challenge: A below grade level or at-risk student
Action: Created an individualized learning plan
Result: Increase in grade from C- to B+
“Tutored a sixth grade student in pre-algebra utilizing an individualized learning plan to raise his grade from C- to B+ over the course of the school year.”
Accomplished (X): Increasing employee morale
As measured by (Y): Surveys showing a 30% increase in employee satisfaction and morale
By doing (Z): Organizing company outings
“Organized company outings, dinners and retreats, resulting in 30% increase in employee satisfaction and morale.”
Use these formats for as many of your resume bullets and sentences as possible to show your value to prospective employers.
20 | QUANTIFY THE SH*T OUT OF YOUR ACHIEVEMENTS
Your achievement-based sentences are much more powerful when you quantify your accomplishments with numbers. Quantifying your achievements shows what you’ve done, instead of just stating it! Your reader is looking for proof that you are as great as you say you are, and quantifying your achievements is the best way to show your worth.
Now, most people don’t have numbers on hand to show their work accomplishments. If you don’t have numbers on hand, you can estimate them, but you must have solid reasons to back up your calculations if you’re asked about them in an interview.
Even if you can’t figure out any numbers to quantify your accomplishments, you can still find ways to quantify each work experience.
For example, you can quantify the number of customers you assisted daily:
“Assisted an average of 40 customers per day in finding or selecting items and provided recommendations that generated $8k in additional revenue.”
Or even the size of your company or the aspect of the job you’re in charge of:
“Oversaw the efficient use of advertising budgets ranging from $10,000 – $25,000.”
“Analyzed incoming data from various clients and customers, writing 1,500 word reports twice a week for the CEO.”
Or the number of people you’ve worked with, trained, or helped:
“Managed six employees in an executive office, maintaining an atmosphere of exactness, efficiency and attention to detail.”
21 | BE ASSERTIVE: SKIP THE PASSIVE VOICE
You want to exude confidence and actually convince the reader how great you are. If you’re not confident in your achievements, why should anyone else be? On that note,
22 | START YOUR SENTENCES WITH A POWERFUL ACTION VERB
Most of your sentences/bullets should start with a verb. Preferably a “power verb” or an “action verb,” and rarely ever the all too common “responsible for.” No one cares about your duties. They want to know what you did that went above and beyond, what you achieved, how you made money for the company, saved money, or saved time (which saves money). Check out this list of my favorite power verbs.
23 | GET TO THE POINT
Be clear and concise. Omit any wordy phrases or irrelevant information. Take out any unnecessary words, and format your sentences in the most concise way possible.
24 | MAKE SURE YOUR FORMATTING IS CONSISTENT.
Most people are too busy reading over the content of their resumes to step back and take a look at the small details. Make sure all the formatting is consistent: your titles are all either bolded or italic or neither, the bullets all line up and are the same, the spacing between paragraphs and bullets is consistent, etc. Keep the date formats consistent too. Either include months, or don’t. Spell out the months or use numbers. Whatever you do, keep it consistent from job to job!
25 | MAKE SURE YOUR PUNCTUATION IS CONSISTENT.
I see this all the time – periods at the end of some bullets, left out on others. Just keep it consistent. If you have any bullets that are longer with commas and a few “and”s, or have a colon or semi-colon, use periods. If your bullets are mainly short, fragments of sentences, you can skip the periods. Use your best judgment. If it sounds and looks like it needs a period, stick it in there.
26 | USE PAST AND PRESENT TENSE CORRECTLY
Use past tense for previous jobs, and present tense for current jobs. If your job dates end in “– Current” or “– Present,” then PLEASE use present tense. If you are no longer at a job, use past tense.
27 | PRIORITIZE YOUR BULLETS
Your most impressive and relevant achievements should go towards the top of each work experience so they’re seen first. Put the boring stuff towards the end – the first few bullets are more likely to be read completely.
28 | AVOID BIG BLOCKS OF TEXT
No one wants to read a jam-packed resume that looks like a dissertation. Break up your long paragraphs and big blocks of text, or use bullets instead!
29 | AVOID PERSONAL PRONOUNS (with a few exceptions)
As a general rule, leave out the personal pronouns (I, me, my). It’s so easy to just omit a pronoun and lead with a verb instead. However, there are some jobs that place a large value on personality where a more informal tone is acceptable (education, the arts, and the caring professions where personality is essential to your job). In these cases, it may be beneficial for you to include personal pronouns.
30 | DON’T MIX FIRST AND THIRD PERSON
If you’re using pronouns, don’t mix first (I, me, my) with third (she, he). Just stick to one (I vote for personal – writing in third person is just weird).
31 | AVOID OR EXPLAIN UNEMPLOYMENT GAPS
Don’t leave any questions as to your employment – a question is usually just a “NO” in the hiring manager’s mind. If you can avoid unemployment gaps, do it. If not, explain it in the cover letter.
32 | PROOFREAD YOUR RESUME
Yeah I know, common sense, right? WRONG. You’d better read your resume over at least 3 times, and/or have someone else read it. Some picky hiring managers WILL throw out your resume if you have any avoidable spelling errors or terrible grammar. And if you don’t take the time to read over your resume, the most important document you own, that doesn’t say good things about you or your work ethic to the hiring team.
33 | SAVE YOUR RESUME AS A PDF FOR UPLOADING/EMAILING
Upload your resume as a PDF file. Word documents never look exactly as they should on the receiving end, but a PDF file is like a picture – it looks exactly the same on any computer. Most ATS can read PDF files now (2016), and as long as PDF is listed as one of the accepted formats when you’re uploading your resume to the job posting, you’re safe.
34 | MERGE YOUR PDFS INTO ONE DOCUMENT
Certain Applicant Tracking Systems (ATS) will require you to upload only one file and don’t have separate sections for a cover letter or references. That’s fine. Once you save your files as PDFs, you can go to pdfmerge.com, upload each individual file and hit Merge! And voila, it will merge the files for you and automatically download the combined file onto your computer.
35 | SAVE YOUR RESUME AS YOUR NAME + RESUME
Save your resume as “YourNameResume.pdf” if you are emailing or uploading your resume! Recruiters will most likely save the file and need to easily find it again – you want them to smile because you did this the right way, instead of them silently cursing at you because they had to rename the file themselves! Do the same for your references and cover letter, too.
36 | LAND THAT JOB
If you read through every single one of these tips (YAY YOU!) and still have questions, please don’t hesitate to email me.