How to Write a Resume – Step-by-Step Writing Guide

Learn how to write a standout resume with formatting tips, examples, and keyword strategies. Perfect for students, pros, and career changers.

Your resume is often the first impression a hiring manager will have of you—and you only get one chance to get it right. Whether you're applying for your first job or updating your resume for a career change, a well-structured and tailored resume can significantly improve your chances of landing an interview.

This guide will walk you through every step of writing a resume, with expert-backed tips, real examples, and formatting strategies to help you stand out.

Step 1: Choose the Right Resume Format

Before you begin writing, it's essential to choose the right resume format. Your choice determines how your experience is presented and can affect how well your resume performs with both human recruiters and applicant tracking systems (ATS).

There are three main formats:

  • Reverse-Chronological: This is the most widely used and preferred by employers. It lists your most recent job first and works well if you have a solid work history in a single field.
  • Functional (Skills-Based): Focuses more on your skills and less on your work timeline. It's often used by career changers or those with employment gaps.
  • Combination (Hybrid): Blends the strengths of both formats. You highlight your most relevant skills first, followed by a reverse-chronological list of roles.

Recommendation: For most job seekers, especially those applying online, the reverse-chronological format is the most effective and ATS-compatible.

Step 2: Add Your Contact Information

This section should be simple and easy to find at the top of your resume. Include:

  • Full name
  • Phone number
  • Professional email address
  • LinkedIn profile (optional but beneficial)
  • Personal website or portfolio (if relevant)

Avoid using outdated or unprofessional email addresses like [email protected]. A professional email builds trust and credibility instantly.

Step 3: Write a Resume Summary or Objective

This brief introduction sets the tone for the rest of your resume.

  • Summary: Used when you have several years of experience. It emphasizes achievements and expertise.
  • Objective: Best for entry-level roles or career changes. It outlines your goals and motivation for applying.

Example (Summary):

Experienced digital marketer with over 5 years of success in SEO and email campaigns. Increased organic traffic by 70% and led multi-channel strategies for B2B clients.

Example (Objective):

Business graduate seeking a junior marketing position where I can apply my skills in analytics and social media engagement.

Step 4: List Your Work Experience

This section should tell the story of your professional growth. Include the following for each role:

  • Job title
  • Company name and location
  • Employment dates (month and year)
  • 3–5 bullet points describing your key responsibilities and achievements

Example:

Marketing Coordinator

BrightWave Media, New York, NY

May 2021 – Present

  • Developed and managed weekly email campaigns, increasing open rates by 40%
  • Collaborated on landing page optimization, improving conversions by 18%
  • Managed content calendar for a team of five across multiple platforms

Use strong action verbs and quantify achievements to show measurable impact.

Step 5: Include Your Education

List your most recent or most relevant academic credentials:

  • Degree name
  • School name and location
  • Graduation date or expected date

Example:

Bachelor of Arts in Communications

University of California, Los Angeles

Graduated: May 2023

Add honors, GPA (if above 3.5), or relevant coursework if they strengthen your application.

Step 6: Highlight Relevant Skills

Create a clear, concise list of skills that are most applicable to the job you’re applying for. Include both hard and soft skills.

  • Hard skills: Data analysis, Python, Adobe Illustrator, CRM software
  • Soft skills: Leadership, time management, written communication

Tailor this section by matching keywords from the job listing. This increases your chances of passing through ATS filters.

Step 7: Add Optional Resume Sections

These sections are not required, but they can provide additional value if they relate to the job:

  • Certifications (e.g., Google Analytics, PMP)
  • Languages (e.g., Fluent in Spanish and French)
  • Volunteer Experience
  • Projects or Freelance Work
  • Awards or Honors

Only include what is relevant and helps you stand out as a candidate.

Step 8: Optimize for Applicant Tracking Systems (ATS)

Most companies use ATS software to screen resumes. To ensure your resume makes it through:

  • Use standard section headers like “Work Experience” and “Skills”
  • Avoid tables, graphics, and unusual fonts
  • Use keywords from the job description
  • Submit your resume as a PDF unless stated otherwise

Formatting simplicity is key—keep it clean and structured.

Step 9: Proofread and Edit

A single typo can cost you the job. Review your resume multiple times:

  • Read it aloud
  • Ask a friend or mentor to review
  • Use editing tools like Grammarly or Hemingway to catch grammar and clarity issues
  • Double-check consistency in dates, job titles, and spacing

Professionalism begins with flawless presentation.

Step 10: Save and Submit Your Resume Properly

Save your file using a clear and professional name:

  • Correct: Jane_Doe_Resume.pdf
  • Incorrect: Resume_Final_Updated_NEW2.docx

When submitting, always follow instructions in the job listing. If it asks for a PDF, don't upload a Word file. Pay attention to submission deadlines and additional requirements like a cover letter or portfolio.

Final Tips for Resume Success

Tailor your resume for every job

Keep it to one page (two pages max if you have 10+ years of experience)

Use readable fonts like Calibri, Arial, or Times New Roman, size 11–12

Keep formatting clean—no clutter, no color blocks

Always be truthful and professional