- You will learn a clear, repeatable process for creating an ATS-friendly resume.
- You will turn job duties into concise achievement bullets with numbers and outcomes.
- You will know which sections, fonts, and file types hiring teams expect.
- You will be able to tailor one base resume to match specific job descriptions quickly
This guide shows you how to write a resume that hiring managers and applicant tracking systems can read easily, and that highlights your results. Follow each step to build a clear, one- to two-page resume, with examples and checks so you can apply with confidence.
Step-by-Step Guide
Choose a clean, ATS-friendly format and header
Pick a single-column layout with standard section headings like Work Experience, Education, and Skills, because applicant tracking systems read simple structures more reliably. Use a simple sans-serif font such as Arial or Calibri in 10 to 12 point size, and keep margins around 0.
5 to 1 inch so your resume looks balanced on screen and paper.
Create a compact header that includes your name, phone number, email, and one link to LinkedIn or a portfolio. Avoid photos, logos, tables, and complex columns because they can break parsing; save visual styling for later stages if you send a design version to a human reviewer.
- Use clear headings exactly like 'Work Experience' and 'Education' so ATS can map sections.
- Keep your contact info on one line or two short lines to save space.
- Save an editable copy and a clean PDF for applications that accept only resumes
Write a short resume title and 2-3 sentence summary
Add a one-line title under your name that mirrors the job you want, for example 'Product Marketing Manager' or 'Front-End Developer'. This helps both humans and systems spot your target role quickly and sets the context for the rest of the page.
Below the title, write a 2-3 sentence summary that highlights your top skill, your years or level of experience, and a concrete achievement or focus area. For example, 'Product marketing manager with five years of B2B SaaS experience, led launch campaigns that increased trial conversions; focused on go-to-market strategy and customer research.
- Match the job title in your title when the role aligns closely with your experience.
- Keep the summary under 50 words and avoid vague phrases like 'hard worker'.
- If you have limited experience, use a resume objective that states your career goal and one transferable skill
Turn duties into achievement bullets with numbers
For each role, list 3 to 6 bullet points that start with a strong action verb and show measurable impact, because numbers make results concrete and memorable. Replace passive or vague lines like 'Responsible for sales outreach' with a specific achievement such as 'Increased outbound leads by 35 percent over 12 months by redesigning email sequences and targeting mid-market accounts.
Write bullets using one to two short sentences each, focusing on the problem you faced, the action you took, and the result you produced when possible. If you cannot use exact numbers, give ranges or relative terms such as 'reduced processing time by half' or 'cut errors significantly' while being honest and ready to explain details in interviews.
- Lead bullets with action verbs: Managed, Designed, Launched, Optimized, Reduced.
- When you lack metrics, describe scope: number of users supported, team size, or budget.
- Use the STAR idea privately to craft bullets: Situation, Task, Action, Result
Add education, skills, certifications and relevant extras
List education with degree, school, and graduation year if recent or relevant, and keep older dates optional for long experience. Create a Skills section that separates hard skills from tools and software, for example 'Python, SQL, Google Analytics' and then list two or three soft skills such as 'cross-functional collaboration' only if space allows.
Include certifications, volunteer roles, or side projects that directly relate to the job you want, and place the most relevant items higher on the page. If you have many certifications, select the 3 to 5 most current or job-relevant ones to avoid clutter and keep your resume scannable.
- Put licenses or certifications with expiration dates next to the item if they renew regularly.
- Prioritize sections by relevance for each job, for example move Projects above Education for early-career applicants.
- Keep skill keywords concise and match terminology used in the job description
Tailor your resume to the job description
Scan the job posting and pick 6 to 10 keywords or phrases that match your experience, then echo them in your bullets and skills section to pass initial filters. Focus on matching responsibilities and required tools, and only add keywords that reflect real experience you can discuss in an interview.
Adjust one to two bullets per recent role to highlight relevance, and reorder skills so the highest-priority skills for that job appear first. Save a version of each tailored resume with the company name in the file name so you can track which version you used for which application.
- Copy exact phrasing for key skills when it matches your background, for example 'SQL' versus 'structured query language'.
- Spend 10 to 20 minutes tailoring each resume instead of sending the same document everywhere.
- Keep a master resume with everything, then create focused exports for each application
Proofread, test for ATS, choose file type, and track versions
Run a careful proofread for grammar, consistency, and formatting issues because small errors reduce credibility; read aloud and ask a friend to review. Use a simple ATS-friendly checker or paste your resume into a plain-text file to see how it parses, checking that headings and bullets stay readable.
Export a clean PDF for most online applications, unless the posting asks for a Word file, and keep an editable source file for quick updates. Create a tracking spreadsheet with columns for company, date applied, resume version, and follow-up date to stay organized and ensure timely follow-ups.
- Remove extra spaces and ensure dates use a consistent format such as 'Jan 2020 - Dec 2022'.
- Keep both a PDF and a .docx copy in your folder, labeled with the job or company name.
- Set a reminder to update your resume every three months with new achievements
Common Mistakes to Avoid
Pro Tips from Experts
Keep a 'brag file' of results as you work, with dates, numbers, and links so updating your resume is fast and accurate.
For career changers, create a Projects or Transferable Skills section that highlights relevant work you did outside traditional job roles.
If you have limited space, focus bullets on the last 10 to 15 years of experience and summarize older roles in one line each.
Practice a one-minute verbal pitch of each resume role so you can explain any bullet point quickly in interviews
Writing a strong resume is a step-by-step process of choosing a clear format, showing measurable results, and tailoring for each job. Follow these steps, keep a master file and a tracking system, and start applying with confidence knowing your resume presents your work in a way both systems and people can read.
Overview
A strong resume tells a clear story: what you did, how you did it, and the measurable impact. Recruiters scan a resume for about 6–8 seconds, so prioritize clarity and relevance.
Start by choosing the right format: chronological for steady career progression, functional for skill-focused shifts, or combination for hybrid backgrounds. For example, an entry-level candidate should use a one-page chronological resume with 3–5 bullets per role, while a senior manager with 10+ years can use a two-page combination format emphasizing leadership achievements.
Focus on outcomes rather than duties. Replace "Responsible for social media" with "Grew Instagram following 45% in 9 months, raising monthly leads from 120 to 175.
" Use numbers, timeframes, and dollar figures when possible: "Reduced supplier costs by $50,000 annually" or "Managed a team of 8 across three time zones. " These specifics prove value.
Optimize for Applicant Tracking Systems (ATS) by using plain text headings like Experience, Education, and Skills; avoid images, complex tables, and unusual fonts. Save as PDF unless a job posting requests DOCX.
Choose a 10–12 pt sans-serif font and 0. 4–1 inch margins to fit content cleanly.
Actionable takeaway: pick the resume format that matches your career arc, quantify at least 70% of your bullets with numbers or timeframes, and test a PDF output to confirm formatting before applying.
Key Sections and Writing Techniques
Break your resume into clear sections: Contact, Professional Summary, Experience, Education, Skills, and Optional sections (Projects, Certifications, Volunteer). Arrange sections by relevance to the role.
For technical jobs, place Skills or Projects above Education.
Contact
- •Include full name, phone, professional email, city/state, and LinkedIn URL.
- •File name example: Smith_Jane_Resume.pdf.
Professional Summary (2–3 lines)
- •State role, years of experience, top skill, and one quantified result. e.g., "Product manager with 6 years’ experience; led roadmap that increased user retention 22%."
Experience
- •Use reverse-chronological order.
- •Start bullets with strong action verbs: launched, increased, cut, automated.
- •Structure bullets using a concise CAR pattern (Challenge, Action, Result) and quantify results: "Challenge: low conversion; Action: A/B tested landing pages; Result: conversion +12% in 4 weeks."
- •Limit to 6–8 bullets for most-recent role and 3–5 for older roles.
Skills and Keywords
- •List 8–12 hard skills relevant to the job posting.
- •Mirror language from the job ad to pass ATS; aim for a 60–80% keyword match when possible.
Optional Sections
- •Projects: show scope, tools, metrics (e.g., "Built analytics dashboard using SQL; cut reporting time by 75%")
Actionable takeaway: write bullets that include a clear action and a numeric result, and tailor the order of sections to highlight what the employer values most.
Tools and Resources
Use targeted tools for formatting, keyword matching, and proofreading.
Resume builders and templates
- •Google Docs and Microsoft Word: use clean templates; customize spacing and headings.
- •Canva: good for visual resumes for creative roles, but export a simple PDF for ATS applications.
ATS and keyword tools
- •Jobscan: upload your resume and a job description to get a percentage match; aim for 60–80% match on core keywords.
- •ResumeWorded or SkillSyncer: get feedback on language and ATS readability.
Proofreading and clarity
- •Grammarly: fix grammar and tighten phrasing; use the clarity suggestions to shorten long bullets.
- •Read aloud or use your phone’s text-to-speech to catch awkward sentences.
Role and salary research
- •Glassdoor and Levels.fyi: compare job titles and salary ranges; note responsibilities that matter for your resume.
- •O*NET and Bureau of Labor Statistics: find industry-standard skills and terminology to match in your Skills section.
Professional feedback
- •Peer reviews: ask two people—one in the industry and one outside—to review for clarity and impact.
- •Career coaches or university career centers: get tailored feedback on format and narrative.
Actionable takeaway: run your resume through an ATS checker, proofread with a grammar tool, and get at least two human reviews before submitting.