The Complete Guide to Writing a Resume That Gets Interviews

Introduction: Why Your Resume Matters More Than Ever

In today's competitive job market, your resume often serves as your first and only chance to make an impression. Job seekers face numerous challenges that can feel overwhelming:

• The average corporate job opening receives 250 applications, but hiring managers typically spend only 6-7 seconds scanning each resume
• Nearly 75% of resumes never reach human eyes, being filtered out by Applicant Tracking Systems (ATS)
• Most job seekers struggle to effectively showcase their achievements rather than just listing responsibilities
• Many qualified candidates are rejected simply because their resume failed to highlight their relevant skills properly

This comprehensive guide will walk you through the entire process of creating a resume that not only passes through automated systems but also captures the attention of hiring managers and convinces them that you're the right candidate for the job.

Whether you're writing your first resume, returning to the workforce after a gap, changing careers, or simply updating your existing document, this guide provides the strategies, examples, and insider knowledge you need to succeed in today's job market.

Table of Contents

1. Understanding Modern Resume Expectations
2. Selecting the Right Resume Format
3. Crafting an Attention-Grabbing Header
4. Writing a Powerful Professional Summary
5. Showcasing Your Work Experience Effectively
6. Highlighting Education and Certifications
7. Selecting and Presenting Your Skills
8. Adding Additional Sections That Strengthen Your Application
9. Designing a Clean, Professional Layout
10. Optimizing Your Resume for ATS Systems
11. Tailoring Your Resume to Specific Job Descriptions
12. Proofreading and Finalizing Your Resume
13. FAQ: Common Resume Questions Answered
14. Next Steps: From Resume to Interview

Understanding Modern Resume Expectations

Today's resumes must satisfy two distinct audiences: automated screening systems and human readers. Understanding what each expects is crucial to your success.

What ATS Systems Look For

Applicant Tracking Systems serve as gatekeepers, scanning resumes for relevant keywords and proper formatting. These systems:

• Search for specific job-related keywords and phrases
• Analyze your experience for relevance to the position
• Assign a ranking score to determine if your application advances
• Often struggle with heavily designed resumes, images, or unusual formatting

What Human Readers Expect

Once your resume passes the ATS, it needs to impress a human reviewer who likely has dozens or even hundreds of other applications to consider. Human readers:

• Scan in an F or Z pattern, focusing heavily on the top third of your resume
• Look for clear, quantifiable achievements rather than vague descriptions
• Assess your career progression and stability
• Evaluate whether your experience directly addresses their needs

Creating a resume that satisfies both these audiences requires a strategic approach focused on clarity, relevance, and impact.

Selecting the Right Resume Format

Your resume format should be chosen based on your specific career situation. Here are the three most common formats and when to use each:

Chronological Format

Best for: Candidates with a stable work history in the same industry

The chronological format focuses on your work history, listing positions in reverse chronological order (most recent first). This traditional format is preferred by hiring managers and ATS systems alike.

Example Structure:

• Contact Information
• Professional Summary
• Work Experience (most prominent section)
• Education
• Skills
• Additional Sections

Functional Format

Best for: Career changers or those with employment gaps

The functional format emphasizes skills and accomplishments rather than the timeline of your experience. It groups achievements into skill categories regardless of when or where you gained them.

Example Structure:

• Contact Information
• Professional Summary
• Skills and Core Competencies (most prominent section)
• Accomplishments (grouped by skill category)
• Work Experience (brief list)
• Education
• Additional Sections

Combination Format

Best for: Experienced professionals or those with diverse relevant experience

The combination format blends elements of both chronological and functional formats, showcasing both skills and work history prominently.

Example Structure:

• Contact Information
• Professional Summary
• Core Competencies/Skills Summary
• Work Experience with Accomplishments
• Education
• Additional Sections

For most job seekers, the chronological format is recommended as it's the most widely accepted by both ATS systems and hiring managers.

Crafting an Attention-Grabbing Header

Your resume header forms the first impression and provides essential contact information. A strong header includes:

Essential Header Elements

• Full Name: Slightly larger than the rest of your text (16-18pt font)
• Professional Title: Matching the position you're applying for or your current role
• Phone Number: A professional voicemail should be set up
• Email Address: Professional and appropriate (firstname.lastname@email.com is ideal)
• Location: City and state/province (full address is no longer necessary)

Optional but Valuable Header Elements

• LinkedIn Profile: Ensure it's complete and up to date
• Professional Website or Portfolio: Particularly important for creative fields
• GitHub/Relevant Professional Profiles: For technical roles

Header Example

JAMES RODRIGUEZ
Senior Marketing Manager
Chicago, IL | (555) 123-4567 | james.rodriguez@email.com | linkedin.com/in/jamesrodriguez

Avoid including personal information such as age, marital status, or photo, as these can lead to unconscious bias and are not relevant to your qualifications.

Writing a Powerful Professional Summary

Your professional summary (sometimes called a profile or objective statement) appears at the top of your resume and serves as your "elevator pitch." In just 3-5 lines, it should capture your professional identity and value proposition.

Elements of an Effective Summary

A strong professional summary includes:

• Professional identity: How you define yourself professionally
• Experience level: Years of relevant experience
• Key skills and strengths: What sets you apart
• Notable achievements: Impressive results relevant to the target position
• Career goals: What you're seeking (tailored to the role)

Examples for Different Career Stages

Entry-Level Professional:

Recent Marketing graduate with hands-on experience from two internships at digital marketing agencies. Skilled in social media management, content creation, and basic SEO practices. Increased client engagement by 27% during summer internship through strategic content calendar implementation. Seeking a Marketing Assistant role to leverage analytical skills and creative problem-solving abilities.

Mid-Career Professional:

Results-driven Sales Manager with 7+ years of experience driving revenue growth in the SaaS industry. Expert in consultative selling, team leadership, and CRM optimization. Consistently exceeded quarterly targets by 15-20% while mentoring top-performing sales teams. Looking to leverage proven track record in exceeding targets to drive growth as a Regional Sales Director.

Senior-Level Executive:

Strategic Operations Executive with 15+ years of experience transforming organizational performance in the healthcare sector. Specialized in process optimization, cross-functional team leadership, and change management. Reduced operational costs by $2.3M annually while improving patient satisfaction scores by 32%. Seeking to bring operational excellence and innovation to a forward-thinking healthcare organization.

Your professional summary should be tailored for each application, highlighting aspects of your background most relevant to the specific position.

Showcasing Your Work Experience Effectively

The work experience section forms the core of most resumes and requires careful crafting to demonstrate your value to potential employers.

Structure and Organization

For each position, include:

• Company name and location
• Your job title
• Employment dates (month and year)
• 3-6 bullet points highlighting achievements and responsibilities

List positions in reverse chronological order, with your current or most recent role first.

Writing Achievement-Focused Bullet Points

Each bullet point should follow the "CAR" format:

• Challenge: The situation or problem you faced
• Action: What you specifically did to address it
• Result: The positive outcome, preferably quantified

Compare these examples:

Basic responsibility statement:

Responsible for managing social media accounts.

Achievement-focused statement:

Revitalized company social media strategy, increasing engagement by 47% and generating 23% more qualified leads within 6 months.

Quantifying Your Achievements

Numbers add credibility and impact to your resume. Consider quantifying:

• Percentage increases/decreases
• Revenue figures or cost savings
• Time saved
• Volume of work managed
• Team size supervised
• Customer satisfaction scores

Example Work Experience Section

MARKETING COORDINATOR
ABC Digital Solutions, Boston, MA | January 2020 - Present

• Led rebranding initiative across 5 product lines, resulting in 32% increased brand recognition in target market according to customer surveys
• Developed and executed email marketing strategy that improved open rates from 15% to 27% and increased click-through rates by 34%
• Collaborated with sales team to create targeted content, contributing to 18% increase in qualified leads and $420K in new business
• Managed social media content calendar across 4 platforms, growing total audience by 5,800+ followers in 12 months
• Supervised 2 marketing interns, providing mentorship and professional development opportunities

Highlighting Education and Certifications

Your education section provides important credentials and background information, particularly for recent graduates or those in fields where specific educational requirements exist.

Essential Education Elements

Include the following for each degree:

• Degree name and major/specialization
• Institution name and location
• Graduation date (or expected graduation)
• GPA (if above 3.5 and you graduated within the last 3 years)

Additional Elements for Recent Graduates

If you have limited work experience, consider adding:

• Relevant coursework
• Academic achievements and honors
• Significant projects
• Study abroad experiences

Certifications and Professional Development

List relevant certifications separately, including:

• Certification name
• Issuing organization
• Date obtained/expiration date (if applicable)

Education Section Examples

Experienced Professional:

EDUCATION
Bachelor of Science in Business Administration
University of Illinois, Chicago, IL
Graduated: May 2015

Recent Graduate:

EDUCATION
Master of Science in Data Analytics
Boston University, Boston, MA
Graduated: May 2023 | GPA: 3.8/4.0

Relevant Coursework: Advanced Statistical Methods, Machine Learning Applications, Data Visualization, Python Programming for Analytics

Honors: Dean's List (all semesters), Outstanding Graduate Student Award

Professional with Certifications:

EDUCATION
Bachelor of Science in Computer Science
Michigan State University, East Lansing, MI
Graduated: June 2019

CERTIFICATIONS
• AWS Certified Solutions Architect – Associate (2023)
• Certified Scrum Master (CSM) (2021)
• Google Professional Cloud Developer (2020)

Selecting and Presenting Your Skills

Your skills section allows you to highlight specific technical and soft skills relevant to the position, while also including important keywords for ATS systems.

Types of Skills to Include

Balance your skills section with a mix of:

• Technical skills: Software, tools, programming languages, specialized methodologies
• Soft skills: Communication, leadership, problem-solving, collaboration
• Transferable skills: Project management, customer service, research, analysis
• Industry-specific skills: Specialized knowledge unique to your field

Organizing Your Skills Section

There are several effective ways to present your skills:

Simple List (Good for ATS optimization):

SKILLS
JavaScript • React • Node.js • Express • MongoDB • PostgreSQL • Git • Agile Development
Communication • Team Leadership • Problem-Solving • Cross-functional Collaboration

Categorized Skills (Good for readability):

SKILLS
Technical: JavaScript, React, Node.js, Express, MongoDB, PostgreSQL, Git
Methodologies: Agile Development, Scrum, Test-Driven Development
Soft Skills: Communication, Team Leadership, Problem-Solving, Collaboration

Proficiency Ratings (For specific technical roles):

SKILLS
JavaScript (Expert) • React (Advanced) • Node.js (Advanced) • MongoDB (Intermediate)
PostgreSQL (Intermediate) • Git (Advanced) • AWS (Basic)

Skills Section Best Practices

• Customize for each application: Prioritize skills mentioned in the job description
• Be honest about proficiency: Don't claim expert status unless you truly are
• Focus on quality over quantity: Include 8-12 highly relevant skills rather than an exhaustive list
• Update regularly: Especially for technical roles where skill requirements evolve quickly

Adding Additional Sections That Strengthen Your Application

While core sections form the foundation of your resume, additional sections can showcase important aspects of your professional profile that don't fit elsewhere.

Projects Section

Particularly valuable for recent graduates, career changers, or those in technical fields:

• List relevant projects with brief descriptions of your role and outcomes
• Include personal, academic, or volunteer projects that demonstrate relevant skills
• Link to portfolios or repositories when possible

Example:

PROJECTS
Personal Finance Application (github.com/username/project)
• Developed full-stack web application using React, Node.js, and MongoDB
• Implemented user authentication, expense tracking, and visualization features
• Created automated testing suite with 90%+ coverage

Publications and Presentations

For academic, research, or thought leadership positions:

• Include relevant publications with proper citations
• List conference presentations or speaking engagements
• Mention industry webinars or workshops you've led

Example:

PUBLICATIONS & PRESENTATIONS
• "Machine Learning Applications in Financial Risk Assessment," Journal of Finance Technology, March 2022
• "Building Resilient Data Pipelines," presented at Data Engineering Summit, October 2021

Professional Associations and Volunteer Work

Demonstrates industry involvement and soft skills:

• Include leadership roles or active participation in professional organizations
• List relevant volunteer work, especially if it demonstrates transferable skills
• Mention committee participation or organizational contributions

Example:

PROFESSIONAL ASSOCIATIONS
• American Marketing Association, Chicago Chapter
  - Events Committee Chair (2021-Present)
  - Organized quarterly networking events with 100+ attendees

Languages and International Experience

Valuable in global organizations:

• List languages with proficiency levels (Fluent, Professional, Basic)
• Include significant international work or study experiences
• Mention cross-cultural collaboration projects

Example:

LANGUAGES
• English (Native) • Spanish (Professional) • Mandarin (Basic)

Awards and Recognitions

Highlights exceptional performance:

• Include relevant industry, academic, or employer awards
• Mention recognition for specific achievements
• Provide context for the significance of awards when necessary

Example:

AWARDS & RECOGNITIONS
• Sales Professional of the Year, XYZ Corporation (2022)
• Top 5% Performance Recognition, Q3 and Q4 2021

Designing a Clean, Professional Layout

Your resume's visual presentation significantly impacts its effectiveness. A clean, professional design ensures readability while presenting your information in an organized manner.

Formatting Best Practices

• Length: Keep to 1 page for early career (up to 5-7 years experience) and 2 pages maximum for experienced professionals
• Margins: Use 0.5-1 inch margins on all sides
• Font: Choose professional, ATS-friendly fonts like Arial, Calibri, or Garamond
• Font Size: 10-12pt for body text, 14-16pt for section headings, 16-18pt for your name
• Spacing: Use consistent spacing between sections and adequate white space to improve readability
• Alignment: Left-align text for better readability (avoid justified text)
• Consistency: Maintain consistent formatting for similar elements throughout

Resume Design Elements

• Section Headings: Make them stand out with bold formatting, slightly larger font, or subtle color
• Dividing Lines: Consider thin lines to separate sections
• Bullet Points: Use simple, consistent bullet symbols
• Bold and Italics: Use sparingly to emphasize important information

ATS-Friendly Design Considerations

• Avoid: Headers/footers, text boxes, tables, graphics, images, or unusual characters
• Use: Simple formatting, standard section headings, and conventional layouts
• File Format: Save as .docx or PDF (check job posting for preferences)

Example of Clean Resume Layout

JAMES RODRIGUEZ
Senior Marketing Manager
Chicago, IL | (555) 123-4567 | james.rodriguez@email.com | linkedin.com/in/jamesrodriguez

PROFESSIONAL SUMMARY
Results-driven Marketing Manager with 7+ years of experience developing comprehensive marketing strategies and campaigns for B2B technology companies. Proven track record of increasing brand visibility, generating qualified leads, and driving revenue growth. Expert in digital marketing, content strategy, and marketing analytics. Seeking to leverage data-driven approach and creative problem-solving abilities as a Senior Marketing Manager.

PROFESSIONAL EXPERIENCE

MARKETING MANAGER
XYZ Tech Solutions, Chicago, IL | January 2020 - Present
• Led rebranding initiative across 5 product lines, resulting in 32% increased brand recognition in target market according to customer surveys
• Developed and executed email marketing strategy that improved open rates from 15% to 27% and increased click-through rates by 34%
• Collaborated with sales team to create targeted content, contributing to 18% increase in qualified leads and $420K in new business
• Managed social media content calendar across 4 platforms, growing total audience by 5,800+ followers in 12 months
• Supervised team of 3 marketing specialists, providing mentorship and professional development opportunities

[Additional experience entries follow same format]

EDUCATION
Bachelor of Science in Marketing
University of Illinois, Chicago, IL
Graduated: May 2015

SKILLS
Digital Marketing • Campaign Management • Content Strategy • Marketing Analytics • Email Marketing
SEO/SEM • Social Media Marketing • CRM Systems • Adobe Creative Suite • HubSpot • Google Analytics

CERTIFICATIONS
• Google Analytics Certification (2022)
• HubSpot Inbound Marketing Certification (2021)

Optimizing Your Resume for ATS Systems

With 75% of resumes never reaching human eyes due to ATS filtering, optimizing your document for these systems is crucial.

Understanding How ATS Systems Work

Applicant Tracking Systems:

• Scan resumes for relevant keywords and phrases
• Convert your resume to plain text for analysis
• Assign scores based on keyword matches and other factors
• Rank candidates based on these scores

Keyword Optimization Strategies

• Analyze job descriptions: Identify both explicit requirements and implied skills
• Include exact keyword matches: Use the same terminology found in the job posting
• Incorporate industry terminology: Include relevant industry-specific terms
• Use full terms and acronyms: For example, "Search Engine Optimization (SEO)"
• Place keywords strategically: Include them in your summary, skills section, and work experience

ATS-Friendly Formatting

• Use standard section headings: "Work Experience," "Education," "Skills," etc.
• Avoid headers and footers: ATS systems often can't read these areas
• Skip tables and columns: These can confuse ATS parsing
• Avoid text boxes and graphics: These elements may be ignored entirely
• Use simple bullet points: Standard circular bullets are safest

File Type Considerations

• .docx: Most widely compatible with ATS systems
• .pdf: Generally safe if created from a text document (not a scan)
• Check the job posting: Some employers specify preferred file types

ATS Check Before Submission

Before submitting your resume:

• Compare it against the job description for keyword alignment
• Run it through a free ATS resume checker tool
• Ask a colleague to review it for readability and keyword presence
• Test how it converts to plain text to identify potential parsing issues

Tailoring Your Resume to Specific Job Descriptions

Customizing your resume for each application dramatically increases your chances of success. Here's how to effectively tailor your resume:

Analyzing the Job Description

Start by breaking down the job posting:

• Highlight required skills and qualifications
• Identify preferred qualifications
• Note specific terminology and phrases used
• Recognize soft skills and cultural fit indicators
• Identify key responsibilities and priorities

Strategic Customization Areas

Focus your customization efforts on these high-impact areas:

Professional Summary:

• Adjust to emphasize experience most relevant to the position
• Incorporate 2-3 key skills from the job description
• Align your career goals with the specific role

Skills Section:

• Reorder skills to prioritize those mentioned in the job posting
• Add relevant skills that you possess but hadn't included
• Use exact terminology from the job description

Work Experience:

• Modify bullet points to highlight achievements relevant to the target role
• Incorporate keywords and phrases from the job description
• Quantify results that would matter most to this employer

Additional Sections:

• Highlight projects, certifications, or associations most relevant to the position
• Consider adding or removing sections based on job requirements

Example of Tailoring for Different Positions

Original Bullet Point:

Managed digital marketing campaigns across multiple channels.

Tailored for Marketing Manager position emphasizing leadership:

Led cross-functional team in developing and executing integrated digital marketing campaigns that increased qualified leads by 32% year-over-year.

Tailored for Digital Marketing Specialist position emphasizing technical skills:

Executed multi-channel digital marketing campaigns using Google Ads, Facebook Business Manager, and LinkedIn Campaign Manager, achieving 24% higher conversion rates than industry benchmarks.

Time-Efficient Tailoring Approach

For efficient customization:

1. Create a comprehensive "master resume" with all experience and skills
2. Develop 2-3 versions targeting different job types within your field
3. Further customize these versions for specific applications, focusing on high-impact areas
4. Save tailored versions with clear file names for future reference

Proofreading and Finalizing Your Resume

Even the most impressive qualifications can be undermined by simple errors. Follow this comprehensive process to ensure a flawless final document:

Multiple Review Passes

Review your resume multiple times, each with a different focus:

• First pass: Overall structure and content
• Second pass: Achievement statements and impact
• Third pass: Grammar and spelling
• Fourth pass: Formatting consistency and visual appeal

Common Resume Errors to Watch For

• Inconsistent formatting: Misaligned bullet points, inconsistent spacing, or font changes
• Verb tense issues: Using present tense for past positions or mixing tenses
• Spelling errors: Particularly in industry terminology or proper nouns
• Grammar mistakes: Run-on sentences or incomplete phrases
• Punctuation problems: Missing or inconsistent punctuation
• Repetitive language: Overusing certain words or phrases
• Incorrect contact information: Outdated phone numbers or email addresses

Proofreading Resources

Utilize these tools and techniques:

• Grammar checkers: Grammarly, Hemingway Editor, or Microsoft Editor
• Print review: Errors often appear more obvious on paper
• Read aloud: Helps identify awkward phrasing or missed words
• Peer review: Ask a trusted colleague or friend to review
• Professional review: Consider a professional resume review service

Final Resume Checklist

Before submitting your resume, verify:

• All contact information is current and professional
• Dates are accurate and consistently formatted
• All claims are truthful and verifiable
• File is named professionally (FirstName-LastName-Resume.pdf)
• Document looks correct when opened on different devices
• Final format matches employer requirements (PDF, Word, etc.)

FAQ: Common Resume Questions Answered

General Resume Questions

Q: How long should my resume be?

A: For most professionals with less than 10 years of experience, a one-page resume is ideal. Those with extensive experience or in academic, scientific, or technical fields may require two pages. However, every word should earn its place – focus on quality, not quantity.

Q: Should I include a photograph on my resume?

A: In the United States, Canada, and the UK, photos are generally avoided on resumes to prevent potential bias. However, in some European countries and other international markets, photos may be expected. Research the standard practice for your target location and industry.

Q: How far back should my work experience go?

A: Generally, include the past 10-15 years of relevant work experience. Older positions can be summarized briefly or omitted unless they're particularly relevant to the position you're applying for.

Content and Strategy Questions

Q: Should I include my GPA on my resume?

A: Include your GPA if you're a recent graduate (within 3 years) and it's 3.5 or higher. Otherwise, it's usually best to omit it.

Q: How should I address employment gaps?

A: Brief gaps (a few months) don't typically require explanation. For longer gaps, consider addressing them honestly but positively in your cover letter. If you developed skills during the gap (through volunteering, freelancing, or education), include those experiences on your resume.

Q: Is it okay to use a resume template?

A: Templates can provide helpful structure, but choose wisely. Avoid overly designed templates that may confuse ATS systems. The best templates offer clean, professional layouts with ATS-friendly formatting.

Technical Resume Questions

Q: What file format should I use for my resume?

A: PDF and .docx (Microsoft Word) are the most widely accepted formats. PDFs maintain your formatting across devices but check job listings for specific requirements.

Q: How can I tell if my resume is ATS-friendly?

A: Test your resume by saving it as a plain text (.txt) file – if the information remains organized and readable, it's likely ATS-friendly. Avoid tables, text boxes, headers/footers, and complex formatting.

Q: Should I include my LinkedIn profile on my resume?

A: Yes, if your LinkedIn profile is complete and professional. Include the personalized URL (e.g., linkedin.com/in/yourname) in your contact information section.

Specialized Situation Questions

Q: How do I write a resume for a career change?

A: Focus on transferable skills and relevant accomplishments from your previous roles. Consider a combination format resume that emphasizes skills over chronological work history, and highlight any education, certifications, or projects related to your target field.

Q: Should I create different resumes for different types of jobs?

A: Yes, having 2-3 versions of your resume tailored to different job types within your field is an efficient approach. You can then further customize these versions for specific applications.

Q: What if I don't have much work experience?

A: Focus on education, relevant coursework, internships, volunteer work, and projects. Emphasize transferable skills and accomplishments in these areas, and consider including a skills-focused section near the top of your resume.

Next Steps: From Resume to Interview

Creating an effective resume is just the first step in your job search journey. Here's how to leverage your resume to secure interviews and advance your career:

Complementary Job Search Documents

Develop these supporting materials:

• Cover Letter: Customize for each application to explain your interest and fit
• LinkedIn Profile: Ensure alignment with your resume while adding more detail
• Professional References: Prepare a separate document with 3-5 references
• Portfolio: Compile work samples relevant to your target positions

Strategic Application Process

• Quality over quantity: Focus on well-matched positions and tailored applications
• Direct connections: Leverage your network for referrals when possible
• Follow instructions: Carefully adhere to each employer's application process
• Track applications: Maintain a spreadsheet of where you've applied, versions sent, and follow-up dates

Interview Preparation

• Resume review: Study your tailored resume before each interview
• Supporting examples: Prepare detailed stories that elaborate on resume accomplishments
• Question preparation: Anticipate questions about specific resume items
• Resume copies: Bring printed copies of your resume to in-person interviews

Continuous Improvement

• Request feedback: Ask for input from recruiters or hiring managers when possible
• Track results: Note which resume versions generate more responses
• Regular updates: Add new accomplishments, skills, and experiences quarterly
• Professional development: Identify and address skill gaps revealed during your job search

Additional Resources

• Resume Riser's ATS Optimization Guide
• Interview Preparation Checklist
• Resume Tailoring Workshop
• Free Resume Review Service

Remember that your resume is a living document that should evolve with your career. By regularly updating it and refining your approach based on results, you'll maximize your chances of landing interviews for roles that align with your career goals.

Ready to take your job search to the next level? Explore our other guides on cover letter writing, LinkedIn optimization, and interview preparation at Resume Riser.