How to Write a Resume (Step-by-Step)

Step 1 — Choose the Right Resume Format

Before you type a single word, pick your structure. The format you choose determines how a recruiter reads your story and how reliably an ATS parses your data. There are three main options:

The reverse-chronological format lists your most recent job first and works down. It is what hiring managers expect, and it is what ATS systems read most reliably. Unless you have a very compelling reason to use another format — such as a 3-year gap you need to address — stick with reverse-chronological.

The functional format groups skills and accomplishments by category rather than by employer. Recruiters have learned to be skeptical of it because it can obscure gaps and short tenures. Use it only as a last resort.

The combination format opens with a robust skills or achievements section before listing jobs. It is a solid choice for experienced professionals who want to lead with their strongest selling points before the job history.

Step 2 — Build a Clean Contact Header

Your contact block sits at the very top of the page. Keep it clean and scannable. Include:

• Full name — in a larger, bolder font than the rest of the resume.
• City and state — country if applying internationally. You do not need a street address.
• Phone number — a mobile number you actively check.
• Professional email — firstname.lastname@gmail.com works perfectly. Avoid cute handles.
• LinkedIn URL — customize it to linkedin.com/in/yourname so it looks clean.
• Portfolio or GitHub (optional) — include if directly relevant to the role.

Do not include your full street address, a headshot, date of birth, or marital status. These details invite unconscious bias and waste prime real estate.

Step 3 — Write a Strong Professional Summary

The professional summary sits just below your contact block and is often the first thing a recruiter reads. It is 2–4 sentences that answer: "Who are you, what do you do best, and what results have you delivered?" Think of it as your elevator pitch compressed into a paragraph.

A sharp summary includes:

• Your job title or area of expertise
• Years of relevant experience
• One or two stand-out achievements or signature skills
• A hint at what you are targeting next

See our full guide to resume summary examples for 20+ ready-to-use templates by industry. If you are just starting out and have little experience, consider a resume objective instead — a brief statement explaining your goals and the value you bring despite limited history.

Step 4 — Write Powerful Work Experience Bullets

The work experience section is the heart of your resume. List each job in reverse chronological order with the company name, your title, location, and the dates you worked there. Then write 3–6 bullet points for each role using a formula that separates great resumes from mediocre ones: action verb + task or scope + measurable result.

Every bullet should start with a past-tense action verb. Vary them across bullets. Strong verbs include: achieved, built, coordinated, delivered, drove, established, generated, improved, launched, led, managed, negotiated, optimized, reduced, saved, streamlined, trained, and transformed.

The before/after bullet formula in action

Here are four examples showing how to transform a weak duty-focused bullet into a results-driven one:

Notice the pattern: every strong bullet tells the recruiter what you did, how big it was, and what happened as a result. If you cannot find exact numbers, use estimates — "approximately," "more than," or ranges are all acceptable.

Step 5 — Build a Skills Section That Passes ATS Filters

Most modern ATS systems scan specifically for skill keywords. A dedicated skills section makes it easy for both humans and software to verify you have what the job requires. List skills in tight, comma-separated groups or a compact two-column list.

Separate hard skills (technical, measurable abilities) from soft skills (interpersonal, behavioral traits). Hard skills should dominate because they are what ATS software searches for first.

Examples of hard skills worth listing: Microsoft Excel, Python, Salesforce CRM, SQL, QuickBooks, OSHA 10 certified, CDL Class A, Google Ads, AutoCAD, Forklift operation, HIPAA compliance.

Examples of strong soft skills: cross-functional team leadership, stakeholder communication, conflict resolution, problem-solving under pressure, bilingual English/Spanish.

Mirror the exact skill terms used in the job posting. If the employer writes "project management" do not substitute "project oversight" — ATS parsers match exact phrases. Check out our full resume skills guide for 200+ skill suggestions organized by industry and role level.

Step 6 — Include Education Correctly

List your highest degree first. Include the institution name, the degree and field of study, and the graduation year. If you are still enrolled, write "Expected May 2027" or similar.

Add GPA only if it is 3.5 or above and you graduated within the past three years. After your first real job, education typically moves to the bottom of the resume. For students and recent graduates with limited work history, education comes first.

You can also list relevant coursework, honors, dean's list, or academic projects if they directly support your candidacy — especially valuable for entry-level applicants. Our guide on writing a resume with no experience covers this in detail.

Step 7 — Add Optional Sections That Strengthen Your Case

Once the core sections are in place, consider adding any of these if they genuinely add value:

• Certifications & Licenses — PMP, AWS Certified Solutions Architect, OSHA 30, Real Estate License. Always worth including if relevant.
• Volunteer Work — treated as real experience by many recruiters, especially for entry-level applicants or people returning to the workforce.
• Projects — portfolio projects, open-source contributions, freelance work, or significant class projects all demonstrate practical skill.
• Languages — list language and proficiency level: "Spanish (fluent)," "Mandarin (conversational)."
• Publications or Awards — for academic, research, or senior professional roles.
• Interests — use sparingly, only when the interest is genuinely relevant (e.g., "competitive powerlifting" on a personal trainer resume).

Do not pad these sections with filler. Every line competes for space that could otherwise show a stronger achievement. If an optional section does not directly support the job you are applying for, leave it out.

Step 8 — Formatting and Length Rules

Even perfect content can sink a resume with poor formatting. Follow these rules every time:

• Use a single, readable sans-serif font (Calibri, Helvetica, or Arial) at 10–12pt body size.
• Keep margins between 0.5 and 1 inch on all sides.
• Use consistent spacing — same gap between every section header and the content below it.
• Bold section headers and job titles; do not use italics for body text.
• Avoid columns for the experience section — many ATS systems cannot read multi-column layouts reliably.
• No photos, no graphics, no icons inside the body text.
• Keep it to one page if you have fewer than 10 years of experience. Two pages are fine for senior professionals.
• Save as PDF unless the employer specifically requests a .docx.
• Name your file FirstnameLastname-Resume.pdf, not "resume.pdf" or "finalfinalresume2.pdf."

Choose your template wisely. Drafted offers three clean options: Classic (traditional, safe for any industry), Modern (clean with a subtle color accent, great for tech and marketing), and Minimal (maximum white space, favored for creative fields). All three are ATS-friendly.

Step 9 — Make Your Resume ATS-Proof

Applicant Tracking Systems (ATS) are software programs that scan your resume before a human ever sees it. At companies that receive hundreds of applications, ATS filters can eliminate 70% of candidates automatically. Here is how to stay in the survivor pile:

• Use standard section headings. "Work Experience" and "Professional Experience" both work. "Where I Have Been" does not.
• Avoid headers and footers. Many ATS programs skip text placed in the document header or footer.
• No text boxes or tables in the experience section. These often get scrambled or skipped.
• Spell out acronyms at least once. Write "Search Engine Optimization (SEO)" before using SEO alone.
• Use keywords from the job description. Copy the exact phrasing the employer uses for skills, tools, and qualifications.
• Submit as PDF. Unless the application system specifically states it cannot handle PDFs — in which case, use .docx.

Use the free resume checker to audit your document for ATS compatibility before you apply. It scans for keyword density, format issues, and missing sections in seconds.

Step 10 — Tailor Your Resume to Each Job

A generic resume that goes to every employer is a resume that often goes in the bin. Tailoring does not mean rewriting from scratch — it means making targeted adjustments that show you read the job description and understand what the employer needs.

Here is a quick tailoring routine that takes under 15 minutes:

1. Read the job posting twice. Underline every skill, qualification, and responsibility they mention.
2. Rewrite your professional summary to mirror the role's language and level of seniority.
3. Review your top three bullets for your most relevant job. Do they speak to what this employer values? Adjust two of them if needed.
4. Update the skills section to lead with the tools and competencies the job posting lists most prominently.
5. Save a new version with the company name in the filename: Rivera-Amazon-Fulfillment-Resume.pdf.

This process is especially powerful for roles where the job title is the same but the company culture or emphasis is different — for example, a customer service rep applying to a startup versus a bank. The AI resume builder can auto-tailor your bullets when you paste in a job description, saving you even more time.

Final Proofreading Checklist

Before you hit send, run through this checklist. One typo can be enough to get passed over.

• Read the resume out loud — errors your eyes skip over become obvious when you hear them.
• Check every date range for accuracy and consistency (e.g., "2021–2023" not "2021–present" if you left).
• Confirm every phone number and email address is correct and active.
• Verify that company names, job titles, and degree names are spelled correctly.
• Make sure all bullet points end consistently — either all with periods or all without.
• Check that all hyperlinks (LinkedIn, portfolio) are clickable and go to the right pages.
• Read it on a phone screen to see how it looks at a small size.
• Have one other person read it for clarity and typos.

Frequently asked questions