A great resume isn't about listing everything you've ever done. It's about presenting the right information, in the right order, so a recruiter can see within seconds why you're a strong fit. Follow these eight steps in order and you'll end up with a document that reads well to humans and parses cleanly for software.
1. Choose a resume format
Before you type a single word, decide how the page will be structured. The reverse-chronological format lists your work history from most recent to oldest and is the safest, most recruiter-friendly choice for the vast majority of applicants. Functional and combination formats exist for career changers or people with gaps, but they raise questions, so use them only when you have a clear reason.
For a full breakdown of when each layout works best, see our guide to the best resume format.
2. Add your contact information
Your header should make it effortless to reach you. Keep it to a single, clean line or block at the very top of the page.
Include
- Your full name, slightly larger than the body text.
- A professional email address (firstname.lastname is ideal).
- A phone number where you can be reached during business hours.
- Your city and country or region — a full street address is no longer expected.
- A LinkedIn URL or portfolio link, if it's polished and relevant.
Leave off
- Date of birth, marital status, and other personal details (in the US, UK, and Canada).
- A photo, unless local hiring norms expect one.
- Unprofessional or outdated email handles and social profiles.
3. Write a professional summary
A professional summary is two to four sentences at the top of your resume that frame who you are, your years of experience, and the value you bring. It replaces the outdated "objective" statement and is the first thing a recruiter reads, so make it count. Lead with your title and experience, then highlight one or two signature achievements with numbers.
For instance: "Marketing manager with 7 years of experience scaling B2B demand generation, including a campaign that grew qualified leads by 60% year over year." For more patterns you can adapt, browse our resume summary examples.
4. Detail your work experience
This is the heart of your resume. For each role, list your job title, the company, the location, and the dates you worked there, then add three to six bullet points describing what you accomplished. The secret to a strong bullet is a simple formula:
Here's the formula in action:
- Redesigned the checkout flow, reducing cart abandonment by 18% and adding $240K in annual revenue.
- Led a team of 5 engineers to ship a customer portal 3 weeks ahead of schedule.
- Automated weekly reporting with Python, saving the team roughly 10 hours per week.
Start every bullet with a strong past-tense verb such as built, launched, led, reduced, or increased, and avoid passive phrases like "responsible for." Lead with your biggest wins so the most impressive lines are read first.
5. List your skills
Your skills section gives recruiters and applicant tracking systems a quick scan of what you can do. Split your skills into two buckets so the most decision-relevant ones stand out.
- Hard skills are specific, teachable abilities — programming languages, software, certifications, and tools like SQL, Figma, or Salesforce.
- Soft skills are interpersonal strengths such as leadership, communication, and problem-solving. Prove these in your bullets rather than just claiming them.
Match this section to the job. Read the posting, note the exact skills it names, and mirror that language for the abilities you genuinely have. This both helps you pass keyword screening and signals that you've read the role carefully.
6. Add education and extras
List your highest or most relevant degree first, including the institution, the credential, and the graduation year. Recent graduates can add their GPA if it's strong and include relevant coursework, while experienced professionals can keep education brief and let work experience lead.
Below education, add optional sections only when they strengthen your case:
- Certifications — industry credentials like PMP, AWS, or Google Analytics that are current and relevant.
- Projects — side projects, open-source work, or portfolio pieces that demonstrate skills your work history doesn't fully cover.
- Languages, volunteering, or awards — when they add clear value to the specific role.
7. Make it ATS-friendly
Most companies run resumes through an applicant tracking system before a human sees them. If the software can't read your file, you can be rejected before anyone reviews your qualifications. A few formatting rules keep you safe:
- Use a single-column layout — multi-column designs often scramble when parsed.
- Stick to standard section headings like "Work Experience" and "Education."
- Avoid text boxes, tables, images, and headers or footers for key information.
- Choose a clean, common font and save the file as a PDF.
- Include keywords from the job description naturally in your bullets and skills.
For a deeper walkthrough of how these systems work and how to test your resume against them, read our ATS resume guide.
8. Proofread, format, and export
Before you send anything, run a final pass. Small mistakes signal carelessness, and inconsistent formatting distracts from your message. Work through these checks in order:
- Proofread for spelling and grammar errors, then read it aloud once to catch awkward phrasing.
- Confirm dates, titles, and numbers are accurate and consistent.
- Check that fonts, spacing, bullet styles, and alignment are uniform throughout.
- Tailor the summary, skills, and bullet order to the specific job before each application.
- Export a clean, ATS-readable file ready to upload.
When the content is locked in, you need a polished file in the right format. With Caroura you can export your resume as a PDF, DOCX, or plain-text TXT in one click, so you always have the version a given portal expects. Start from a recruiter-approved layout in our resume templates gallery, then refine the wording in the builder.
Frequently asked questions
How long should a resume be?
One page is ideal for most candidates with fewer than ten years of experience. Two pages are acceptable for senior, technical, or academic roles where you have substantial, relevant accomplishments to document. Never pad a resume to reach a length — every line should earn its place.
Should I include a photo on my resume?
In the US, UK, and Canada, leave the photo off. Photos can introduce bias, and many applicant tracking systems struggle to parse images. In parts of Europe, Asia, and the Middle East a photo is more customary, so follow the local norm for the market you're applying in.
How far back should my work history go?
Cover roughly the last 10 to 15 years and focus on roles relevant to the job you want. Older or unrelated positions can be summarized in a single line or dropped entirely so recruiters see your strongest, most recent work first.
Do I need a different resume for every job?
You don't need to start from scratch each time, but you should tailor your summary, skills, and the order of your bullet points to mirror each job description. Tailoring is the single biggest factor in passing both ATS keyword scans and a recruiter's six-second skim.
What file format should I send my resume in?
Send a PDF unless the job posting or application portal specifically requests a Word document. PDF preserves your formatting across devices and is reliably parsed by modern applicant tracking systems. Keep a DOCX copy on hand for portals that require it.