How to Write a Great CV and Resume: Step-by-Step Guide to Write a CV Employers Notice

Did you know that on average, a recruiter spends only 7 seconds scanning your application before deciding whether to keep it or discard it? In that blink of an eye, your document must effectively sell your skills and experience. It is the single most critical tool in your job search and your job application.

Before we dive in, let’s clear up a common confusion: the difference between a Curriculum Vitae (CV) and a resume. In the US, a resume is a concise, one-to-two-page document summarizing your career, while a CV is a longer, detailed academic history. However, in many other parts of the world (and for the purpose of this guide), the terms are often used interchangeably to describe the document you use to apply for a job.

In this comprehensive guide, we will walk you through exactly how to write a CV that gets you hired. We will cover the ideal mindset, the best format, mandatory sections, and how to beat the ATS (Applicant Tracking Systems). Whether you are starting from scratch or refining an existing template, follow these steps to create a good CV that hiring managers won’t be able to ignore.

Start With the Right Mind-Set

To make an impressive CV, you must shift your perspective. Stop thinking of your CV as a biography or a dry list of everything you have ever done. Instead, view it as a marketing brochure. You are the product, and the hiring managers are the customers.

Your goal is not just to inform, but to persuade. Every bullet point, every heading, and every sentence must serve one purpose: to prove you can solve the company’s problems. Furthermore, you are not just writing for humans; you are writing for software. An ATS scans your document for specific keywords before a human ever sees it. Therefore, your mindset must be strategic—balancing algorithmic optimization with compelling human storytelling.

Choose the Ideal Format (Reverse-Chronological, Functional, Hybrid)

The structure of your resume dictates how your story is told. Choosing the right format is crucial for readability. For most job seekers, the reverse-chronological format is the preferred choice. Here is a comparison to help you decide:

Craft a Concise Professional Summary

Gone are the days of the generic "Objective" statement. Replace it with a powerful Professional Summary. This should be a concise paragraph (3-4 lines max) at the top of your page.

Think of this as your elevator pitch. Use strong action verbs and include keywords relevant to the job. For example: “Results-oriented Marketing Manager with 7+ years of experience driving revenue growth. Expert in SEO, content strategy, and team leadership. Proven track record of increasing organic traffic by 40%.” Make sure your summary aligns with your career goals and the employer’s priorities.

Highlight Your Unique Value Proposition

To truly stand out, you need to quantify your achievements using the STAR method (Situation, Task, Action, Result). Don't just list responsibilities; list impacts.

• Situation/Task: "Managed a sales team." (Too vague)
• Action/Result (STAR): "Directed a sales team of 10 (Situation), implementing a new CRM system (Action), which reduced lead time by 20% and increased annual revenue by $150k (Result)."

This approach transforms your CV from a passive list of duties into an active proof of performance.

Mandatory Sections

To ensure your resume meets industry standards, these sections are non-negotiable:

1. Contact Information: Keep it clean. Include your full name (large font), professional level email, and phone number. Include your city and state (full address is rarely needed nowadays). Note: In the US and UK, do not include a photo unless you are a model or actor; it violates anti-discrimination laws.
2. Professional Summary: Your hook (as described above).
3. Work Experience: The core of your document.
4. Education: Degrees, schools, and graduation years.
5. Skills: A dedicated section for hard & soft skills relevant to the role.

Optional Boosters

If you have white space to fill or want to add personality, consider these boosters:

• Volunteer Work: Shows character and fills gaps.
• Certifications & LICENSES: Crucial for IT, nursing, or project management (e.g., PMP, AWS).
• Languages: Highly valued in global business. Mention proficiency levels.
• Publications/Conferences: Essential for academic or research roles.

Formatting Essentials

Good design is invisible—it simply makes reading easy. Learn more about choosing the right resume fonts for maximum impact.

• Font: Use standard, readable fonts like Arial, Calibri, or Roboto in 10-12 pt.
• Margins: Keep 1-inch margins to ensure the document prints correctly.
• Headings: Use a consistent heading hierarchy (e.g., H1 for name, H2 for section titles).
• White Space: Don't cram text. White space on the page improves readability and reduces cognitive load for the recruiter.

Save & Send Properly

Unless specifically asked for a Word document, always save and send your CV as a PDF. A PDF locks your formatting. If you send a Word doc, the formatting might explode if the recruiter has a different version of Word, making you look unprofessional. A PDF ensures they see exactly what you designed. When applicable, include a tailored cover letter to connect your experience to the role and to briefly explain your motivation.

The Five C’s Rule

When writing, keep the "Five C's" in mind to ensure quality:

1. Clear: Use simple language. Avoid jargon that isn't industry-standard.
2. Concise: Every word must earn its place. If it doesn't add value, cut it.
3. Consistent: If you use "Sep 2023" for one date, don't use "September 2023" for another.
4. Correct: Zero tolerance for typos or grammar errors.
5. Customized: Never send the exact same resume to two different jobs.

Action Verbs & Powerful Language

Passive language kills interest. Start every bullet point with a dynamic action verb. Here is a list of 20 powerful verbs to replace "Responsible for" or "Did":

• Analyzed
• Built
• Collaborated
• Designed
• Engineered
• Facilitated
• Generated
• Hired
• Implemented
• Launched
• Mentored
• Negotiated
• Optimized
• Orchestrated
• Pioneered
• Revitalized
• Spearheaded
• Streamlined
• Transformed
• Upgraded

Bullet Points That Tell a Story

Do not write paragraphs in your experience section; they are too hard to scan. Use bullet points. However, avoid weak bullets like "Responsible for filing." Use this formula: Action Verb + Specific Task + Quantifiable Result.

• Weak: "Worked on social media."
• Strong: "Managed 3 social media accounts (Task), increasing follower engagement by 35% (Result) in six months."

Keep It Easy to Read & ATS-Friendly

To make your document ATS compliant and easy to read for humans:

• Avoid complex columns, tables, or text boxes.
• Do not use graphics, logos, or charts (ATS cannot read them).
• Stick to standard section headings (e.g., use "Work Experience," not "My Journey").
• Use standard bullet points (circles or squares), not arrows or diamonds.

Work Experience in Reverse Chronological Order

This is the section hiring managers scrutinize most. List your employment history in reverse chronological order (newest first). For each entry, include:

• Job Title (Bold this)
• Company Name & Location
• Dates of Employment (Month/Year)
• 3-5 Bullet Points: Focus on achievements over duties.

Education & Qualifications

Place this after experience (unless you are a recent graduate).

• University/College Name and Location.
• Degree: e.g., "Bachelor of Science in Computer Science."
• Dates: Graduation Year (can be omitted if over 15 years ago to avoid ageism).
• GPA: Only include your GPA if it is above 3.5 or if you are a fresh graduate. Otherwise, leave it off.
• Relevant Coursework: Optional, but helpful for entry-level roles.

Relevant Skills Section

Split this section to make it scannable.

• Technical Skills: Programming languages, software (Adobe, Salesforce), machinery.
• Soft Skills: Communication, leadership, adaptability (but try to back these up with evidence in your bullets).
• Keywords: Crucial! If the job description asks for "Project Management," ensure that exact phrase appears here.

Additional Sections to Stand Out

If you have space, demonstrate your passion and well-roundedness.

• Projects: Excellent for tech or creative roles. Link to a portfolio.
• Publications: Articles or papers you’ve written.
• Conferences: Events where you spoke or presented.
• Hobbies: strict caution here—only include them if they demonstrate a relevant skill (e.g., "Captain of local soccer team" shows leadership) or fit the company culture.

What Recruiters Scan First

When a recruiter opens your PDF, their eyes follow an "F-pattern." They scan:

1. Name and Job Title: Who are you?
2. Current Position/Company: Where are you now?
3. Previous Position/Company: Where were you before?
4. Education: Are you qualified?
5. Keywords: Do you match the open role?

If these elements aren't instantly visible, you lose the opportunity.

Visual Hierarchy Tricks

Quick Self-Audit Checklist

Before you hit send, can you answer "Yes" to these 7 questions? For a more comprehensive review, check out our perfect resume checklist.

1. Is my contact info correct?
2. Is my document 2 pages or less?
3. Did I use action verbs?
4. Are there ZERO spelling errors?
5. Is the formatting consistent (fonts/dates)?
6. Did I customize it for this specific job?
7. Is it saved as a PDF?

Decode the Job Description

Don't just read the posting; analyze it. Highlight the top 5 requirements. These are your "Must-Haves." If they ask for "Client Relations" and "Python," and your resume focuses on "Internal Management" and "Java," you won't get a callback.

Mirror the Language & Priorities

Once you have the keywords, mirror them. If the job description uses the term "Talent Acquisition," don't write "Recruiting" on your resume. Use their exact terminology. Also, reorder your bullet points. If the job prioritizes "Budget Management," move your bullet point about managing budgets to the top of your experience list.

Use Templates Strategically

You don't need to design from scratch. Using a resume template is smart, but customize it.

1. Download a clean, modern template.
2. strip out any graphics or photos (for US/UK markets).
3. Input your "Master Data" (all your history).
4. "Save As" a new file for the specific company (e.g., JohnDoe_Google_Resume.pdf).
5. Delete unrelated experience to keep it concise.

Validate With an ATS Checker or AI Tool

You can use AI to write or optimize sections. Prompt an AI tool like ChatGPT with: "Rewrite this bullet point to be more impactful and include the keyword 'Strategic Planning'." However, never copy-paste generic AI text. It sounds robotic. Finally, use an ATS checker tool or visually scan to ensure the keywords from the job ad appear naturally in your text. This helps your job application speak the same language as the hiring team.

Top 10 Red Flags for Hiring Managers

Avoid these pitfalls by reviewing our guide on 10 common resume mistakes that recruiters notice immediately.

1. Unexplained Gaps: Be prepared to explain them or format them honestly.
2. Generic Summaries: "Hard worker looking for opportunity" says nothing.
3. Incorrect Contact Info: A typo here is fatal.
4. Too Long: A resume over 2-3 pages is rarely read.
5. Lack of Results: listing duties instead of achievements.
6. Buzzword Stuffing: Using words like "Synergy" or "Ninja" without substance.
7. Unprofessional Email: partyboy99@email.com needs to go.
8. Including References: "References available upon request" wastes valuable space.
9. Lying: Background checks will catch you.
10. Poor Formatting: Messy indentation signals lack of attention to detail.

Design & Formatting Pitfalls

Avoid specialized, "creative" fonts like Comic Sans or Papyrus. Stick to the classics. Also, avoid using dark backgrounds with white text; if the recruiter prints your CV, it will use all their ink and look like a smudge. Keep it black text on white background.

Content Errors

Watch out for verb tense mixing. Current jobs use present tense ("Manage team"); past jobs use past tense ("Managed team"). Also, remove irrelevant details. If you are applying for an Accountant role, your summer job as a lifeguard 10 years ago is likely not relevant to the job.

How to Proofread Like a Pro

Your brain ignores your own typos. To catch them:

1. Use a grammar checker (like Grammarly) but don't trust it 100%.
2. Read your CV backwards. Start at the bottom right and read word by word to the top left. This forces your brain to look at the spelling, not the context.
3. Ask a friend to read it. A fresh pair of eyes is the best tool.

Writing a great CV or resume is an investment in your future. It is more than just a piece of paper; it is the key that unlocks interviews and career growth. By using a clean format, creating a concise summary, using power verbs, and tailoring your content to the job description and your career goals, you drastically increase your chances of success.

Don't let a mediocre application hold you back. The difference between rejection and an interview often comes down to clear formatting and the right keywords. Your next job offer could be one CV away.

Ready to land your dream job? Download our free resume template today or book a session with a CVtoWork expert to have your application professionally reviewed. Let's get to work!