Resume Writing Best Practices
Follow these proven strategies to create a resume that stands out to both ATS systems and human reviewers.
Formatting & Structure
- Use a single-column layout for ATS compatibility
- Stick to reverse-chronological order
- Keep it to 1 page (entry-level) or 2 pages (experienced)
- Use standard section headers that ATS systems recognize
- Set 0.5-1 inch margins on all sides
ATS Keyword Strategy
- Match exact phrases from the job description
- Include 10-15 key terms throughout your resume
- Use both full terms and acronyms (e.g., SEO & Search Engine Optimization)
- Place keywords in context, not stuffed unnaturally
- Focus on hard skills and technical competencies
Quantify Achievements
- Lead with metrics: revenue, percentages, time saved
- Use the XYZ formula: Accomplished X by doing Y, resulting in Z
- Quantify team sizes, budgets, and project scopes
- Compare results to benchmarks when possible
- Include both absolute numbers and percentages
Strong Action Verbs
- Start each bullet with a powerful action verb
- Use varied verbs: Led, Engineered, Optimized, Delivered
- Avoid passive language and weak openers
- Match verb tense: past for previous roles, present for current
- Eliminate "Responsible for" - replace with action-driven language
File Format
- .docx is preferred by most ATS systems
- PDF is acceptable for direct submissions to recruiters
- Avoid .pages, .odt, or image-based formats
- Name your file: FirstName_LastName_Resume.docx
- Test with both formats when applying through portals
Tailor Per Application
- Customize your resume for each job application
- Mirror the job description language and priorities
- Reorder bullet points to highlight relevant experience
- Adjust your professional summary for each role
- Remove irrelevant experience to keep it focused
Pro Tip
Resume Sections Breakdown
A step-by-step guide to each section of your resume, with tips on what to include and how to format it.
Contact Information
Your name, professional email, phone number, city/state, and LinkedIn URL. Skip your full street address for privacy.
Professional Summary
A 2-3 line snapshot of your career highlights, core competencies, and value proposition. Make it specific to the target role.
Formula
Work Experience
List roles in reverse chronological order. Include company name, title, location, and dates. Use 3-5 bullet points per role focusing on achievements, not just duties.
Strong Bullet Example
Education
Degree, institution name, graduation date. Include GPA only if 3.5 or above and you graduated within the last 3 years. Add relevant coursework or honors if space allows.
- List degrees in reverse chronological order
- Include relevant coursework for entry-level positions
- Add Dean's List, Latin honors, or scholarships
- Omit high school once you have a college degree
Skills
Organize into categories: Technical Skills, Tools & Software, Languages, and Soft Skills. List the most relevant skills first.
Certifications
Include industry-recognized certifications with the issuing body and date. Place these prominently if they are required for the target role.
- Include certification name, issuing organization, and date
- List in-progress certifications with expected completion date
- Focus on certifications relevant to the target role
Projects (Optional)
Ideal for career changers, new graduates, or roles where portfolio work matters. Include project name, your role, technologies used, and measurable outcomes.
ATS (Applicant Tracking Systems) Deep Dive
Over 97% of Fortune 500 companies use ATS to filter resumes. Understanding how they work gives you a critical advantage.
How ATS Parses Your Resume
Parse
ATS extracts text from your resume file and identifies sections, dates, and keywords.
Match
Your resume content is compared against the job description requirements and qualifications.
Rank
A relevancy score is calculated based on keyword matches, skills, and experience fit.
Filter
Resumes below the threshold are filtered out. Top-ranked resumes reach human reviewers.
Popular ATS Platforms
Workday
Used by 50%+ of Fortune 500 companies. Highly structured parsing.
Greenhouse
Popular with tech companies. Offers 300+ integrations and structured hiring workflows.
Lever
Combines applicant tracking with candidate relationship management.
iCIMS
Comprehensive talent acquisition suite used by large organizations worldwide.
Taleo (Oracle)
One of the oldest ATS platforms, still used by many large corporations.
BambooHR
Popular with small-to-medium businesses. Simpler parsing capabilities.
Critical ATS Rules
Job Platforms Guide
Navigate the top job search platforms strategically to maximize your visibility and application success rate.
- Optimize your headline with keywords, not just your title
- Set profile to "Open to Work" (visible to recruiters only)
- Engage with content to boost algorithm visibility
- Request recommendations from colleagues and managers
Indeed
- Upload your resume and keep it updated weekly
- Set up job alerts with specific keywords
- Use the salary filter to avoid wasting time
- Apply within the first 48 hours of posting
Glassdoor
- Research company culture before applying
- Check salary ranges to calibrate expectations
- Read interview reviews for preparation tips
- Use company ratings to prioritize applications
Monster
- Use advanced filters to narrow results effectively
- Leverage career advice resources and salary tools
- Update your profile regularly for recruiter visibility
- Set up targeted job alerts for specific roles
ZipRecruiter
- Complete your profile thoroughly for better AI matching
- Review AI-suggested jobs daily for fresh opportunities
- Use the one-click apply feature strategically
- Track application status through the built-in dashboard
AngelList / Wellfound
- Ideal for finding startup and early-stage company roles
- Salary ranges are displayed upfront on most listings
- Apply directly to founders and hiring managers
- Showcase relevant project work and side projects
Key Insight
How Companies Verify Your Resume
Understanding the verification process helps you present your experience accurately and avoid costly mistakes.
What Gets Verified
Employment Dates & Job Titles
HR departments confirm your tenure and title with previous employers
Education & Degrees
Institutions verify degree earned, major, and graduation date
Professional References
Hiring managers contact references to validate your performance claims
Criminal Background
Standard background checks for criminal history, especially in regulated industries
Certifications & Licenses
Issuing bodies confirm validity and current status of credentials
Background Check Companies
HireRight
Founded 1995Global leader in background screening. Processes millions of checks annually for Fortune 500 companies.
Found misrepresentation in a significant percentage of resumes reviewed
Sterling
Founded 1975One of the oldest verification companies. Provides comprehensive checks across employment, education, and criminal records.
Processes over 100K+ background checks annually
Checkr
Founded 2014Modern, tech-focused background check platform popular with startups and tech companies.
AI-powered screening used by Uber, Lyft, and other tech companies
Important Warning
Online Research Procedures
Thorough research gives you a competitive edge in tailoring your resume, preparing for interviews, and negotiating offers.
Researching Companies
- Visit the official company website - study mission, values, and recent news
- Check LinkedIn for company size, growth rate, and employee profiles
- Read Glassdoor reviews for cultural insights and interview processes
- Follow news articles for recent funding, acquisitions, or product launches
- Request informational interviews with current employees
- Review annual reports and press releases for financial health
Salary Research
- Glassdoor Salaries - crowdsourced salary data by company and role
- Levels.fyi - tech-focused, 300K+ verified salary data points
- PayScale - personalized salary reports based on skills and location
- LinkedIn Salary Insights - location-adjusted compensation data
- Compare multiple sources for the most accurate range
- Factor in total compensation: base, bonus, equity, benefits
Networking Strategies
- Build relationships proactively, not just when you need a job
- Request 15-30 minute informational interviews via LinkedIn
- Engage with industry content: comment, share, and publish
- Attend industry events, meetups, and conferences
- Join professional associations and online communities
- Follow up within 24 hours after meeting new contacts
Salary Negotiation Tip
Industry-Specific Resume Tips
Different industries have different expectations. Tailor your approach to match what hiring managers in your field look for.
Tech & Engineering
- List 10 or fewer highly relevant technical skills
- Include GitHub, portfolio links, or project URLs
- Quantify impact: uptime, latency reduction, users served
- Use clean, minimal formatting - tech recruiters value substance
- Add relevant certifications (AWS, GCP, Azure, Kubernetes)
- Mention methodologies: Agile, Scrum, CI/CD, TDD
Key: Demonstrate problem-solving with measurable outcomes
Healthcare
- Use a hybrid format (skills + chronological experience)
- Include licensure numbers and expiry dates
- List certifications prominently (BLS, ACLS, specialty boards)
- Use industry-standard job titles, not internal ones
- Zero typos - critical in healthcare applications
- Highlight patient outcomes and safety improvements
Key: Precision, credentials, and compliance are non-negotiable
Creative & Marketing
- Include portfolio links - they carry as much weight as experience
- Balance creativity with clean, readable design
- Name-drop brands and campaigns you contributed to
- Quantify campaign results: impressions, CTR, ROI, conversions
- Show proficiency with industry tools (Adobe CC, Figma, GA4)
- Include both digital and traditional marketing experience
Key: Blend creativity with data-driven measurable results
Common Resume Mistakes
Avoid these 9 critical errors that cause resumes to be rejected by ATS systems and human reviewers.
Spelling & Grammar Errors
Even one typo signals carelessness. Most hiring managers will immediately reject a resume with errors.
Fix: Use Grammarly or similar tools, then have a friend proofread. Read it backwards for spelling.
Incomplete Contact Info
Missing phone number, outdated email, or no LinkedIn profile makes it difficult for recruiters to reach you.
Fix: Include professional email, phone, city/state, and LinkedIn URL in every version.
Weak or Passive Language
"Responsible for managing" and "Helped with" fail to convey impact or ownership of results.
Fix: Start bullets with strong action verbs: Led, Engineered, Boosted, Delivered, Transformed.
Duties Instead of Achievements
Listing job responsibilities tells employers what you did but not how well you did it.
Fix: Replace "Managed social media accounts" with "Grew social following by 150% in 6 months."
Poor Formatting & Design
Inconsistent fonts, spacing, or overly creative layouts that ATS cannot parse.
Fix: Use a single clean font, consistent spacing, and a single-column layout for maximum compatibility.
Including a Photo
In the US and UK, photos introduce unconscious bias and are discouraged by most employers.
Fix: Remove photos from your resume. Use a professional LinkedIn photo instead for your online presence.
Not Tailoring Per Application
Sending the same generic resume to every job drastically reduces your match rate with ATS systems.
Fix: Customize keywords, summary, and bullet order for each specific job description.
Irrelevant Information
Including hobbies, outdated skills, or unrelated experience dilutes your message.
Fix: Every line should support your candidacy for the target role. Remove anything that does not.
Excessive Length
More than 2 pages (or 1 page for entry-level) suggests an inability to prioritize information.
Fix: Trim older roles to 1-2 bullets. Remove positions from 10+ years ago unless highly relevant.