How to Write a Resume: A Complete Guide to Crafting a Professional Resume

Writing a resume is not an administrative task. It’s a strategic communication challenge. Over the past five years, I’ve helped 130+ clients write professional documents that advance their careers and open new doors. The same principles I use to write books, speeches, and thought leadership content apply to resumes: clarity, relevance, and purpose. A good resume isn't just a summary of your past. It’s a pitch for your future.

Most job seekers misunderstand what a professional resume is. They think it’s a list. But a strong resume is a curated, reader-centered document designed to convince a hiring manager you're the best fit for a specific position. You write a resume not to showcase everything you’ve done, but to show you understand what the employer needs.

At Trivium Writing, we don’t just edit resumes—we architect them. We apply our proprietary Architecture of Writing framework to every project, even resumes. We help you align your message with the job description, structure your content to highlight your unique value, and refine your language to meet the expectations of modern hiring managers.

Table of Contents

• Understanding the Purpose of a Resume
  
  
• Choose the Right Resume Format
  
  
• Writing a Resume Summary or Resume Objective

• List Your Job Title and Contact Information
  
  
• How to Write Your Employment History

• Highlight Your Relevant Skills
  
  
• Education and Certifications

• How to Include Volunteer Work and Internships
  
  
• Create a Strong Resume Skills Section
  
  
• Craft a Cover Letter to Accompany Your Resume

• Using a Resume Template or Resume Builder
  
  
• Proofreading and Polishing Your Resume

• Frequently Asked Questions
  
  
• Mastering the Resume Summary

Let’s break it down.

1. Understanding the Purpose of a Resume

A resume is a document that summarizes your professional experience, education, relevant skills, and accomplishments. Its purpose is to showcase your qualifications to hiring managers and recruiters, helping them determine if you're the right fit for a specific role.

Community: Who is the resume for?
Most people write their resume as though it’s about them. But your resume should be written for the hiring manager.

The first layer of our Internal Architecture asks: “Who is your audience?” In resume writing, that answer is clear. Your audience is someone overwhelmed, someone scanning for key skills, job titles, and experience that match their job ad. Your resume must make their job easier.

Conversation: What are employers talking about right now?
Every industry has its current buzzwords and priorities—remote collaboration, AI literacy, agile methodologies, digital transformation. Your resume must reflect that you’re in tune with what’s happening in your field. You do this by mirroring language in the job description and showcasing relevant experience. A resume that sounds outdated or generic will fail to stand out.

Angle: What's your unique value?
Too many resumes feel interchangeable because they present general information: job duties, responsibilities, soft skills. The most compelling resume format focuses on what only you bring. If you're a mid-level job seeker, don’t just list employment history. Highlight how your transferable skills, technical skills, and key accomplishments connect with the hiring manager’s needs.

Whether you're writing a customer service resume, a digital marketing resume, or a sales associate resume, the angle should always be: “Here’s how I solve your problems.”

Relevance: Why should they care?
Every bullet point must answer this question. Job seekers often list their job responsibilities without considering whether they’re relevant to the job application at hand. Your resume should not be a career obituary—it should be a highlight reel. Remove anything that doesn’t support your goal or align with the job requirements. This is how you create a resume that gets interviews.

Purpose: Why are you applying?
At Trivium Writing, we help clients uncover not just what they’ve done, but why they do it. When you know your purpose—whether it’s transitioning industries, earning a leadership role, or landing your dream job—you can write a resume with intention. This is where your resume summary or resume objective plays a vital role. These elements are your chance to speak directly to the hiring manager and set the tone for the rest of your application.

A clear career objective tells employers: “I know what I want, and I know how I fit in your organization.” A strong resume summary says: “Here’s what I’ve done, and here’s why it matters to you.”

2. Choose the Right Resume Format

One of the first decisions job seekers must make in the resume writing process is choosing the right resume format. This isn’t just a cosmetic choice—it’s a strategic one. At Trivium Writing, we see formatting not as decoration, but as architecture. The structure of your resume must support your message and match your goal.

Each resume format emphasizes something different. Your task is to pick the one that puts your most relevant experience, skills, and qualifications front and center.

Let’s look at the three formats most hiring managers expect—and when to use each.

A. Chronological Resume Format: The Standard for Most Job Seekers

The chronological resume format is the most common structure and, for good reason, the one hiring managers know best. It emphasizes your employment history in reverse chronological order, starting with your most recent position.

Use this format if you:

• Have a steady work history with few gaps.

• Are applying for roles similar to your previous ones.

• Want to highlight your career progression and job titles clearly.

This format works because it shows a logical career path. For mid-level job seekers, this is usually the best resume format. But it has limitations: if you’re changing careers, it may not show your transferable skills effectively.

B. Functional Resume Format: A Strategic Pivot

The functional resume format focuses on skills rather than employment history. It’s ideal when your work experience isn’t linear or when you're re-entering the workforce after a gap.

Use this format if you:

• Are changing careers or industries.

• Have employment gaps or unrelated job history.

• Want to showcase technical skills or transferable skills more than job titles.

This format emphasizes what you can do rather than where you’ve done it. That said, many hiring managers are cautious about functional resumes, especially when they suspect the format is being used to hide something. You must be strategic and honest. Functional resumes work best when paired with a strong cover letter and professional summary that explain your value.

C. Combination Resume Format: Versatility and Balance

The combination resume format is exactly what it sounds like: it merges the chronological and functional formats to give you the best of both worlds.

Use this format if you:

• Want to highlight both relevant skills and relevant experience.

• Have a mix of freelance, full-time, or volunteer work.

• Are targeting roles that require a hybrid skill set.

This format begins with a professional summary and a resume skills section, followed by your employment history in reverse chronological order. It’s ideal for job seekers in technical fields, creative industries, or leadership roles where both competencies and accomplishments matter.

For many clients we work with this is the most effective resume format. It lets you lead with your strongest suit, whether that’s your key skills, your academic achievements, or your latest career win.

Architecture Principle: Structure Communicates Intention

A resume is more than words. It’s a visual argument. The resume format you choose tells hiring managers what you want them to see first—and what story you’re trying to tell.

If you’re unsure which format to use, ask yourself:

• What is my strongest qualification for the desired job?

• What do I want employers to notice within 10 seconds?

• How can I make a resume that feels both relevant and authentic to my path?

A compelling resume doesn’t start with content. It starts with structure. Once the frame is set, we can move to the next part: crafting a resume summary or objective that captures your value in a single glance.

3. Writing a Resume Summary or Resume Objective

When hiring managers look at resumes, they make up their minds fast—often within ten seconds. Your resume summary or objective sits at the top of the page and determines whether they keep reading or move on. Think of this section as your elevator pitch. It’s your one chance to make a clear and confident first impression.

At Trivium Writing, we teach clients that every piece of communication has a purpose and a reader. Your resume summary isn’t for you—it’s for the hiring manager scanning for alignment. It must answer one question: Why should we talk to you?

Resume Summary

A resume summary works best when you already have relevant experience and want to highlight your key achievements and technical skills.

This section—two to four lines long—should summarize your professional experience, key skills, and quantifiable results. Avoid vague language or buzzwords that say nothing. Focus on outcomes.

Example:

“Project Manager with 7+ years of experience leading cross-functional teams in the tech sector. Proven record of improving operational efficiency by 20% and delivering projects on schedule and within budget.”

A good resume summary shows clarity of thought and confidence in delivery. It aligns with the job description, reflects relevant keywords, and highlights results. At Trivium, we call this “architecting your first impression”—you’re building trust sentence by sentence.

Resume Objective

A resume objective, on the other hand, focuses on career goals rather than past achievements. It’s ideal for job seekers changing careers, recent graduates, or professionals entering a new industry.

While the summary says, “Here’s what I’ve done,” the objective says, “Here’s where I’m going—and how your company fits into that vision.”

Example:

“Recent marketing graduate seeking an entry-level position in digital marketing where I can apply my analytical mindset and creativity to drive measurable growth for a forward-thinking brand.”

A resume objective communicates intent. It tells potential employers that you’ve read the job ad, understand their needs, and have mapped your career goals to theirs.

Architecting Your Summary or Objective

Using The Architecture of Writing framework, here’s how we help clients write a compelling summary or objective:

• Community: Know your audience. Speak directly to the hiring manager, not to a generic employer.

• Conversation: Match the language of the job description. Incorporate relevant keywords naturally to satisfy both the reader and the Applicant Tracking System (ATS).

• Angle: Present your unique value proposition—what differentiates you from most job seekers with similar credentials.

• Goal: Ensure your statement serves a clear function: to persuade them to keep reading.

• Thesis: Write one core idea. Don’t cram multiple directions. Your message should be distilled to a single promise of value.

This process ensures your summary or objective doesn’t just sit at the top of the page—it anchors the entire resume.

Resume Summary vs. Objective: Which Should You Choose?

Use a resume summary if you have solid experience and want to emphasize achievements, leadership, or measurable outcomes.
Use a resume objective if you’re early in your career, changing careers, or transitioning to a new role that requires transferable skills more than direct experience.

Both serve the same purpose: to get the hiring manager’s attention fast. The choice depends on which story better supports your goal.

4. List Your Job Title and Contact Information

It is essential to clearly state your job title and personal details at the top of your resume. Include your full name, phone number, email address, and professional social media account like LinkedIn.

This ensures that hiring managers can easily get in touch with you if they are interested in your application.

5. How to Write Your Employment History

Once you’ve captured attention with a compelling resume summary or objective, your employment history must deliver the evidence. This section isn’t a diary—it’s your case study portfolio. Hiring managers aren’t reading for narrative; they’re scanning for outcomes. Your job is to give them what they need with clarity, structure, and precision.

That’s where most job seekers go wrong. They focus on job duties, not job impact. They write vague phrases like “responsible for customer support” instead of measurable results like “resolved 50+ support tickets daily with a 98% satisfaction rating.”

This section is where results meet relevance.

Use Reverse Chronological Order

For most professionals, the chronological resume format is the most effective. List your experiences starting with the most recent position and work backward. This allows hiring managers to see your latest and most relevant experience first.

For each position, include:

• Your job title

• Company name and location

• Dates of employment (month/year – month/year)

• 3–6 bullet points showcasing key achievements

Avoid passive job descriptions. Every bullet should begin with a strong verb (led, developed, increased, implemented) and point to an outcome.

Highlight Achievements, Not Responsibilities

A resume should not read like a job posting. Instead, translate your job responsibilities into results.

Let’s compare:
✘ “Responsible for managing social media accounts”
✔ “Managed 4 social media accounts, growing engagement by 45% over 6 months”

See the difference? The first one lists a task. The second one shows value.

Hiring managers need evidence that you can replicate those results in their organization. Even if your role didn’t involve quantifiable metrics, find ways to demonstrate effectiveness—process improvements, successful collaborations, reduced errors, or positive client feedback.

Align with the Job Description

The job description is your blueprint. Read it line by line, highlight the relevant skills, and mirror its language wherever it truthfully applies. This improves not only clarity but also ATS compatibility (Applicant Tracking Systems).

Many hiring managers never see resumes that don’t include the right keywords. So if the job ad mentions “project management,” “stakeholder communication,” or “data analysis,” make sure those terms appear in your resume—naturally and truthfully.

Tailor for Each Application

Yes, that means you don’t just write a resume. You write the right resume for each job application. While the core content may stay the same, tweak your bullet points to match the tone and priorities of the role you’re applying for.

Think of your resume like a pitch deck. You wouldn’t present the same slide deck to every investor—you’d customize based on their interests. Do the same for every employer.

How Many Jobs Should You Include?

There’s no fixed rule, but here’s a guideline: include jobs from the past 10–15 years if they’re relevant. If you’ve changed careers or held many short-term roles, use discretion. Relevance matters more than recency.

If you have experience gaps, don’t panic. That’s where a combination resume format or inclusion of volunteer work and freelance projects can fill in the story without misrepresenting your history.

Employment History Example

Digital Marketing Manager
ABC Tech Solutions | Toronto, ON
June 2020 – August 2023

• Led a team of 5 in planning and executing multichannel campaigns, resulting in a 38% increase in qualified leads.

• Streamlined analytics reporting process, reducing time-to-insight from 3 days to 3 hours.

• Managed $250K annual ad budget with a consistent ROAS of 4.2x.

• Collaborated with sales to align messaging and increase conversion by 15% quarter-over-quarter.

Notice how each bullet has a verb, a measurable result, and a clear contribution? This structure turns your employment history into proof that you can do the job you're applying for.

Employment history isn’t about where you’ve been—it’s about what you’ve done and how that prepares you for the desired job.

6. Highlight Your Relevant Skills

The skills section of your resume is not an afterthought—it’s a strategic highlight. For hiring managers, it provides a quick scan of what you’re capable of. For applicant tracking systems (ATS), it’s a place to pick up relevant keywords. For you, it’s an opportunity to position yourself as a qualified candidate by presenting the key skills that make you a fit for the desired job.

Most job seekers, however, miss the mark. They either list too many skills, use vague terms, or fail to connect their skills to the job description. A well-written skills section should be focused, categorized, and intentional.

Classify Skills: Technical vs. Soft

A strong resume includes both technical skills and soft skills, but they must be organized so the hiring manager can easily see what matters most.

Technical Skills
These are job-specific capabilities—software, platforms, tools, and systems you’ve learned through training or direct experience. These are often measurable and verifiable.

Examples:

• Salesforce CRM

• Adobe Photoshop

• Google Analytics

• Python

• HubSpot

• Tableau

Soft Skills
These are interpersonal and cognitive abilities—traits that influence how you interact, solve problems, and make decisions. While harder to quantify, they’re critical in team settings and leadership roles.

Examples:

• Communication

• Critical thinking

• Problem-solving

• Adaptability

• Time management

• Conflict resolution

Match Skills to the Job Description

Before you list anything, study the job ad. Highlight repeated or emphasized terms. These are the relevant skills hiring managers are scanning for. Your resume must reflect their language.

If a job ad emphasizes “customer interaction,” “team collaboration,” and “CRM tools,” your resume skills section might include:

• Client communication

• Collaborative project management

• CRM proficiency (Salesforce, Zoho)

This kind of alignment not only helps your resume get past automated filters but also makes it instantly more appealing to human readers.

Organize by Relevance, Not Alphabet

Alphabetical order is tidy, but not strategic. Prioritize your skill list based on what the employer values most. Think of this section as a curated highlight, not a comprehensive inventory.

For a sales associate resume, you might lead with:

• Customer relationship management

• Upselling and cross-selling techniques

• Point-of-sale systems

• Conflict resolution

For a digital marketing resume, you’d focus on:

• SEO and SEM

• Social media strategy

• Email marketing platforms (Mailchimp, Klaviyo)

• Data analysis and reporting

The top-listed skills should match the core responsibilities and requirements of the position.

Formatting Your Resume Skills Section

Use clear headings and group your skills into categories. For most job seekers, this format works well:

Technical Skills
Google Ads
Mailchimp
SEO
WordPress
Adobe Illustrator

Soft Skills
Strategic thinking
Time management
Team leadership
Verbal communication
Adaptability

If you prefer to make your resume skills section more dynamic, you can also weave key skills into your professional summary or employment history. For example:

“Led a cross-functional team of five to implement a new email marketing strategy using Mailchimp, increasing open rates by 32% over six months.”

This strategy allows you to show—not just tell—how your skills contribute to real outcomes.

Your skills section should not feel like a list for the sake of listing. It should be a strategic showcase of what makes you employable, effective, and distinct. When organized well, this section reinforces your professional

7. Education and Certifications

Your education and certifications may not be the reason you get hired—but they often help you get noticed. For hiring managers, these sections signal credibility, formal training, and in many cases, industry compliance. For mid-level job seekers, the way you present your academic background and credentials should shift from “what school did you go to” to “what knowledge do you bring that supports this role?”

Especially when your professional experience is lean, your college degree, high school diploma, or relevant certifications can give your resume the authority it needs to earn a closer look.

What to Include and Where

If you’re a recent graduate or applying for a role that values academic pedigree (such as education, law, or finance), list your education section above your employment history. If you’re further along in your career, your education should follow your skills and experience sections.

Here’s what you should include:

• Degree (e.g., Bachelor of Arts in Psychology)

• Institution name and location

• Graduation year (optional for senior professionals)

• Honors (Dean’s List, cum laude, etc.—if notable)

• Relevant coursework (only if it applies to the job description)

Example:
Bachelor of Science in Marketing
York University, Toronto, ON — 2020
Dean’s List 2018–2020
Relevant Coursework: Consumer Behavior, Digital Marketing Analytics

If you don’t have a degree but have completed some post-secondary education, it’s still worth listing. Focus on what you studied and how it relates to the job requirements.

Certifications: Spotlight Specialized Knowledge

In fast-changing industries—such as tech, marketing, and finance—certifications can carry more weight than degrees. Whether it’s Google Ads, Salesforce, CompTIA, PMP, or HubSpot, these credentials demonstrate not just knowledge but initiative.

Treat certifications as a standalone section titled Certifications, Professional Training, or Licenses, depending on what you include.

Example:
Certifications
Project Management Professional (PMP) – PMI, 2022
Google Analytics Certification – Google, 2023
HubSpot Inbound Marketing Certification – HubSpot Academy, 2021

Avoid listing expired, irrelevant, or redundant certifications. Focus on what supports your current career direction and desired job.

Emphasize Academic Achievements if They’re Strategic

For some professionals, especially early-career or career switchers, academic achievements can help fill experience gaps. If you’ve earned scholarships, graduated with distinction, or completed projects that reflect your future role, include them.

Example:
Academic Achievements

• Graduated with Honors (Top 5% of class)

• Capstone Project: Developed a go-to-market strategy for a local startup

• Student Council Vice President (Leadership, Budget Management)

These details matter more if they reinforce your soft skills, transferable skills, or career objective.

If You Have a High School Diploma Only

You can still craft a compelling resume. If you don’t have a post-secondary degree, list your high school diploma and any certifications, licenses, or relevant training you’ve completed.

Example:
Education
High School Diploma
Central Collegiate, Calgary, AB — 2017

Certifications
Certified Customer Service Professional (CCSP) – 2022
First Aid & CPR – 2023

Your goal is to demonstrate ongoing growth and preparedness, regardless of your academic background.

A well-structured education section isn’t about where you went—it’s about how your academic and professional learning supports your job application.

8. How to Include Volunteer Work and Internships

Not all experience comes from paid employment. For many job seekers—especially career changers, students, or professionals with non-linear paths—volunteer work and internships are essential pieces of the resume. They demonstrate initiative, competence, and values. If positioned well, these experiences can strengthen your case as a qualified candidate just as much as formal jobs do.

Hiring managers don’t always care whether you were paid. They care whether you gained relevant skills, demonstrated commitment, and contributed meaningfully.

When to Include Volunteer Work

Include volunteer work on your resume when it:

• Demonstrates transferable skills (leadership, project management, communication)

• Shows initiative and community engagement

• Fills employment gaps with meaningful experience

• Aligns with the job description or the company’s values

For example, if you’re applying to a customer service position, and you volunteered as a community event coordinator, that role may reflect communication, conflict resolution, and exceptional organizational skills.

List your volunteer role just as you would a paid role—especially if you made measurable contributions.

Example:
Volunteer Coordinator
Community Wellness Initiative | Vancouver, BC
March 2022 – Present

• Organized monthly events serving over 300 participants

• Managed a team of 12 volunteers to deliver food, resources, and support

• Improved outreach response time by implementing a new communication system

When to Include Internships

Internships belong in the main body of your employment history, especially if you:

• Learned technical skills or industry tools

• Collaborated with professionals or departments

• Completed substantial tasks or projects relevant to the job resume

Even unpaid internships offer valuable evidence of ability. Don’t minimize the experience—treat it as part of your professional journey.

Example:
Marketing Intern
EcoBrands Inc. | Remote
May 2021 – August 2021

• Managed content calendar across 3 social platforms

• Wrote and scheduled weekly posts that increased engagement by 22%

• Assisted in launching an email marketing campaign with a 35% open rate

Focus on outcomes. Show what you did and what the result was—not just what you were “exposed to” or “assisted with.”

Where to Place Volunteer Work or Internships

If the experience is directly relevant to the desired job, include it within the employment history section.

If it’s secondary but still strengthens your resume, create a separate section titled Volunteer Experience, Additional Experience, or Community Involvement and place it after your education or skills section.

Be strategic:

• Early-career applicants might place it above employment

• Mid-career applicants may position it after core job experience

Don’t Undervalue Nontraditional Experience

Resume writing isn’t about fitting a mold. It’s about presenting a compelling case. Volunteer work and internships help shape that case—especially when you haven’t held many traditional roles, are changing careers, or want to demonstrate your values.

The key is to treat every relevant experience with the same intentionality you would a job title—framing your contributions through action verbs, measurable outcomes, and connection to the employer’s needs.

9. Create a Strong Resume Skills Section

Your resume skills section should highlight the skills that are most relevant to the job you're applying for. Group your skills into categories (e.g., technical skills, soft skills, transferable skills) and include any certifications or training that supports these abilities.

10. Craft a Cover Letter to Accompany Your Resume

A resume presents your qualifications. A cover letter makes the case for your character, fit, and intent. It’s where you go beyond bullet points and show the hiring manager who you are, how you think, and why you’ve chosen this job application. In a competitive market, the difference between getting an interview and being passed over often comes down to whether you’ve made this connection.

Too many cover letters restate the resume or lean on clichés: “I’m a hard-working professional seeking a challenging opportunity...” These letters fail to communicate the only thing a hiring manager truly wants to know: Why should we hire you—specifically—for this role?

When written strategically, a cover letter answers that question with clarity and confidence.

What a Cover Letter Should Do

A strong cover letter should:

• Expand on your professional summary with personal insight

• Show how your relevant skills and career goals align with the company’s mission

• Reflect your understanding of the company’s values, culture, and needs

• Demonstrate communication skills and tone that match the industry

Where your resume is structured, your cover letter should feel human. It’s not a speech—it’s a short letter that begins a conversation.

Structure of a Compelling Cover Letter

Use this simple yet effective structure:

1. Opening Paragraph
Start strong. Mention the job title you’re applying for, how you found the role, and—most importantly—why this company and position caught your attention. Show genuine interest.

Example:
“When I saw your posting for a Digital Marketing Coordinator, I recognized an opportunity to contribute both my technical expertise and passion for audience engagement to a purpose-driven brand like yours.”

2. Middle Paragraph(s)
Focus on one or two career achievements or experiences that illustrate your fit. This is where you bring your resume summary, job responsibilities, and technical skills to life.

Don’t just list experiences—connect them to what the employer is looking for. Use language from the job description to mirror their priorities.

Example:
“In my previous role at Tech Solutions, I launched an email marketing campaign that increased open rates by 35% and generated $45K in new revenue within one quarter. I also collaborated closely with the sales team to align content strategy with lead generation targets—an approach I know your team values.”

3. Closing Paragraph
Reiterate your interest, express enthusiasm, and suggest next steps. Be polite, but not passive. End with confidence.

Example:
“I’d welcome the chance to discuss how I can contribute to your team’s growth. Thank you for considering my application.”

Cover Letter Best Practices

• Keep it to one page.

• Address it to a person, not “To Whom It May Concern,” whenever possible.

• Mirror the company’s tone and values—but stay authentic to your voice.

• Avoid repeating your resume line-for-line.

• Always proofread. Spelling errors in a letter about communication skills will cost you.

When Is a Cover Letter Most Important?

You especially need a cover letter if:

• You’re changing careers and need to explain your transition

• You’re applying to a company whose mission you strongly align with

• You want to highlight transferable skills not obvious on your resume

• You have gaps in employment or a unique career trajectory

In short, the cover letter is your opportunity to speak directly to the hiring manager’s attention and say: Here’s who I am, here’s why I’m applying, and here’s what I can bring.

11. Using a Resume Template or Resume Builder

The idea of building a resume from scratch can feel daunting—especially if writing isn’t your strength. That’s where resume templates and resume builders come in. They provide structure, save time, and reduce overwhelm. But used improperly, they can also strip your resume of authenticity, turning a personal document into something that looks and feels generic.

The goal is to use these tools to enhance—not replace—your judgment.

What Is a Resume Template?

A resume template is a pre-designed layout that helps you organize your information clearly. It ensures your resume is easy to scan and looks professional. Templates handle formatting so you can focus on content.

They’re ideal for:

• Structuring your employment history and skills section

• Maintaining consistent font sizes, headings, and alignment

• Avoiding common design mistakes like poor spacing or clutter

Templates are most effective when you modify them heavily to match your story. If you leave placeholder language in or keep the default section titles without adjusting them for clarity, you risk looking careless or inexperienced.

What Is a Resume Builder?

A resume builder is a tool that walks you through the resume writing process, step-by-step. Many builders offer:

• Pre-written bullet points based on common job responsibilities

• Drop-down menus for job titles and industry-specific skills

• Formatting options based on different resume formats (chronological, functional, combination)

They’re helpful if:

• You’re unsure how to describe your past roles

• You want a fast, guided experience

• You don’t have strong formatting or design skills

However, these tools often favor one-size-fits-all language. The more you rely on auto-generated content, the less distinctive your resume becomes. You still need to inject your voice, customize for the job ad, and emphasize relevant experience.

Choosing the Right Template or Builder

Pick a layout that prioritizes readability. That means:

• Clean sections

• Simple typography

• Clear headings like Professional Experience, Skills, Certifications, and Education

• Logical order that suits your resume format (e.g., reverse chronological order for most job seekers)

Avoid gimmicky templates with multiple columns, heavy graphics, or photos—especially if you’re applying in a conservative field. These can confuse Applicant Tracking Systems and distract from your message.

Should You Always Use a Template or Builder?

Not necessarily. If you’re comfortable with writing and design, building your resume in Word or Google Docs from a blank page gives you full creative control. You can apply the same formatting rules, tailor each section, and ensure every line supports your career objective.

If you use a builder, think of it as scaffolding. Use it to get started, but refine your document so it reflects the nuances of your story.

Whether you use a tool or start from scratch, the real work lies in thinking through what to say, how to say it, and how it connects with what the hiring manager is looking for. Templates handle presentation. Builders handle structure. You handle meaning.

12. Proofreading and Polishing Your Resume

You can have the right resume format, a strong resume summary, and all the relevant skills the job description asks for—but if your resume contains errors, inconsistencies, or formatting issues, you’ll undermine the very credibility you’ve built.

Hiring managers make judgments quickly. If they catch a typo, a misaligned bullet point, or inconsistent verb tense, they may assume your work ethic is just as sloppy. This isn’t about perfectionism—it’s about professionalism.

Your resume is a representation of your thinking. It must be clear, focused, and intentional.

Why Proofreading Matters More Than You Think

Mistakes on a resume send the wrong signal. They suggest:

• Lack of attention to detail

• Carelessness under pressure

• Poor communication habits

• Rushed application, not tailored for the job ad

These are not qualities hiring managers associate with a qualified candidate. In contrast, a polished resume shows that you respect the reader and take your career seriously.

What to Look for When Proofreading

Use a two-pass system: one pass for content, and one for formatting.

Content Review

• Check for spelling and grammar errors. Use tools like Grammarly, but don’t rely on them completely.

• Make sure each bullet point starts with a strong verb.

• Watch out for repetition. Are you overusing the same phrases or verbs?

• Eliminate vague language (e.g., “helped with,” “involved in”).

• Ensure every sentence supports your career objective or aligns with the job requirements.

Formatting Review

• Ensure consistent formatting of dates, job titles, and headings.

• Verify spacing—no erratic indents or uneven bullet alignment.

• Stick to one font (two at most, with clear distinction for headings).

• Save your resume as a PDF to preserve layout across devices. Name the file clearly: FirstName_LastName_Resume.pdf.

Common Mistakes That Hurt Your Resume

• Listing your phone number incorrectly

• Using an outdated or unprofessional email address

• Mixing tenses (e.g., present tense for past jobs)

• Forgetting to include a professional social media account like LinkedIn

• Having inconsistent punctuation (periods on some bullets, not others)

• Sending the wrong resume file for the job application

Each of these may seem small. Together, they create a poor impression.

Final Checks Before You Submit

1. Read your resume out loud—this helps catch awkward phrasing.

2. Print it out—errors often show up more clearly on paper.

3. Have a second set of eyes review it—a mentor, colleague, or writing coach.

4. Review the job description again to ensure your resume aligns with it fully.

5. Double-check that your personal details (name, phone, email) are correct and up to date.

If you’ve taken the time to make a resume that communicates your value, don’t let small oversights undermine it.

A good resume isn’t just about what you say—it’s about how precisely and confidently you say it. That’s what separates average applications from compelling ones.

13. Frequently Asked Questions About Resume Writing

Does a good resume guarantee a job?

A good resume increases your chances of getting an interview, but it doesn't guarantee a job. You also need to perform well during interviews and demonstrate your skills on the job.

How many jobs should I list on my resume?

You should list the jobs that are most relevant to the position you're applying for. There’s no set number, but be sure to include enough employment history to demonstrate your qualifications for the role.

Mastering the Resume Summary

A perfect resume isn’t one-size-fits-all. It’s not a downloaded template filled in last minute. It’s a strategically written document that aligns with the job description, reflects your unique strengths, and delivers a clear message: I can help your organization succeed.

Your Resume Is More Than a Document.

It’s a reflection of how you think, how you operate, and how you contribute. It tells a story—not of where you’ve been, but where you’re going.

In our work with professionals around the world, we’ve seen the impact of a strong, clear resume: interviews secured, confidence restored, careers transformed. But more importantly, we’ve seen the power of taking control of your narrative.

So whether you're aiming to land your dream job, change industries, or return to the workforce, know this—your resume is not the end product. It’s the beginning of a conversation. Make it count.