Principles of CV writing
Where to start?
If you are creating your first CV, don't feel hopeless. There are plenty of resources to help you get started:
Templates:
-
Benefit: A great way to save time and ensure a clean and uncluttered format. There are countless templates available online - choose one that is easy to read and edit.
-
Our recommendation: Try this simple and effective template to help you get started. If you like more options and flexibility (beware, a paid option), you can also try this one.
-
Note: Don't get too attached to one template. No one template is perfect for every situation. Use the templates as a starting point and be prepared to modify them based on the feedback you get in this club.
Online Services:
There are plenty of online services that can help you if you get stuck.
-
Resume builders: They can help you create a resume with pre-written content and formatting options.
-
Resume builders: They offer one-on-one help with creating and editing your resume.
-
Important note: Use caution when using these services. Some may not have a good reputation and could produce unsatisfactory results. Always research any service thoroughly before using it.
Remember: The most important aspect of your resume is its content. Focus on clearly and concisely highlighting your skills, experience and accomplishments.
Summary section
Consider using a CV summary or brand statement instead of the traditional summary of objectives. This brief summary (60-100 words) serves as your elevator pitch, quickly communicating your value to potential employers.
Why a resume summary?
-
Not always required: if you've attached a cover letter, a summary may be unnecessary.
-
It's valuable for quickly grabbing attention and highlighting your most important qualifications, as well as filling in the blanks if you're not submitting a cover letter.
Writing an effective summary
Focus on:
-
Who you are and what you do: Clearly state your professional identity and area of expertise. Make sure it matches the job you are applying for.
-
Your achievements: Highlight your most impressive achievements that are relevant to the target position. Reflect on:
-
Measurable results you have achieved (e.g., increase sales by X%, decrease costs by Y%).
-
Awards, recognition or promotions you have received.
-
Problems you solved or challenges you overcame.
-
Instances where you have exceeded expectations or gone above and beyond.
Your goal is to demonstrate that you are not only qualified and experienced, but that you have a proven track record.
Work experience
This section of your CV details your professional history. This is where you demonstrate that you have the relevant skills, experience and background for the job you are applying for. This is usually the longest section of your CV.
How to describe your experience
-
Include bullet points in your CV to improve its clarity.
-
For current roles, write in the simple present tense (i.e., practiced, managed, performed).
-
For past activities, write in the past simple tense (i.e. achieved, directed, performed).
-
Give the context for the position: Indicate what company do you work for? What kind of products or services does it offer? What kind of customers do they work with (i.e., businesses, individuals)? In what sector do they operate? How large are they (e.g. 10 branches? 100 branches? 500 employees?).
-
Describe how your work supports the company and its bottom line (i.e., which products do you support? Which customers do you support? What business unit do you work for?)
-
What are your main functions? Don't worry about listing every little detail - focus on the things that take up most of your time and/or the things that are important to your other work.
-
Focus on the impact your work has had on the company's bottom line. This can take different forms, e.g:
-
getting new clients,
-
cost savings,
-
automating tasks and saving manual hours,
-
meeting sales targets,
-
gaining awards or praise from management in relation to performance or
-
successfully manage large-scale projects
Structuring bullet points
PAR (Problem-Action-Result): This is a common and widely used formula that is ideal for displaying accomplishments, highlighting technical skills, and demonstrating problem-solving abilities. Use it when you want to emphasize the impact of your work and how you achieved results.
Example #1: "Reduced customer support response time by 20% by implementing a new ticketing system and optimizing work processes."
Example #2: "Overcoming tight project deadlines by prioritizing tasks, coordinating resources, and communicating effectively with stakeholders."
STAR (situation-task-action-result): this formula provides a more detailed description, making it suitable for behavioral interview questions and detailed job descriptions. It is great for demonstrating specific skills and competencies in context.
-
Example #1: "Managed inventory levels and ensured product availability while minimizing stock-outs in a fast-paced retail environment; achieved a 15% reduction in inventory costs."
-
Example #2: "Quickly diagnosed a server outage and implemented a temporary solution, minimizing downtime for critical business operations and preventing thousands of dollars in associated losses."
First result: this formula leads to a quantifiable result that immediately grabs the reader's attention. It's effective when you want to present impressive results and you want to make a strong impression.
Example: "Increased sales revenue by 18% through targeted marketing campaigns and effective sales strategies."
Action Verb + Skill + Result: Highlights the action taken, the skill used and the result achieved. It is concise and easy to read and is commonly used on engineering/technical resumes.
Example: "Created a user-friendly website using HTML, CSS, and JavaScript, resulting in a 30% increase in website traffic."
-
Start with the most recent experience and proceed in reverse chronological order. Your most recent role should also contain the most points, and the length of each section may decrease as you progress backwards in your career.
-
List the most important bullet points first. For each job application, you should review what you have written to focus on the experience that is most relevant to the position you are applying for. Does the job description list the duties you performed in your previous positions? If so, be sure to include these examples at the beginning of each role in the experience section.
DO NOT DO THIS
-
Use general statements.
-
Use repetitive terms, phrases or sentences.
-
Use overly fanciful/floral language. Simplicity is always better.
What should I do about gaps in employment or job interruptions?
Gaps are something that many job seekers struggle with. However, you always want to be transparent while protecting your privacy.
Recruiters nowadays understand that life happens. Whether it's an illness, a leave of absence due to burnout, or children, these things can sometimes get in the way of your professional life.
The key is to be honest about it. For example, if you took time off due to illness and haven't worked since, simply put a line at the beginning of the section with your experience; where you would normally put your job title, say something like "Personal Time Off" along with your dates.
I've held two positions at the same company, how can I best demonstrate this?
There are several ways to address this:
-
If the positions are similar in scope (i.e. IT Specialist I and IT Specialist II), you can even combine them into one title (IT Specialist).
-
If the positions overlap to some degree but are not exactly the same, choose the title of the position you have spent the most time in, that best reflects your qualifications, or that is simply the most relevant to your next job. You can even add a bullet point that reads something like this, "After three years, promoted internally from sales rep to sales manager."
-
If the positions are completely mutually exclusive, list them as if you were listing positions at different companies.
The key to success is to remain truthful while maintaining a degree of simplicity. Never give a title you didn't hold or that reflects a responsibility you didn't have (i.e., listing yourself as a team leader when you didn't actually lead anyone).
I have multiple continuous tenures or intermittent work in one position, how can I best show this?
If your tenure is longer than your non-employment tenure, it can be ignored in favor of a single time range using a typical start and end month/year.
If you worked at a summer camp for four years, a 3.5 year span may not be the most representative of the amount of time you worked. Instead, it is appropriate to use "Years 2010/11/12/13". If your disjointed time spans are not so easily summarized, remember that clarity takes precedence over accuracy, unless you are stretching the truth to your advantage.
Skills and keywords
Keywords are words or phrases that are found in a job posting and represent important skills or competencies needed to fulfill the job. Including them in your CV will allow you to get a higher position in the recruiters search. It doesn't guarantee that you will get the job or an interview, but it will increase the likelihood that your resume will be seen first.
Technical skills
Technical skills on a resume showcase specific knowledge and experience using tools, software, hardware, or specialized procedures in a particular field. They demonstrate your ability to perform job-specific tasks and are key for many positions, especially in technology, engineering, science, and other technical fields.
There are different types of technical skills that can be broadly categorized as follows:
Hard technical skills: these technical skills include a working knowledge of specific tools, software, hardware or techniques. Examples include:
-
Programming languages: Java, Python, C++, JavaScript, etc.
-
Microsoft Office Suite, Adobe Creative Suite, CAD software, project management software, etc.
-
Operating systems: Windows, macOS, Linux
-
Data analysis tools: SQL, R, SAS
-
Network protocols: PROTOCOLS: TCP/IP, DNS, DHCP
-
Cloud computing platforms: AWS, Azure, Google Cloud
-
Specific technical processes: machine learning, statistical analysis, web development
Soft technical skills: these skills include using technical knowledge to solve problems, analyze data, communicate effectively, and collaborate with others. Examples include:
-
Problem solving: Identifying and solving technical problems.
-
Data Analysis: Collecting, processing, and interpreting data.
-
Project management: Planning, organizing and executing technical projects.
-
Technical writing: Creating clear and concise technical documentation.
-
Presentation Skills: effectively communicating technical information to technical and non-technical audiences.
When incorporating technical skills into resume bullet points, a common and effective structure is the PAR (Problem-Action-Result) method:
-
Problem (or Project): Briefly describe the problem, project, or task you faced. This will provide context for the application of your technical skills.
-
Action: Explain the specific steps you took to solve the problem or complete the task. Emphasize what technical skills you used and how you applied them.
-
Result: Quantify the positive outcome or impact of your actions. Highlight the results achieved through your technical skills and use numbers or percentages if possible.
Here is an example of a PAR bullet presenting technical skills:
-
Problem: Website traffic was declining due to slow loading pages and poor user experience.
-
Action: Implemented website optimization techniques, including image compression, code miniaturization, and caching using HTML, CSS, and JavaScript. Improved site navigation and responsiveness to mobile devices.
-
The result: increased site traffic by 25% in three months, reduced page load time by 50% and improved user engagement metrics by 15%.
This structure effectively demonstrates your technical skills in a context that is meaningful to employers. It shows not only that you have certain skills, but also how you've successfully used them to achieve tangible results.
What about soft interpersonal skills?
What are soft skills? They are terms that describe character traits such as:
-
Problem solving
-
Communication skills
-
Critical thinking
-
Goal-oriented
The problem with these terms is that they are so overused that they have lost all value. Anyone can say "drive" but few can. That's why it's better to leave these skills off your resume. They will be hinted at through a well-written description of your duties and accomplishments.
Ideally, your bullet points will emphasize quantifiable accomplishments as opposed to responsibilities. That is, specific accomplishments with metrics to back them up. It is more effective to tell the reader what impact you have had on the company and what value you have added. Instead of "I have excellent communication skills," say "I presented quarterly performance reports to internal stakeholders" to prove it.
Should I evaluate my skill level?
Unless you hold a skill or certification whose levels are prescribed by a common standard (i.e., for example, through a governing body), it is better not to submit a self-assessment. If you list a skill on your CV, it is assumed that you have at least enough knowledge to be able to apply it in a professional setting. If you do not meet this requirement, it is better not to list it.
Education
This section will vary considerably from person to person depending on the level of your qualifications and their relevance to the jobs you are applying for. If your education is very relevant to the job you are applying for, it should be listed on the first page of your CV above the experience section.
Your education is usually considered relevant if it relates to the same field for which you are working. For example, a finance degree for an accounting position or an MBA for a management consultant position. It would also be considered relevant if you are a recent graduate with limited work experience as it shows your ability to learn and demonstrates your level of education and knowledge.
However, if you have not achieved a university degree, have not studied any particular subject or left school or university more than ten years ago, then your experience is likely to be more relevant than your education. In this case, add an education section under the experience section.
Should I give my average academic record?
As a general rule, never if it is below 3.0 and always if it is above 3.5. If you are a year or more out of school and already working in your field, your GPA is probably not important enough to put on your resume.
In many countries (especially the UK), the term GPA is not used, preferring to express general academic achievements using degree modifiers such as "Upper Second-Class Honours".
Interests/hobbies
In most cases there is no need for an interests or hobbies section, simply because there are more relevant things you could list instead. The second reason is that people usually don't list anything interesting or worth mentioning at all.
For example, most interest sections on a resume look something like this:
"Reading, running, swimming, programming, research".
Not only is that uninteresting, it's a complete waste of space. If you're going to include this section, at least make it more specific (e.g. reading WWII history).
Links
Do not include references or "references available upon request" on your resume. However, take a reference sheet to any interviews so that you can provide them if asked.
Length of CV
Make sure your CV is only as long as is strictly necessary. The goal of a resume is to pique the interest of readers, establish their qualifications, and spark curiosity that will lead to an interview. Most people only need one or two pages.
Creating and formatting a CV with little or no work experience
Creating a CV can be confusing, difficult or discouraging for students, recent graduates and others with little work experience. While the answers provided in the main FAQ above remain valid, this section addresses the concerns of new professionals with little or no work experience.
I have no work history. What should I list instead?
Most resumes include "summary", "experience" and "education" sections. In addition, you can list "skills", "projects" and "leadership".
Summary
The summary (used in place of an objective) is a summary of your experience and qualifications. This section is not mandatory, especially for newcomers to the field, but can be useful for highlighting qualifications required in job postings or for indicating interest and transferable skills when changing fields.
Experience
Experience can include activities such as long-term volunteer work, paid or unpaid internships and significant extra-curricular activities.
-
Only list extracurricular activities that are related to your professional interests or that demonstrate strong commitment or leadership skills.
-
Include only long-term volunteer work, not one-day events or general membership in community clubs.
-
You may choose to divide the experience section into "relevant experience" and "other experience" sections, into an "experience" section (containing work and internship activities) and a "leadership" section (containing extracurricular activities), or in other ways.
Education
Education should include your field of study, academic achievements (e.g. honor societies, dean's list, scholarships), and month/year of graduation (if you have not yet graduated, indicate your expected graduation date). Do not include your GPA if it is below 3.5. After you have achieved your degree (or if you are about to achieve it), remove lower degrees, e.g. high school diploma.
Skills
The section on skills is particularly important for students and others with little work experience. Here you can list any skills you have acquired through hobbies or courses, even if you have not yet used them in the workplace. Many students, especially STEM students, list "skills" higher than "experience".
-
Beginning biologists and chemists should list specific lab techniques they have learned in courses or undergraduate research (e.g., qPCR, cloning). Avoid basic techniques such as "pipetting".
-
All students should list human languages (e.g., Spanish (fluent), German (beginner)), programming languages, and relevant software.
-
In this section, list keywords used in job advertisements for your field. This will help to overcome ATS scanners.
-
Avoid listing soft skills such as "communication" or "teamwork". Instead, describe soft skills in your experience description.
-
Keep your skills up to date. Recruiters may test your skills during an interview.
Projects
The projects section can include relevant personal or academic projects (e.g., an app you created, a final project). This section may or may not be appropriate depending on your field and the relevance of your projects. It is common for engineering students without much work experience. Programming project descriptions should include links to Github.
How do I format unpaid experiences?
Format unpaid experiences in the same way as paid experiences. As stated in the main FAQ, avoid vague descriptions by discussing accomplishments and quantifying them as much as possible.
Example of a bad bullet point:
-
Participated in missions as required
Example of a good bullet point:
-
I saved the President by swimming 0.25 miles to Dr. Evil's lair and defeating over 200 minions using my 7 Star Mantis kung fu.
I'm applying for an internship, but I've only worked in fast food. Should I put that in?
It depends. Focus on highlighting relevant skills and experience, even if they were unpaid. Then, if you have the space, word the job description to emphasize transferable skills such as leadership, independence, and dependability. Don't just say you made sandwiches, say you trained 3 new employees and ensured health and safety protocols were followed.
You may choose to list relevant work in the 'relevant experience' section and paid, non-relevant work in the 'other experience' section.
Layout
How long should my CV be?
A CV for a student or recent graduate should almost always be one page unless otherwise stated.
For example, many universities ask applicants to write an "extended CV" with no length limit.
How creative can I be?
Unless you work in graphic design or a similar creative field, avoid complicated templates and fancy fonts. If you choose to use colour, keep it to a minimum and make sure your CV prints well in black and white.
How should I organise my sections?
Tailor your resume to your workplace. If you are looking for a part-time retail job, your work experience is most important and should be at the top. If you're looking for an internship, your education and skills are most relevant and should be at the top instead.