Creating an effective resume can be the difference between landing an interview or being overlooked. This comprehensive guide will walk you through the essential do’s and don’ts of resume writing to help you create a document that gets results. By following these guidelines, you’ll craft a resume that showcases your qualifications and makes a strong impression on potential employers.
Resume Do’s: What to Include
Tailor Your Resume for Each Position
One of the most important steps in resume writing is customization. Each job you apply for deserves a tailored resume that highlights the skills and experiences most relevant to that specific position.
When you receive a job posting, carefully analyze the requirements and responsibilities. Identify keywords and phrases that appear in the description, then incorporate these terms naturally throughout your resume. This approach not only helps your application pass through Applicant Tracking Systems (ATS) but also shows employers you understand their specific needs.
For example, if a job posting emphasizes project management experience, bring your project management accomplishments to the forefront of your resume. If another position focuses more on client relationships, adjust your content to highlight your customer service achievements.
Quantify Your Achievements
Employers value concrete results over vague descriptions. Whenever possible, use numbers, percentages, and specific metrics to demonstrate your impact.
Instead of writing “Increased sales in my territory,” try “Increased territory sales by 27% over 12 months, exceeding targets by $145,000.” Rather than stating “Managed a team,” specify “Led a 12-person cross-functional team that delivered three major projects under budget.”
These quantified achievements provide clear evidence of your capabilities and help employers understand the scope and significance of your contributions. Even if your role doesn’t involve direct revenue generation, you can quantify your impact through metrics like efficiency improvements, time savings, or customer satisfaction scores.
Use Strong Action Verbs
Begin your achievement statements with powerful action verbs that convey confidence and capability. Words like “achieved,” “implemented,” “transformed,” “negotiated,” and “developed” create a stronger impression than passive phrases like “was responsible for” or “duties included.”
Strong verbs not only make your resume more dynamic but also help communicate your role in accomplishments more clearly. Compare “Was part of a team that improved processes” with “Spearheaded process improvements that reduced turnaround time by 40%.” The second version immediately establishes your leadership and the significance of your contribution.
Include Relevant Keywords
Modern hiring often begins with digital screening. To ensure your resume passes through ATS filters, incorporate industry-specific keywords and phrases from the job description.
Include technical skills, certifications, methodologies, and software proficiencies relevant to your field. For example, a marketing professional might include terms like “content strategy,” “campaign analytics,” “SEO,” and “conversion optimization.” An IT professional would include specific programming languages, platforms, and technical certifications.
Place these keywords naturally throughout your resume, particularly in your skills section, professional summary, and work experience descriptions. Avoid keyword stuffing, which can make your resume difficult to read and may be flagged by sophisticated ATS systems.
Maintain Clean, Consistent Formatting
A well-formatted resume reflects your professionalism and attention to detail. Choose a clean, readable design with consistent formatting throughout.
Use a professional font like Arial, Calibri, or Georgia at 10-12 points for body text and slightly larger for headings. Maintain consistent spacing, alignment, and bullet styles throughout the document. Use bold, italics, and underlining sparingly and consistently to create visual hierarchy.
Ensure adequate white space to prevent a crowded appearance. Set margins between 0.5-1 inch on all sides. Group related information logically, with clear section headings to guide the reader’s eye.
Proofread Thoroughly
Errors on your resume can immediately disqualify you from consideration. After completing your resume, set it aside for a day, then review it with fresh eyes.
Check for spelling and grammatical errors, inconsistent formatting, and factual accuracy. Verify that all company names, job titles, and dates are correct and consistently formatted. Read your resume aloud to catch awkward phrasing or missing words.
After your own review, ask trusted colleagues or mentors to provide feedback. Consider using professional proofreading services for high-stakes applications. Remember that even a single error can create a negative impression that overshadows your qualifications.
Resume Don’ts: What to Avoid
Don’t Include Irrelevant Information
Your resume is a strategic marketing document, not an exhaustive history. Avoid including information that doesn’t support your candidacy for the specific position.
Eliminate outdated experiences, irrelevant jobs, and skills unrelated to your target role. For most professionals, there’s no need to include positions from more than 10-15 years ago unless they’re exceptionally relevant. Similarly, once you’ve established your career, high school information and entry-level positions become less relevant.
Avoid personal details unrelated to job performance, such as age, marital status, religious affiliations, or political views. In most countries, employers shouldn’t make hiring decisions based on these factors, so including them creates unnecessary complications.
Don’t Use Generic Objectives or Summaries
Generic statements like “Seeking a challenging position that allows me to utilize my skills” waste valuable space and communicate nothing meaningful about your qualifications.
If you include an objective or summary statement, make it specific and compelling. Focus on what you offer the employer rather than what you want from them. For example: “Results-driven marketing manager with 7+ years of experience developing award-winning digital campaigns that increased conversion rates by an average of 35%.”
Your opening statement should immediately communicate your professional identity and key strengths relevant to the target position. If it could apply to any candidate in your field, it needs more specificity.
Don’t Include References or “References Available Upon Request”
Including references directly on your resume is outdated practice that consumes valuable space and potentially compromises your references’ privacy. Similarly, “References available upon request” is unnecessary—employers assume you’ll provide references when asked.
Instead, maintain a separate reference document formatted to match your resume. Include each reference’s name, title, company, contact information, and your professional relationship. Share this document only when specifically requested during the hiring process.
Before listing anyone as a reference, always ask permission and provide them with information about the positions you’re applying for. This courtesy allows them to prepare thoughtful responses that support your candidacy.
Don’t Use an Unprofessional Email Address
Your email address creates an immediate impression. Addresses like “partyanimal@email.com” or “sexyguy85@email.com” suggest a lack of professionalism that can immediately damage your candidacy.
Create a dedicated email address for professional correspondence using some combination of your first and last name. Free services like Gmail or Outlook are perfectly acceptable. This simple step demonstrates your professional approach and ensures your job-related communications remain organized.
Don’t Include Salary Information
Including salary history or expectations on your resume can weaken your negotiating position and potentially cause you to be screened out prematurely. Many jurisdictions have even banned employers from requesting salary history to combat pay discrimination.
Reserve salary discussions for later stages of the hiring process, after you’ve had the opportunity to demonstrate your value and learn more about the position’s responsibilities. When salary questions do arise, be prepared with research about market rates for similar positions in your location and industry.
Don’t Lie or Exaggerate
While it’s important to present yourself positively, fabricating or significantly exaggerating your qualifications is never acceptable. In today’s connected world, verification is easier than ever through background checks, reference calls, and social media research.
Discovered dishonesty will likely result in immediate disqualification or termination if discovered after hiring. Even seemingly minor embellishments, like claiming a degree you didn’t complete or inflating your job title, can have serious consequences for your professional reputation.
Instead of exaggerating, focus on presenting your genuine accomplishments in the most compelling way. Most professionals have valuable experiences and skills that, when properly articulated, can demonstrate their qualification without resorting to dishonesty.
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