How to Write a Professional Resume in 6 Easy Steps

By Robert Half April 25, 2017 at 4:40pm

Writing a resume can feel like a daunting task — just one more item on your never-ending to-do list. But if you're hoping to score an interview for your dream job, bear in mind that a well-written resume can be your  foot in the door. Put another way, your resume and cover letter are marketing collateral for your career.

Resume formats have changed over the years, and it's very important to make sure your resume meets  current standards. Here are three guiding principle to begin with:

  • Unless you have more than a decade of experience in your career, you should  limit  your resume to one page.
  • Avoid using flashy fonts or unusual formats to attract a hiring manager's attention.
  • Rely on integrity and professionalism when writing your resume rather than gimmicks to get an interview.

Whether you're  writing a resume from scratch or just want to keep it  fresh as you prepare for a job search, follow  these six tips  to create  a resume that shows why you're a top-notch candidate worth hiring:

1. Grab their attention

Minimally, your resume needs your current contact information. Include your name, phone number, email address and, if applicable, links to your website  and LinkedIn profile page.

Historically, resumes included an objective at the top of the page, which explained the type of job a candidate was seeking.

What hiring managers and recruiters expect now is  to see a short, snappy paragraph that's more akin to a profile. Think of these important two or three sentences as your written 30-second elevator pitch — they should quickly summarize your experience and training, the outcomes you've achieved, your relevant skills for the role, and why you’d be a great hire. Expand on your qualifications deeper in your resume and in your cover letter.

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2. Show outcomes from your contributions

The bulk of your resume should focus on your work  experience. That doesn’t mean simply copying and pasting your job descriptions. Instead, list your past jobs in chronological order, from most recent to oldest, and take a "result-driven" approach to describing your duties and accomplishments. That means including meaningful information  about how you benefited a project or the company.

Take time to explain how you excelled in the position. Use action verbs, give specific examples  and include as much quantifiable data as possible. For instance, instead of simply saying "oversaw project management," show the value of your work by including the following kinds of details: "Project manager for a six-person team responsible for $500,000 in client work, with impeccable deadline accuracy. Created new calendar system to streamline requests and minimize meetings."

3. Showcase your soft skills

As you're  writing your resume, remember that  soft skills  are critical to your career success.  Your resume should provide examples of how you've used skills such as communicating effectively, being organized or  maintaining a positive attitude to achieve your goals.

Remember to  show, not tell. Rather than saying simply that you're a good communicator, give examples. Maybe you have excelled at public speaking and creating presentations, or perhaps your email newsletters have succeeded in bringing in X percent more leads to the company website.  Want to show that you're organized? You could describe  the event where you were responsible for coordinating  with 20 vendors, arranging travel for 50 individuals and managing  on-site details, and then point out  that your work helped generate  sales leads for your company. How many?

4. Highlight your technical knowledge

Show off your  software skills and technical knowledge as you're detailing your work history.  Every industry is different, so make sure that you share your levels of proficiency with any  software an employer expects you to use. If you've already found something you want to apply for, use the job description as a guide  for what programs the employer is interested in knowing about.

Employers generally assume job candidates have Microsoft Office experience, but  do list out your levels of proficiency with each of the suite’s programs, noting  if you have completed any  training or  certification programs. Also  include  any significant research experience you have, along with a brief explanation of how it contributed to the success of a past project. It may seem like a given, but good internet research abilities are an asset to any employer.

5. Show off specialized skills

Definitely list any specialized talents, such as foreign language fluency — it could give you an edge in getting an interview, especially if the employer has international operations. Likewise, list any awards or recognition you've been given  relevant to the position.

There's no need to  list all your hobbies or personal interests on your resume, but if some  are relevant to the position or company, be sure to include them. For example, you might not normally include volunteering at an animal shelter on your  resume as  an accountant, unless you were applying for an accounting job at a veterinary hospital. Some hiring managers  love to get more insight into job candidates' personalities this way, others are more neutral.

6. Include keywords

Many companies scan resumes and cover letters looking for the keywords they've used in their job postings. The key to writing a resume that gets through their filter is to use  words and phrases that match their job listing. Update your resume for each job you apply for, tailoring it to highlight your  most relevant work experience.  For example, if an employer is looking for an applicant with experience "maintaining executives' calendars," use the same wording in your resume, instead of a more casual phrase like "keeping track of schedules." Following the employer’s lead on keywords also shows  that you pay attention to detail and that you understand how to write a resume tailored to the specific job.

As the need for professional  talent grows, employers want to hire people who  are ready to  make an immediate impact. The right applicants understand their industry inside and out and have a track record of showing initiative. Your resume and cover letter are the first step in proving to a hiring manager that you fit the bill and deserve  an interview.

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