How to Format a Resume
Formatting begins with several fundamental features every resume needs to succeed. Let us explore each one to see how they can give you an edge with hiring managers.
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Margins
Use 1-inch margins on all sides to ensure your resume looks clean and is easy to read. If you need more space, you can reduce the margins to 0.75 inches, but avoid going any smaller to maintain readability.
Font
Choose fonts like Arial, Calibri, Times New Roman, Verdana, or Helvetica for a clean and professional look. Use 10-12 point size for the main text. For section headings, use 12-14 point size to make them stand out.
Line Spacing
Use single or 1.15 line spacing throughout the resume to avoid clutter. Add a space before and after headings and between sections to improve readability.
Sections
Clearly define each section with bold or slightly larger font size headings. Generally, start with contact information, followed by a summary or objective, work experience, education, skills, and any additional sections such as certifications or projects.
Bullet Points
Use bullet points to list responsibilities and achievements. Keep the style consistent (e.g., solid circles, dashes). Keep bullet points concise, ideally one to two lines each.
Alignment
Align text to the left to maintain a clean and professional look and ensure consistent alignment for headings, dates, and bullet points.
Color
Stick to black text for a professional appearance. You can use a single color for headings or key sections to add a subtle touch of creativity (e.g., dark blue or grey). Avoid using bright or multiple colors, as it can distract from the content.
Page Length
Aim to keep your resume to one page, especially for less experienced candidates. If you have extensive experience, especially greater than ten years, a two-page resume is acceptable, but ensure the most relevant information is on the first page.
Use of Bold and Italics
Use bold for section headings, job titles, and key achievements. Use italics sparingly for less critical information such as dates or locations.
White Space
Ensure there is enough white space around text and sections to avoid a cluttered look. Leave space between sections to improve readability and make it easy for recruiters to find information quickly.
Columns
Try to use a single-column layout to ensure the resume is easy to read on all devices, including ATS (Applicant Tracking Systems), as much as possible. If using two columns, ensure that the most relevant information takes prominence.
Consistency
Ensure consistency in formatting throughout the resume (e.g., font sizes, bullet points, alignment). Use past tense for previous jobs and present tense for your current position.
Always keep these standards in mind as they are particularly important for ensuring that your resume is ATS-friendly and easy to read for hiring managers and recruiters.
Resume Format Types
There are three styles of resume formats that you can use when getting started:
- Chronological: Focuses on work history and experience.
- Functional: Focuses on skills and other aptitudes.
- Combination: Combines elements of both chronological and functional resumes.
Chronological Resume Format
Best resume format for:
- Traditional career paths.
- Professionals with over 10 years of steady experience.
- Job seekers looking for similar roles.
Not ideal for:
- Entry-level employee
- Job seekers with work gaps
Functional Resume Format
Resume format
- Career changers.
- Short-term contractors.
- Job seekers with no work experience.
- Job seekers with frequent work gaps.
Not ideal for:
- Entry-level workers.
- Professionals with over 10 years of steady experience.
- Applicant tracking system (ATS) applications
Combination Resume Format
Best resume format for:
- Students and recent graduates.
- Professionals with less than 10 years of employment.
- Career changers with transferable skills.
Not ideal for:
- Professionals with 10+ years of experience.
- Job seekers with significant work gaps.
Resume Format Templates
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- Chronological
- Functional
- Combination
Chronological Resume Format
The chronological resume format, also known as the reverse-chronological resume, is the most popular resume format used in job applications. Many hiring managers prefer this format because of its emphasis on work history.
The format focuses on your professional experience and career achievements by listing your work history in reverse chronological order, starting with your most recent position. Under each job title, a bulleted list of responsibilities and achievements underscores your relevant qualifications.
Let’s go over the basic template for a chronological resume.
Chronological Resume Structure
Header
The resume heading contains your contact information:
- Your name
- Phone number
- Your city and state
- LinkedIn profile
- Any professional social media, portfolio, or professional website (optional)
Profile (Summary or Objective Statement)
The resume profile is a brief one to three-sentence introduction about who are as a professional. If you have work experience, use a resume summary to highlight your most relevant past responsibilities, skills, and accomplishments.
If you are an entry level candidate and have no work experience, then use the objective statement to underscore your skills and passion for the position.
Work Experience
Start with your most recent work experience. For each position, include your job title, company name, location, and dates of employment.
List your duties and responsibilities under each position. Focus on quantifiable achievements, such as promotions, successful projects, or leadership roles, to demonstrate value.
Skills
List six to eight soft and hard skills that are relevant to your job application. For example, include any languages, computer skills, communication or writing skills, and other strengths sought in the job description.
Education
Place the education section towards the end of your resume, provide the name and location of the school, your area of study, and the type of degree.
Optional Sections
If you have other qualifications that are relevant to the job position, then create an optional section.
For example, you might have a section for:
- Extra skills
- Licenses or certifications (include the date it was granted, its expiration date, and the institution that issued it)
- Awards
- Volunteer work
Chronological Resume Format: Pros and Cons
Pros
- Preferred by recruiters and hiring managers.
- Highlights steady employment experience.
- Demonstrates qualifications and career growth.
- Easy to read and understand.
- ATS-friendly.
Cons
- Highlights work gaps.
- Highlights lack of experience.
When You Should Use A Chronological Resume
This format works best if you have:
- Several years of work experience.
- Worked more than a year at each job.
- No gaps or breaks between jobs.
- Have specific, quantifiable experiences that showcase skills.
- Demonstrated career growth, like promotions or increased responsibilities.
Functional Resume Format
The functional resume format focuses on skills, making it suitable for those with limited experience. Instead of a work history section, this resume format dedicates two different sections to skills: the summary of qualifications and professional skills.
Although not as ATS-friendly as a chronological resume, the functional resume can be very useful for people such as high school students who need a chance to prove they will be good employees.
Functional Resume Structure
Header
Just like a chronological resume, a functional resume requires a heading with contact information, including:
- Your name
- Phone number
- Your location, city, state, and/or country (optional)
- Any professional social media, portfolio, or professional website (optional)
Profile (Summary or Career Objective)
Again, a summary statement pitches how your professional experience aligns with job requirements. An objective statement explains your career goals will benefit the employer.
Summary of Qualifications
This is the main focus of the functional resume format. You will list three to five skills that are relevant and transferable to the job you are applying for. These skills could be acquired through short job experiences, volunteer work or internships.
It would look similar to this:
- Proven track record of moving sales items off the shelves.
- Recognized as an adaptable and reliable employee with a professional and amenable demeanor.
- Experience in the databases and merchandising software Revel Systems.
Professional Skills
In this section, you will take three to five relevant skills and provide details demonstrating your abilities. Under each skill, you will include a bulleted list of how you’ve used those skills.
Do your best to provide quantifiable achievements that you can tie to specific experiences.
For example, let’s say you pick Spanish, customer service, and problem-solving as your skills:
- Customer Service
- Proven track record of moving sales items off the shelves.
- Recognized as an adaptable and reliable employee with a professional and amenable demeanor.
- Experience in the databases and merchandising software Revel Systems.
- Spanish
- Maintained relationships with Spanish-speaking customers.
- Greeted customers and assisted in product searches.
- Assisted customers with service issues to increase satisfaction.
- Problem-Solving
- Used analytical skills to respond to issues, resulting in 100% success rate.
- Collaborated with management to create a new product placement strategy.
- Mediated between customers and the service team to increase retention by 12%.
Work Experience
This resume format is based on skills, so the work experience section will be minimal.
Only list your job title, place of employment, location, and dates of employment.
It should follow this format:
- Job Title, Place of Employment Location, Year of Employment to End Date/Current
Education
Follow the same format as the work experience, including degree level, name of institution, and location.
Optional Sections
If there is more information you’d like to include, like certifications, training, and volunteer work, create a section for it in your functional resume.
When applicable, like with licenses or certifications, remember to add the issued or expiration date and the institution that issued it.
Functional Resume Format: Pros and Cons
Pros
- Highlights skills and informal experience.
- Downplays lack of traditional work experience and gaps in work history.
- Ideal for short-term workers.
- Suitable for returning workers.
- Ideal for career changers.
Cons
- Recruiters and hiring managers prefer chronological resumes.
- Not ideal for (ATS) applicant tracking software.
- Not suitable for a traditional career path.
When You Should Write A Functional Resume
- Career changers.
- Professionals with long gaps in employment.
- Freelancers.
- Short-term contractors.
Combination Resume Format
The combination resume format, also known as the hybrid resume format, balances the focus between skills and work experience.
Its format is similar to a chronological resume, except for the skills section, which is added before work experience. This allows the job seeker to showcase their transferable skills.
If you can’t use a chronological format, the combination resume is a good second choice for those who lack work experience, such as recent college graduates or those changing careers.
Combination Resume Structure
Header
Every resume format has the same contact information heading that includes:
- Your name
- Phone number
- Your location, city, state, and/or country (optional)
- Any professional social media, portfolio, or professional website (optional)
Profile (Summary or Objective Statement)
Whether you choose to write a summary or an objective, use this section to focus on specialized skills related to the job. Additionally, use your skills to demonstrate the value you offer and your purpose for applying.
Skills
Use this section to highlight transferable and relevant skills. This is particularly helpful for those who are changing careers or lack of professional experience.
List your technical and soft skills using buzzwords from the job description to showcase your qualifications.
Work Experience
Use the same formatting as in a chronological resume with each position, including job title, company name, company location, and dates of employment.
Remember to list quantifiable accomplishments that emphasize your value as an employee.
Education
Include the name of the school, its location, academic major and type of degree.
Optional Sections
If you have any special certifications, licenses, or awards that are relevant, create a special section to include them. If it’s a certification or license, add the year issued and the institution that issued it.
Combination Resume Format: Pros and Cons
Pros
- Highlights required skills.
- Experience section provides evidence for qualifications.
- Ideal for recent graduates.
- Ideal for job seekers with less than ten years of experience.
Cons
- It can be cluttered and hard to read.
- Can negatively emphasize work gaps.
- Can negatively highlight a short employment experience.
When You Should Create A Combination Resume
The hybrid resume format works best for candidates with some experience but is not yet established in their careers.
- Recent graduates.
- Job seekers with limited relevant work experience.
Resume Formatting Tips
When formatting your resume, remember the following best practices:
Keep It ATS-friendly
It is highly likely your resume will be screened by an applicant tracking system (ATS). ATS is software that manages parts of the hiring process, including scanning resumes and cover letters for specific criteria, usually key areas of experience and responsibilities.
It is important that your resume can be read by the ATS, or it may be rejected due to a technical error. You can avoid this by using our ATS-friendly resume templates or resume builder.
Be Consistent
Formats such as font sizes, typeface, margins, spacing, and bullet styles must look consistent from beginning to end. This keeps your resume looking professional and easy to read. Here are some specific tips:
- Choose a Professional Font: Use clean, easy-to-read fonts like Arial, Calibri, or Times New Roman.
- Font Size and Spacing: Use 10-12 point font size for the body text. Maintain consistent spacing between sections.
- Consistent Margins: Set margins to 1 inch on all sides.
- Alignment: Left-align all text for a clean and uniform look.
Focus of Strengths to Demonstrate Value
Any good resume format focuses on your strengths. Whether through work experience or learned skills, you must show how you offer value as an employee. Also, remember to back up your claims with specific examples and quantifiable results. Recruiters and hiring managers want evidence that demonstrates your qualifications.
Additional Resume Formatting Tips
- Use Bullet Points: Bullet points help break up text and make information easier to scan. Use them to list responsibilities and achievements under each job entry.
- Keep It to One Page: For most job seekers, especially those with less experience, a one-page resume is ideal. If you have extensive experience, a two-page resume is acceptable.
- Clear Headings and Subheadings: Use bold or slightly larger font sizes for section headings. Ensure all headings are consistent in style and formatting.
- Reverse Chronological Order: List your most recent job experience first and work backward.
- Use White Space: Avoid clutter by incorporating white space between sections to improve readability.
- Professional File Naming: Save your resume with a professional file name, such as “FirstName_LastName_Resume.pdf.” Always use PDF format to preserve your formatting across different devices and software.
- Avoid Graphics and Images: Unless you are in a creative field where visuals are necessary, avoid using images and graphics. Stick to text and simple formatting to ensure ATS compatibility.
- Highlight Key Information: Use bold or italics to highlight important information like job titles or key achievements, but do not overuse these features.
- Proofread: Double-check for spelling, grammar, and punctuation errors. Consider having someone else review your resume to catch any mistakes you might have missed.
- Contact Information: Place your contact information at the top of the resume, including your full name, phone number, email address, and LinkedIn profile (if applicable).
By following these tips, you can create a well-formatted resume that is both ATS-friendly and appealing to recruiters and hiring managers.
If you still need help, download a resume format template to make writing your resume even easier!
Helping Job Seekers Like You
How to Choose a Resume Format
When choosing a resume format, consider the following:
- Years of experience: The more experience you have, the more you can use it as the primary focus of your resume. With limited experience you will need to shift the focus to your skills and other qualifications.
- Employment gaps: Think about what you have learned between jobs. Whether you’ve acquired a certification, pursued more education, volunteered, or learned new skills through your personal situation, make them work in your favor. Always include a cover letter with your resume, which will allow you to explain your personal situation further.
- Applicant tracking system (ATS): Always remember the Applicant Tracking System (ATS). An ATS that cannot read your resume will discard it. Whichever resume format you choose, its information must be compatible with the ATS.
- Industry and Role: Different industries may have different expectations for resume formats. Research your industry to determine the preferred format. Tailor your resume format to the specific role you are applying for. For example, a creative role may allow for a more visually appealing format, while a technical role might require a straightforward and detailed resume.
- Try a Sample: Try a sample resume format from one of our many professional example pages. These resume format examples will help give you a better idea of how you can structure your resume effectively.
Other Resume Format Examples
Here are several examples of resume formats for various scenarios. Each one provides benefits for those in similar situations. Take a look to see if any of them relate to you.
Depending on your field of study, a functional or combination resume format will work well for you as a recent graduate.
If you have a broad educational background, use the combination resume to demonstrate your transferable academic skills. Remember to include any relevant accomplishments you earned through your studies and extracurricular activities.
If you earned a degree in science and pursued research opportunities, a functional resume will help you demonstrate all of your academic, research, and other transferable skills.
As an intern, you may have limited work experience but relevant academic knowledge that can benefit from a functional resume. This will help you prioritize academic and social skills that align with the requirements of an internship.
With a considerable amount of work experience, a functional resume can help you prioritize your transferable skills and help you showcase your suitability for new job responsibilities. That is why this resume format is popular with many people changing careers
If your work history is filled with work gaps or periods of temporary employment, use a functional resume to prioritize your professional abilities and transferable skills. Use the summary statement to add context to work gaps such as freelance work, short-term contracts, or family obligations.
If you are a student or are looking for your first job, you can still acquire professional skills through school work, volunteer work, chores, and hobbies that align with the most entry-level job requirements. A functional resume helps you demonstrate these transferable skills.
Resume Format Key Takeaways
For your resume to be formatted correctly, remember:
- Be consistent with your formatting and ensure it is ATS-friendly.
- A chronological resume is best for those with extensive experience.
- A functional resume is best for those with limited experience, such as students or those changing careers.
- A combination resume is excellent for those who want to focus on their skills and experience equally.
- Maintain consistent use of font, margins, and spacings throughout your resume.
Resume Format FAQ
To format a resume, you need to decide whether you want to give more attention to your skills or experience.
This will determine the type of resume format you use. In general though, it is recommended that you use the chronological resume format and focus on your work history, since this is what most hiring managers value most in applications.
In all situations, you will then want to provide consistent formatting standards, such as:
- 11 or 12-point font
- Professional font typefaces such as Arial or Times New Roman
- One-inch margins.
- Single to 1.15 line spacing
The three types of resume formats are chronological, functional, and combination.
Chronological resumes are the most popular format. They highlight your work experience and work best for candidates with over a decade of experience and no employment gaps.
The functional resume format highlights your skills and downplays your work experience.
The combination resume combines elements of the chronological and functional formats by balancing work experience and skills.
The main difference between a chronological resume and a functional resume is that a chronological resume focuses on work experience, while a functional resume focuses on skills.
Imagine when you look at a resume; what are your eyes going to be drawn to? What’s going to take up the most space on the page?
On a chronological resume, this is the work history section. On a functional resume, this is the summary of qualifications and skills sections.
Most employers prefer the chronological resume format. This is because many employers value how work experience validates qualifications.
However, you should choose a resume based on your strengths, work experience, or skills acquired through education and previous jobs.
Don’t discount the importance of a complementary cover letter to explain the particulars of your career.
To create a resume easily, you should use a generator like our resume builder, an easy-to-use tool that will speed up the entire process.
Select a template, input your information, download it, and apply to jobs sooner than ever!
A general rule is one page per every ten years of experience. A resume can be two pages long if you have over ten years of experience.
The chronological resume works best for this as it is designed to highlight work experience.
The hybrid resume format is another name for the combination resume. Either term works in most professional settings, just like how a functional resume is also known as a skills-based resume.
The chronological resume works best with Applicant Tracking Systems (ATS). Most ATS programs scan resumes for labeled summary statements, work experience, skills, and education sections.
Our ATS-friendly resume templates are designed to comply with standard ATS programs accurately.
To ensure your resume is ATS-friendly:
- Use standard fonts like Arial, Times New Roman, or Calibri.
- Avoid using tables, graphics, or images.
- Use clear section headings like “Work Experience,” “Education,” and “Skills.”
- Include keywords from the job description.
- Save your resume as a Word document (.doc or .docx) or a plain text file (.txt).
In general, you should have both a PDF and DOC version of your resume available.
However, make sure to read the job description carefully, because they might specify what file format they want.
A resume should typically include the following sections:
- Contact Information: Name, phone number, email address, and LinkedIn profile (optional).
- Summary or Objective: A brief statement summarizing your career goals and qualifications.
- Work Experience: Job titles, company names, locations, dates of employment, and bullet points detailing your responsibilities and achievements.
- Education: Degrees, schools attended, and graduation dates.
- Skills: Relevant skills tailored to the job you’re applying for.
- Additional Sections: Certifications, languages, volunteer work, and hobbies/interests, if applicable.
