Crafting the perfect resume is both an art and a science.
In this brief guide, we explore the 33 most important rules to writing a resume.
Mainstream Rules
The following mainstream rules must serve as your foundation. These are widely accepted guidelines, and they offer a solid framework for presenting your professional history and skills.
Yes… They are common, but also valuable…
Tailor Your Resume to the Job You Are Applying For
This is the number one rule of a resume. Customize your resume for each job application.
Keep It to One Page
As a rule of thumb, you need to keep your resume as short as possible and as long as necessary. One page is ideal for most professionals, including experienced ones; only include the most relevant information. In some rare cases multiple pages may be used, but this is the exception, not the norm.
Write Professionally
Ensure your resume is error-free. Proofread multiple times and consider having a peer review it. Use past tense for previous roles and present tense for current roles. Maintain consistency throughout your resume. Avoid first person pronouns, never use “I” or “me”.
Send Your Resume as a PDF
PDFs preserve your formatting and are widely accepted. They ensure your resume looks the same on any device. They also tend to be considered more secure. (Sidenote: If you’re curious, learn about the wrong resume formats here.)
Label Your Resume File Correctly
Use a professional file name, such as “FirstName_LastName_Resume.pdf”. This makes it easy for recruiters to identify your document.
Make Sure It’s Easy to Read and Visually Appealing
A clean layout with consistent formatting makes your resume more readable. Avoid overly complex designs. Make sure there’s enough white space. Margins should be between 0. 5’’ to 1’’ for optimal readability.
Include Context
Provide brief context for each job, such as company size and industry, to give hiring managers a better understanding of your experience. (We recommend putting these inside parenthesis right underneath the job title.)
Quantify as Much as Possible
Use numbers to quantify your achievements. For example, “Increased sales by 20%” or “Managed a team of 15”. Try to pick numbers that emphasize your scope, your authority, and the level of importance in your company.
Name Drop & Title Drop Whenever Possible
Mention notable companies and job titles to highlight your experience and the caliber of your work. (We’ve experimented with using company names larger font size than job titles, when the companies were famous, with considerable results.)
Never Include References
References should be available upon request (this is implied), but not listed on your resume. You should never include names or contact information of your references on a resume because it is a public document.
Use a Profile Statement Instead of an Objective
Long story short, “profiles” are in and “objectives” are out. A professional profile highlights your skills and achievements, making you a more attractive candidate. It also shows that you are with the times.
Use Bullets, Not Paragraphs
Bullet points are easier to scan and highlight key information. Always write using bullets, and make sure you are action oriented and results focused. Follow the format:
“action verb + job responsibility + key skills used + measurable outcome”
(To take these bullets to the next level that’s 2x-5x more effective, learn The Language of Value)
Have a Story for Every Bullet
Be prepared to discuss each bullet point during an interview. Remember: you’re writing each bullet as a topic invitation for an interview.
Use Chronological Format
Use a chronological resume. This means listing your professional experience in reverse chronological order, unless using a different format is more advantageous for your specific situation. (Hint: if we haven’t explicitly instructed you to use a different format, use chronological.)
Pick a Readable Font, Font Size
Use default fonts that are available on most computers. For body text, use 11 to 12pt. For headlines 13 to 15 pt. For titles, do not go over 28pts.
Also… Studies have shown that some fonts are trusted more than others. Refer to our Launch Your Career guide for detailed recommendations.
Feature Your Name and Title Statement in the Header
Include a clear name and title statement at the top of your resume. A title statement is similar to a positioning statement, but is shorter, and it encapsulates the value of your role from an employer’s perspective. (More details on what a title statement is and how it needs to be established can be found in our Launch Your Career guide.)
Write in Accomplishments
If you only did what you were told, and didn’t generate tangible, quantifiable, concrete results – employers aren’t impressed. Focus on what you achieved in each role, rather than just listing duties.
Put Education Last
Place your education section at the end unless it’s highly relevant to the job. Having your education near the top makes you look like a recent grad, who is inexperienced and not ready for the professional world, even when that’s not the case.
Hit the Right Resume Keywords
Use the same keywords from the job description to capture more attention and pass ATS filters. Of course, it’s best to bypass applicant tracking systems all together and get interfacing directly with the hiring manager. This can be done by a variety of methods. Our favorite is the warm application process.
Include LinkedIn, Personal Website, or Portfolio
While not technically part of the resume, these links help. They provide more context about your professional brand. They are also credibility indicators that lend greater trust to the claims on your resume.
Tell a Story of Career Progression
Show a clear path of advancement and increasing responsibility in your roles. This is best done through your titles, with more recent titles being more senior and higher status. If, however, this is not possible for your specific situation, you can also achieve a similar effect using an increase of your scope or complexity of work output. (i.e. Sales manager for Seattle, WA in one job, Sales Manager for Washington State in the next job, etc.)
Don’t Add Pictures, Color, or Clever Formatting
Avoid photos, as they are unnecessary and can lead to bias. In some companies, photos can automatically disqualify you. Also, stick to plain formatting to ensure your resume is easy to read, both for humans and for computers. Colors and fancy formatting can distract from your content and value.
Never Give Your Street Address
Including just your city is sufficient and helps protect your privacy. Remember: a resume is a public document and should never contain any private information.
Put the Best, Most Relevant Information First
Even if it breaks chronology, prioritize the most impactful and relevant information at the top of each section. This ensures that hiring managers see your strongest qualifications first, increasing your chances of making a positive impression.
Beware of Controversial Interests and Activities
Only include interests that are neutral and professional. Avoid mentioning hobbies or activities that could be polarizing or misunderstood by potential employers. Anything that can be interpreted against you, will be interpreted against you.
Add Awards and Achievements
Leverage any relevant awards and recognitions to showcase your success. This taps into the psychology of social proof, signaling to potential employers that you are a high achiever validated by external sources.
Insider Rules
While mainstream advice provides a solid foundation (which you need), true resume mastery requires transcending the ordinary.
Insider rules push the mainstream boundaries. These tactics are not for the faint of heart but for those willing to challenge the conventional. These are the real “resume hacks”.
Remember: all our rules play by the rules, and the most important unspoken rule of a resume is that it must be truthful. We’re never messing with truth, we’re only messing with the marketing of that truth.
The following Insider rules are a small set of our resume writing techniques, approved for public consumption.
Leverage Strategic Gaps
Intentionally leave brief gaps in your employment history if it allows you to avoid listing irrelevant or less impressive roles. When questioned, have a compelling story ready that frames the gap as a period of skill development or strategic career planning.
If you’ve attended any of our events, you’ll recall: “everything that happened was according to your plan, even when it was unplanned.”
Fake It Until You Make It (Within Reason)
Present your jobs to better align with the position you’re aiming for. If you were a “Marketing Coordinator”, for example, you could also include “Functional Marketing Lead” in that job’s bullets, assuming you handled lead responsibilities. Of course, you must be prepared to back this up with specific achievements.
It’s worth re-iterating: Never lie on your resume. The purpose of this technique is not to deceive the employer, but to better communicate your actual value, when your title is insufficient toward that aim.
Exploit the Halo Effect
Associate yourself with prestigious brands or leaders. Even if you had a minor role at a renowned company, highlight that name prominently. Mention any interaction or project involvement with high-profile individuals to boost your credibility.
Weaponize Keywords
Go beyond matching job description keywords. Analyze top competitors in your industry and integrate the most recent terminology they use, especially when there’s a lot of hype around it in executive circles. This not only beats the ATS, but signals that you’re deeply embedded in industry trends and knowledge. (Of course, the Language of Value transcends this practice)
Utilize Psychological Triggers
Craft your resume to trigger emotional responses. Use power words like “dominated,” “exceeded,” and “transformed.” Highlight achievements that showcase not just competence but aggressive success, such as “Led a cutthroat market expansion that crushed competition and captured 25% market share within six months.” (By the way, this is not a good accomplishment for an IT Engineer, but a great one for a VP of Growth… Use your head; make it relevant to the job, the personality profile of the job, as well as the personality profile of the recipient.)
Emphasize Selective Professional Disobedience
Highlight instances where you strategically deviated from conventional norms or challenged industry standards, as long as you also achieved remarkable results. By showcasing your willingness to defy expectations in pursuit of excellence, you position yourself as a disruptor and innovator in your field. (Being a disruptor is in vogue right now, and chances are, will remain that way for a long time)
Break The Rules… Wisely
Rules are made to be broken… Once you’ve mastered them.
Deliberately break conventional resume norms to capture attention and differentiate yourself from the competition. Whether it’s through unconventional formatting, bold storytelling, or provocative language…
Daring to defy tradition showcases your willingness to innovate and think outside the box. Of course, it won’t work on everyone. But we only need it to work on the right leaders and hiring managers, and only a handful of times to get your first corner office.
In conclusion…
Mastering your resume requires a strategic balance between adhering to mainstream conventions and embracing Insider tactics.
While mainstream rules offer a reliable framework for structuring your document, it’s the insider strategies that truly set you apart from the competition.
Dare to be different. Dare to win.