You're about to learn how to write a resume that actually works in 2025. Not the generic advice you've heard a thousand times, but a proven system that gets results.
The harsh truth? Most resumes are terrible. They get 6 seconds of attention before being rejected. They're either too generic, too creative, missing critical keywords, or simply don't tell the right story.
This guide will teach you exactly what works. We've analyzed thousands of successful resumes, interviewed recruiters, and tested every strategy. The result? A step-by-step system that works for everyone, from fresh graduates to senior executives.
📊 What You'll Learn
- The exact format that passes ATS systems (80% of companies use them)
- How to write bullet points that make recruiters want to call you
- What to include (and what to leave out) for maximum impact
- Real examples of resumes that got interviews at top companies
- Common mistakes that instantly disqualify 70% of applications
- 2025-specific trends you need to know about
⏱️ Short on time? Use JAO's AI Resume Builder to create an ATS-optimized resume in 10 minutes. Our AI knows exactly what works in 2025 and tailors your resume to any job automatically.
📑 Table of Contents
Core Sections:
- → Step 1: Choose the Right Format
- → Step 2: Contact Information
- → Step 3: Resume Summary/Objective
- → Step 4: Work Experience
- → Step 5: Education
- → Step 6: Skills Section
- → Step 7: Optional Sections
Advanced Topics:
- → ATS Optimization
- → Design & Layout
- → Resume Length
- → 2025 Trends
- → Common Mistakes
- → Resume Checklist
- → FAQs
Step 1: Choose the Right Resume Format
Your resume format is the foundation of everything else. Choose wrong, and even great content won't save you. There are three main formats, but 99% of people should use one specific format.
✓1. Reverse-Chronological Format (RECOMMENDED for 99% of people)
This format lists your work experience starting with your most recent job and working backward. It's the gold standard because:
- ATS systems love it - It's the easiest format for software to parse
- Recruiters prefer it - They can see your career progression at a glance
- It's familiar - No risk of confusing the reader
- Shows growth - Career progression is immediately visible
Structure:
- Contact Information
- Resume Summary
- Work Experience (newest to oldest)
- Education
- Skills
- Optional sections (certifications, projects, etc.)
✅ Use this format if: You have continuous work history, you're staying in the same field, or you're unsure which format to use (default to this one).
⚠2. Functional Format (Use with caution)
This format emphasizes skills over chronological work history. It groups experience by skill category rather than by job.
⚠️ WARNING: Recruiters are often suspicious of functional resumes because they can hide employment gaps, job-hopping, or lack of relevant experience. Many ATS systems also struggle to parse them correctly.
Only use this format if: You're making a major career change, have significant gaps in employment, or are a freelancer with diverse projects. Even then, consider a hybrid format instead.
i3. Hybrid/Combination Format
Combines the best of both worlds: skills summary at the top, followed by reverse-chronological work history. This format works well for:
- Career changers who have transferable skills
- Senior professionals with diverse skill sets
- Technical roles where skills are more important than titles
🎯 Bottom Line:
Use reverse-chronological unless you have a specific reason not to. It's safe, familiar, and works with every ATS system. When in doubt, default to this format.
Step 2: Contact Information (Get This Right or They Can't Hire You)
This seems obvious, but you'd be surprised how many people mess this up. Your contact information should be clear, professional, and complete.
What to Include:
✅ Full Name
Use your full professional name. Make it the largest text on your resume (18-24pt font).
Good: Sarah Johnson
Bad: SJ, sarah_cool_girl, Sarah J
✅ Phone Number
Include country code if applying internationally. Make sure your voicemail is professional.
Good: (555) 123-4567 or +1-555-123-4567
✅ Email Address (IMPORTANT)
This is where 90% of people fail. Use a professional email address based on your name.
Good examples:
- • firstname.lastname@gmail.com
- • firstnamelastname@gmail.com
- • f.lastname@gmail.com
Bad examples (instant rejection):
- • partygirl2000@yahoo.com
- • ilovebeerpong@hotmail.com
- • sexymama@gmail.com
- • Any non-professional nickname
Pro tip: If your name is taken, add your middle initial or a number (graduation year works well).
✅ Location (City, State/Country)
You DON'T need your full address anymore (it's outdated and takes up space). Just city and state is enough.
Good: Austin, TX | Remote (US) | London, UK
Outdated: 123 Main Street, Apt 4B, Austin, TX 78701
✅ LinkedIn Profile (Highly Recommended)
87% of recruiters check LinkedIn. Include your custom URL, not the default one with random numbers.
Good: linkedin.com/in/sarah-johnson
Bad: linkedin.com/in/sarah-johnson-b4738291a (default URL with numbers)
✅ Portfolio/Website (If Relevant)
For designers, developers, writers, photographers, marketers - include your portfolio. Make sure it's actually good and up-to-date.
Include for: Developers (GitHub), Designers (Behance/Dribbble), Writers (Medium/Blog), Photographers, Creative professionals
❌ What NOT to Include:
- ✗ Photo - Not required in the US/UK/Canada (can create bias). Only include if applying to countries where it's expected (some European countries).
- ✗ Date of birth/Age - Illegal for employers to ask in many countries, opens you to age discrimination
- ✗ Marital status - Irrelevant and can create bias
- ✗ Social Security Number - Never put this on a resume (identity theft risk)
- ✗ "Resume" or "CV" as a header - They know it's a resume. Use that space for your name.
💡 Pro Tip: Create a professional email address specifically for job hunting. This keeps your applications organized and makes it easy to maintain a professional image.
Step 3: Resume Summary (Your 6-Second Elevator Pitch)
Recruiters spend an average of 6 seconds scanning your resume. Your summary is often the only thing they read carefully. Make it count.
Summary vs. Objective: Use a summary if you have experience (2+ years). Use an objective only if you're a student or career changer with no relevant experience.
The Winning Summary Formula
A great summary has 3 parts:
- 1. Who you are (title + years of experience + specialization)"Senior Data Analyst with 5+ years specializing in predictive modeling"
- 2. What you've achieved (1-2 quantified accomplishments)"Increased revenue forecasting accuracy by 34% and built dashboards used by C-suite"
- 3. What you bring (key skills relevant to the target role)"Expert in Python, SQL, Tableau, and machine learning algorithms"
Real Examples: Good vs. Bad
Example 1: Marketing Manager
❌ BAD (Generic & Vague)
"Experienced marketing professional seeking a challenging position where I can utilize my skills and grow with a dynamic company. Passionate team player with great communication skills."
Problems: No specifics, clichés ("passionate team player"), focuses on what you want instead of what you offer, could be anyone.
✅ GOOD (Specific & Quantified)
"Digital Marketing Manager with 7+ years driving growth for B2B SaaS companies. Increased organic traffic by 240% and generated $2.3M in pipeline through content marketing and SEO. Expert in HubSpot, Google Analytics, and conversion optimization."
Why it works: Specific title, quantified results, relevant skills, industry focus (B2B SaaS).
Example 2: Software Engineer
❌ BAD
"Detail-oriented software engineer with knowledge of multiple programming languages. Looking for opportunities to learn and develop new skills in a collaborative environment."
Problems: "Detail-oriented" is a cliché, "knowledge of" is weak, no achievements, focuses on learning (what you want) not contributing (what they get).
✅ GOOD
"Full-Stack Engineer with 4 years building scalable web applications. Reduced API response time by 67% and led migration to microservices architecture serving 500K+ users. Proficient in React, Node.js, Python, and AWS."
Why it works: Technical specifics (67% improvement, 500K users), concrete stack, leadership experience.
Example 3: Recent Graduate (Using Objective)
❌ BAD
"Recent graduate looking for an entry-level position where I can apply my education and learn from experienced professionals in a reputable company."
Problems: All about what you want, no value proposition, could apply to any job.
✅ GOOD
"Computer Science graduate (GPA 3.8) seeking Junior Developer role. Built 5 full-stack web apps using React and Python during internship at TechCorp. Contributed to open-source projects with 2K+ GitHub stars. Eager to apply strong problem-solving skills to your development team."
Why it works: Shows initiative (5 apps, open source), quantifies achievements (GPA, GitHub stars), specific tech stack, shows value you bring.
Summary Writing Tips:
- ✓ Keep it short: 3-4 sentences max (50-100 words)
- ✓ Use numbers: Quantify everything you can
- ✓ Match the job: Include keywords from the job description
- ✓ Be specific: "Increased sales by 45%" not "Increased sales significantly"
- ✓ Write in first person without pronouns: "Increased" not "I increased"
- ✗ Avoid clichés: No "results-driven," "team player," "go-getter," etc.
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Step 4: Work Experience (This Section Gets You Hired)
This is the most important section of your resume. Period.
Your work experience section is where you prove you can do the job. Most people just list their job duties. Winners show their impact with numbers and results.
Basic Structure for Each Job:
Job Title - Company Name, Location
Dates (Month Year – Month Year)
- Achievement bullet point with numbers
- Another achievement with quantified results
- One more showing impact
- 3-5 bullets total per job
🎯 The Winning Bullet Point Formula
Every bullet should follow this structure:
[Action Verb] + [What You Did] + [How You Did It] + [Quantified Result]
Example Breakdown:
"Increased" online sales (what) by implementing automated email campaigns and optimizing checkout flow (how), resulting in 32% revenue growth and $480K additional annual revenue (result).
More Examples:
- Reduced customer support response time from 24 hours to 2 hours by implementing chatbot and reorganizing ticket routing system, improving customer satisfaction score by 43%.
- Managed team of 8 junior developers building customer portal, delivering project 3 weeks ahead of schedule and under budget by $45K.
- Developed data pipeline processing 5M+ records daily using Python and Apache Airflow, reducing processing time by 78% and saving 15 hours/week of manual work.
💪 Power Action Verbs (Use These)
Replace weak verbs like "Responsible for" and "Helped with" with strong action verbs:
Leadership:
Led, Managed, Directed, Coordinated, Spearheaded, Oversaw, Supervised, Mentored, Trained
Achievement:
Increased, Decreased, Improved, Reduced, Generated, Achieved, Exceeded, Boosted, Optimized
Creation:
Built, Created, Developed, Designed, Launched, Established, Implemented, Introduced, Engineered
Analysis:
Analyzed, Evaluated, Assessed, Researched, Investigated, Identified, Forecasted, Measured
Communication:
Presented, Negotiated, Collaborated, Communicated, Consulted, Influenced, Persuaded, Facilitated
Problem-Solving:
Solved, Resolved, Streamlined, Restructured, Transformed, Simplified, Automated, Modernized
Before/After: Real Resume Transformations
Marketing Coordinator
❌ BEFORE (Task-focused)
- • Responsible for social media accounts
- • Helped with email marketing campaigns
- • Assisted in content creation
- • Worked on SEO optimization
- • Managed the company blog
Problem: Just a list of duties. Could be anyone. No impact shown.
✅ AFTER (Results-focused)
- • Grew Instagram following from 2.3K to 24.5K (+962%) in 8 months through daily content strategy and influencer partnerships
- • Increased email open rates by 47% and click-through rates by 68% by A/B testing subject lines and segmenting audience
- • Created 60+ blog posts and videos that generated 180K+ organic visits and 340 qualified leads
- • Improved website SEO ranking from page 3 to page 1 for 12 target keywords, driving 3.2x organic traffic growth
Why it works: Specific numbers, shows impact, proves ROI, demonstrates expertise.
Software Engineer
❌ BEFORE
- • Developed features for web application
- • Fixed bugs and improved code quality
- • Participated in code reviews
- • Worked with team to deliver projects
- • Used React, Node.js, and MongoDB
Problem: Vague, passive, no scale or impact mentioned.
✅ AFTER
- • Built real-time notification system (React/Node.js/WebSockets) processing 50K+ events/minute with 99.9% uptime
- • Reduced database query time by 84% by implementing Redis caching and optimizing MongoDB indexes
- • Refactored legacy codebase (15K+ lines) to modern React Hooks, reducing component render time by 62%
- • Mentored 3 junior developers and established code review best practices, decreasing prod bugs by 43%
Why it works: Technical depth, performance metrics, scale shown, leadership mentioned.
Sales Representative
❌ BEFORE
- • Managed client relationships
- • Conducted sales calls and demos
- • Met and exceeded sales targets
- • Maintained CRM database
- • Attended industry events
Problem: "Exceeded targets" - by how much? No revenue numbers. Generic.
✅ AFTER
- • Generated $1.8M in new business revenue (142% of quota) by closing 34 enterprise deals averaging $52K
- • Ranked #2 out of 45 sales reps nationally for 3 consecutive quarters
- • Shortened sales cycle from 90 to 62 days by creating custom demo scripts and improving qualification process
- • Upsold 67% of existing clients to premium tier, adding $420K in recurring revenue
Why it works: Concrete revenue numbers, ranking shown, percentages prove success, strategic impact.
🔢 "But I Don't Have Numbers!" - How to Quantify Any Job
Everyone has numbers. You just need to know where to look:
→ "Automated report generation, saving team 12 hours/week"
→ "Negotiated with vendors, reducing supply costs by $23K annually"
→ "Trained 45 new employees on company systems"
→ "Managed website serving 2.5M monthly visitors"
→ "Processed 50+ customer requests daily (team average: 30)"
→ "Delivered 12 client presentations monthly"
→ "Improved customer satisfaction score from 6.2 to 8.7 (40% increase)"
→ "Top performer - ranked #3 out of 67 team members"
❌ Common Mistakes in Work Experience Section:
- ✗ Using "Responsible for" - Weak and passive. Use action verbs instead.
- ✗ No numbers - Without metrics, your claims are unverifiable.
- ✗ Too many bullets - 3-5 per job is ideal. More than 6 is too much.
- ✗ Including irrelevant jobs - That restaurant job from 10 years ago? Leave it off.
- ✗ Writing paragraphs - Use bullet points. Recruiters scan, they don't read.
- ✗ Listing duties instead of achievements - Show impact, not just tasks.
Step 5: Education Section
Your education section is straightforward, but placement and details matter based on your experience level.
Where to Place Education:
- Recent graduate (0-2 years experience): Put education BEFORE work experience
- Experienced professional (3+ years): Put education AFTER work experience
- Exception: If you went to a prestigious school (Harvard, MIT, Stanford, etc.) and it's relevant to the role, you can keep it higher up
What to Include:
Basic Format:
Degree Name - Major
University Name, Location
Graduation Date (or Expected Graduation Date)
GPA:
- ✓ Include if 3.5 or higher (shows academic excellence)
- ✗ Leave out if below 3.5 (doesn't add value)
- ✓ Format: "GPA: 3.8/4.0" or "GPA: 3.8"
Honors & Awards:
Include academic honors that show excellence:
- • Cum Laude, Magna Cum Laude, Summa Cum Laude
- • Dean's List
- • Academic scholarships
- • Honor societies (Phi Beta Kappa, etc.)
Relevant Coursework:
Recent graduates only: Include 4-6 relevant courses if they match the job requirements. Drop this after 2+ years of experience.
Examples:
✅ Recent Graduate (Strong)
Bachelor of Science in Computer Science
University of California, Berkeley | May 2024
GPA: 3.85/4.0 | Dean's List (6 semesters)
Relevant Coursework: Machine Learning, Algorithms, Web Development, Database Systems
✅ Experienced Professional (Minimal is fine)
Bachelor of Business Administration - Marketing
New York University, New York, NY | 2018
✅ With Master's Degree
Master of Business Administration (MBA)
Harvard Business School, Boston, MA | 2022
Concentration: Strategic Management & Entrepreneurship
Bachelor of Science in Economics
University of Michigan, Ann Arbor, MI | 2018
❌ What NOT to Include:
- ✗ High school - Once you have college, high school is irrelevant
- ✗ GPA under 3.5 - It won't help you, so leave it out
- ✗ Graduation year if 15+ years ago - Can lead to age discrimination
- ✗ Unfinished degrees - Unless you're currently enrolled (then write "Expected 2025")
- ✗ All coursework - Just 4-6 most relevant courses for recent grads
Step 6: Skills Section (Critical for ATS)
Your skills section serves two purposes: (1) passing ATS keyword scans and (2) showing recruiters you have the technical abilities they need.
⚠️ Critical: 75% of resumes are rejected by ATS because they don't include the right keywords. Your skills section is where ATS systems look first.
How to Build Your Skills Section:
- 1. Pull keywords from the job description
Look for skills mentioned multiple times. These are the keywords ATS is scanning for.
- 2. Separate technical skills from soft skills
Technical/"hard" skills (software, tools, languages) are more important than soft skills ("communication," "teamwork").
- 3. Use the exact phrasing from the job post
If they say "JavaScript" don't write "JS." If they say "Project Management," don't write "Managing Projects."
- 4. Only include skills you actually have
Don't lie. You'll be asked about these in interviews.
Skills Section Examples by Industry:
Software Engineer Example:
Technical Skills:
Languages: JavaScript, Python, TypeScript, SQL, HTML/CSS
Frameworks: React, Node.js, Next.js, Express, Django
Tools: Git, Docker, AWS, PostgreSQL, MongoDB, Redis
Practices: Agile/Scrum, CI/CD, Test-Driven Development, RESTful APIs
Digital Marketing Manager Example:
Skills:
Marketing Tools: Google Analytics, HubSpot, Salesforce, SEMrush, Mailchimp, Hootsuite
Advertising: Google Ads, Facebook Ads Manager, LinkedIn Ads, Display Advertising
Specialties: SEO, Content Marketing, Email Marketing, Marketing Automation, A/B Testing
Analytics: Google Tag Manager, Data Studio, Conversion Rate Optimization
Data Analyst Example:
Technical Skills:
Programming: Python, R, SQL
Visualization: Tableau, Power BI, Looker, Matplotlib
Analysis: Statistical Analysis, Predictive Modeling, A/B Testing, Regression Analysis
Tools: Excel (Advanced), Google Analytics, Apache Spark, Jupyter Notebooks
Project Manager Example:
Skills:
Methodologies: Agile, Scrum, Waterfall, Kanban, Lean Six Sigma
Tools: Jira, Asana, Microsoft Project, Trello, Confluence, Smartsheet
Certifications: PMP, Certified ScrumMaster (CSM), PRINCE2
Competencies: Stakeholder Management, Risk Management, Budget Management, Resource Planning
What About Soft Skills?
Soft skills ("communication," "teamwork," "leadership") are less important on resumes because:
- ✗ Everyone claims to have them (meaningless)
- ✗ They're subjective and unverifiable
- ✗ They take up space that could go to technical skills
Better approach: Show soft skills through your bullet points rather than listing them.
Instead of: "Strong communication skills"
Write: "Presented quarterly business reviews to C-suite executives and board of directors"
❌ Skills Section Mistakes:
- ✗ Rating your skills with bars/percentages - "Excel ████░ 80%" is meaningless and looks unprofessional
- ✗ Listing "Microsoft Office" - It's assumed. Only include if you have advanced skills (Excel macros, VBA, etc.)
- ✗ Being too vague - "Programming" → Instead specify: "Python, JavaScript, Java"
- ✗ Including outdated skills - No one cares about Windows XP or Flash anymore
- ✗ Lying - You'll be caught in the interview
Step 7: Optional Sections (Use Strategically)
These sections can strengthen your resume if used correctly. Only include them if they add value.
Certifications
Include professional certifications that are relevant to the job. List certification name, issuing organization, and date (or "Expected [Month Year]" if in progress).
Examples worth including:
- • AWS Certified Solutions Architect - Amazon Web Services, 2024
- • PMP (Project Management Professional) - PMI, 2023
- • Google Analytics Certification - Google, 2024
- • CPA (Certified Public Accountant) - AICPA, 2022
Projects
Great for developers, designers, and recent graduates. Show what you've built outside of work.
E-Commerce Platform (Personal Project)
- • Built full-stack e-commerce site with React, Node.js, and Stripe payment integration
- • Implemented user authentication, shopping cart, and admin dashboard
- • Deployed on AWS with CI/CD pipeline - Live at: example.com
Languages
Include if you're fluent or proficient in languages relevant to the role. Be honest about your level.
Languages: English (Native), Spanish (Fluent), French (Conversational)
Publications & Speaking
For academics, researchers, and thought leaders. Shows expertise and credibility.
- "Machine Learning in Healthcare" - Journal of Medical AI, 2024
- Keynote Speaker - TechConf 2024 - "Future of AI in Product Development"
Volunteer Work
Include if it's relevant to the role or shows leadership. Format like work experience with bullets showing impact.
⚠️ Don't include hobbies/interests unless they're directly relevant to the job (e.g., "Marathon runner" for Nike, "Gaming enthusiast" for video game company). They usually waste space.
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Final Resume Checklist (Use Before Sending)
Check all these boxes before submitting your resume:
You Now Know How to Write a Resume That Works
If you followed this guide, your resume is now better than 90% of applications. You know:
- ✓ How to format it for both humans and ATS systems
- ✓ How to write bullets that show impact with numbers
- ✓ What keywords to include to pass screening
- ✓ Which sections to include and which to skip
- ✓ The common mistakes that get resumes rejected
The next step? Apply this knowledge and start getting interviews.
Want the shortcut?
JAO's AI Resume Builder applies everything in this guide automatically. Just upload your info and paste the job description - our AI creates an optimized resume in minutes.
Create Your Resume NowLast Updated: January 2025
Author: JAO Team - Resume Optimization Experts
This guide is based on analysis of 10,000+ successful resumes, interviews with recruiters at Fortune 500 companies, and ATS research. Statistics sourced from Jobscan (2024), Resume Genius (2024), and TopResume (2024).
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