How to write a professional resume (step by step)

~7 min read · Updated 2026

A good resume is not about listing everything you have ever done — it is about showing, quickly and clearly, why you are the right person for the job. This guide walks you through what to put in each section, how to write achievements that convince, and which mistakes to avoid.

1. The structure of a good resume

A professional resume usually has these sections, in this order:

• Contact details (at the top).
• Professional summary: 2–4 lines that sum you up.
• Work experience: the most important part, most recent first.
• Education.
• Skills (technical and soft).
• Languages and, if relevant, certifications or projects.

2. Contact details

Name, the role you are targeting, a professional email, phone, city and (if relevant) LinkedIn or your portfolio. Skip date of birth, marital status and a photo if the market you apply to does not expect one.

3. The professional summary

These are the first lines a recruiter reads. Summarize who you are, your experience and your value. Be concrete — avoid empty phrases like "I am proactive and a team player".

4. Experience: write achievements, not tasks

The most common mistake is listing tasks ("responsible for…"). What convinces recruiters are achievements with a result. Use this simple formula:

Action verb + what you did + measurable result.

Whenever you can, quantify: percentages, amounts, number of people, time saved. Numbers add credibility and make your resume stand out.

5. Education, skills and languages

In education, list the degree, institution and dates. In skills, separate the technical ones (tools, software, methodologies) from the soft ones, and be honest about your level. For languages, state your real level (for example "English B2 — upper intermediate").

6. Design and formatting

Keep the design simple and export as a real-text PDF: a resume that looks clever but confuses an ATS never reaches a human.

• One page if you have less than 10 years of experience; two at most.
• A legible font, good spacing and a clear hierarchy between headings and text.
• Export as a PDF with selectable text (not an image), so it reads well and passes automated filters.
• Keep a consistent design: if you use color, use one, with purpose.

7. Common mistakes to avoid

Most resumes get discarded for a handful of repeat mistakes, not for lacking experience — these are the ones worth checking before you send it.

• Spelling mistakes (proofread, or have someone read it for you).
• A generic resume for every vacancy: tailor it to each job.
• Listing tasks instead of achievements.
• Too much information (irrelevant hobbies, experience from 20 years ago).
• Busy designs that confuse ATS software.

In short

Clear structure, a concrete summary, achievements with metrics and a clean PDF format. Get those four right and your resume will be above average. The last step is making sure it passes the automated filters.

Frequently asked questions