Resume Formatting and Structure Guide (with Examples)
Organizing the sections of a resume doesn’t have to be hard, but it does have to be strategic. The order you use determines what a recruiter sees first and their impression of you. So, how can you get it right?
When your resume lands in a recruiter’s inbox, there’s no time to spare. In just a few minutes, they will have sized up your application and decided whether it’s worth a closer look. How you organize your resume sections could make all of the difference.
In this guide, you’ll discover:
- The main and optional sections to include on your resume
- How to choose the right resume section order for your situation
- The best way to format your resume for the applicant tracking system (ATS)
Before we look at the three most common resume formats, let's quickly review the common sections that all resumes will contain.
What are the sections on a resume?
If you’re not sure what resume sections you should include, we’ve got you covered. Whatever your career situation, you should include the following five sections on your resume:
- Header: This includes your name, phone number, email address, and location.
- Professional statement: This is either a summary or an objective, depending on your career level.
- Work experience: That is, a chronological or functional list of your previous jobs, including company name, your title, and accomplishments.
- Education: Including information about your degrees, schools, and dates of attendance.
- Skills: That is a list of your relevant hard and soft skills, which can be tailored to the specific job you are applying for.
- Optional sections: Depending on your desired role and the qualifications you possess, you can choose to include sections like certifications, accomplishments & awards, languages, publications, volunteer work, or hobbies and interests.
Why does your resume format matter?
Getting the formatting of your resume right isn't just about making it look attractive. The structure of your resume impacts both how a recruiter and an applicant tracking system (ATS) reads your application.
Recruiters want to see a straightforward structure that quickly shares why you're the right candidate for the role. ATS software wants the same thing. It scans your document for relevant keywords, picking out the most important pieces of information to score you. By making sure your resume follows a clear, logical structure, you can increase your chances of standing out to both the ATS and the recruiter.
Data Insight
There is no universally "right" resume format. However, it's worth looking at what recruiters prefer. For example, 44% of HR professionals favor a reverse chronological format, 21.4% prefer a functional layout, and 20.1% a combination structure.
The three best resume formats (with examples)
The correct order of your resume depends on your career level and the application you're creating. There are three main options to choose from:
- Reverse chronological format
- Functional format
- Combination format
Next up, we'll be covering what each of these resume structures looks like (with examples) and who should use them.
The reverse chronological format
The reverse chronological format is the best choice for most candidates. It is the standard structure for a resume, and it’s also what recruiters expect to see.
Here’s how to organize the resume sections when you’re formatting this type of resume:
- Resume header
- Resume summary
- Work experience
- Education & certifications
- Skills
- Optional resume sections
This approach highlights your work experience above everything else on your resume. It is often easiest for the ATS software to read, as everything is in the expected position on the page.
Let’s take a look at an example of a reverse chronological resume created using a professional resume template from Jobseeker.
Functional resume format
You don’t always have to opt for reverse chronological order. The functional format, or the skills-based resume, allows you to show off your talents rather than your work experience.
While not the most common structure, this type of resume organization works for people who have gaps in their professional history, work for themselves, or work in a creative field.
Check out how to organize this type of resume:
- Resume header
- Resume summary or objective
- Skills (grouped into categories)
- Work experience
- Education & certifications
- Optional resume sections
21% of recruiters prefer the functional format, according to our study (1). While that’s not as impressive as the 44% that prefer a reverse chronological format, it tells us that some recruiters are into this structure:
Here's an example of a functional resume format:
Combination resume format
Want the best of both worlds? The combination resume format is the way to go. It includes the best elements of the reverse chronological order and the functional format to create a hybrid.
If you’ve had a varied professional background and want to show off your talents, this could be the way to organize your resume sections. It’s also prime for people re-entering the workforce.
Here’s how this type of resume organization looks:
- Resume header
- Resume summary or objective
- Hard skills
- Work experience
- Education & certifications
- Optional resume sections
For this structure, listing skills first helps recruiters connect the dots. It’s best to focus on the core competencies listed in the job description so they can clearly see that you have what it takes to get the job done.
Take a look at a combination resume example below:
What is the correct order of a resume?
When it comes to how to organize a resume, there’s not a one-size-fits-all approach. The order you choose depends on your career situation. Next up, let’s take a look at the best format for your application, based on your professional level and achievements.
Career level | Resume structure |
|---|---|
Professional with experience | Reverse chronological is the best choice as it allows you to focus on your acquired experience and showcase it at the top of your resume. It's also the format most appreciated by recruiters. |
Student or recent graduate | Reverse chronological order (featuring an objective and education before work experience) or functional format for high school students |
Career changer | Reverse chronological order (featuring an objective) with emphasis on transferrable skills |
Professional lacking experience | Functional or combination format with emphasis on soft skills, education, training, or optional sections |
Freelancer or creative | Combination format – best for showing off shorter-term projects, gigs, and collaborations |
Of course, every applicant is different and these are not hard and fast rules. If you find that a particular resume structure suits your application better, you can use that instead. The aim of the game is to highlight your most attractive attributes to the recruiter.
How to achieve the perfect resume structure
You don't have to be a design genius to achieve the perfect resume structure. By simply paying attention to the employer's priorities as outlined in the job description and browsing resume examples for your industry, you can create a great-looking resume that increases your chances of landing the interview.
A professional resume template can also make the difference. With Jobseeker's resume builder, you can easily move around and rename sections until you find the perfect fit. Download as a PDF and add a matching cover letter, and your application is ready to go!
Which file format should you pick for your resume?
Once you've decided how to organize your resume sections, you need to choose the right file format for your application. Here are some of the most common options:
- PDF. In most cases, this is the way to go since 78% of recruiters prefer PDFs (1). The only time you shouldn't use this file format is if the job advert says otherwise.
- Word document. Word documents are a less popular choice and you should steer clear of them, unless the advert says to use them. Depending on the device this document is opened on, it can mess up the structure of your resume.
- Video. Video resumes aren't suitable for all fields. However, if you work in a customer-facing role or the creative sector, the employer may request one. Your video needs to be a short introduction to you and is often accompanied by a PDF resume.
- PPTX. If the job advert asks for a PowerPoint resume, you will need to get creative. The structural rules change a lot with this type of resume format. Be sure to follow the advice the job advert shares when creating your application.
- Website or social media. For web designers and other creatives, you may want to go one step further and create a website or social media-based resume. This can be a fun and engaging way of showing off your skills. However, keep in mind that you usually need to submit a regular PDF resume alongside it.
Showcasing your creative side is never a bad thing. However, just make sure it doesn't get in the way of accurately sharing your skills and experience. For the best results, we recommend using a logical resume structure and saving the file as a PDF.
10 tips to pass ATS with your resume structure
The vast majority of employers use applicant tracking systems (ATS), at least some of the time. That means your resume structure doesn't just have to impress a person. It also has to beat the bots. To get it right, follow these simple rules:
Use standard headings | Always use the standard headings such as Summary, Education, and Work Experience. If the ATS can't scan for specific headings, it may skip sections. |
Create clear columns | Make sure that the columns are clear for a viewer and an ATS system. Keeping the structure straightforward is the best move. |
Include concise bullet points and sections | ATS systems may find it hard to wade through long paragraphs and find the useful information. Avoid this problem by using bullet points and keeping things brief. |
Stick with common font styles | Fonts are not the place to be creative. Classic styles that are easy to read are the best choice. Try Calibri, Arial, Helvetica, or Georgia. |
Skip the graphics and imagery | You might think that graphics will make your resume eye-catching. But ATS systems can't typically 'read' information in image form. |
Optimize your resume with keywords | Check the job description for relevant keywords. Pepper these throughout your resume to increase your odds of scoring well in the ATS software. |
Don't be scared of white space | To keep your resume from looking crowded, aim for 0.75″ to 1″ margins on all sides and use 1.0 to 1.15 line spacing. |
Avoid resume footers | Different structures can confuse ATS software. A footer could 'break' the ATS scanning process. |
Opt for a 1-page resume in most situations | As we've covered, one or two pages is right for a resume. You shouldn't need more space than that unless you're applying for an academic or research role. |
Many of the same tips also apply to your cover letter. To get started creating a great one, take a look at our cover letter examples.
Organize your resume sections for success
How you organize your resume sections depends mostly on your career level. Consider your situation before deciding what structure to use. Place the most valuable information front and center and make sure your resume sections are clearly labeled so that they can be easily read. Avoid imagery, charts, or any other visuals. You might think these look flashy, but they could actively work against you.
The resume and cover letter builders from Jobseeker are designed to make organizing your resume sections a breeze. Our cover letter templates also allow you to complete your application and create a polished look. For even more expert advice, check out our collection of resources.
FAQs about organizing your resume sections
What is the standard resume format in the US?
The standard resume format in the US is reverse chronological order. This is the structure recruiters expect to see. It follows a logical flow that is easy to understand and works well for most candidates.
How many words should a resume bullet be?
While there's no exact number of words a resume bullet should include, make sure each one fits on one or two lines. Any more than that can start to look blocky.
What resume format do recruiters prefer?
Our data shows that most recruiters prefer the reverse chronological order for resumes (1). We also found that recruiters tend to want a PDF file format over any other document type.
How to make a resume stand out visually?
Use a logical structure with clearly labeled sections. If you want to stand out from the crowd, while still looking professional, choose from our selection of tried and tested resume templates.
Should I include a photo on my resume?
No. You should avoid putting a photo on your resume as it can reveal sensitive personal information about you.
However, if you work in a role where your looks are integral to the job, you can include a headshot.
Which resume format is most ATS-friendly?
Reverse chronological order is the best format for ATS systems. Most software is programmed to scan this type of structure.
Can I re-order resume sections for different job applications?
Yes. Not only that, but we encourage you to do so. You should always tailor your resume to meet the demands of the vacancy you’re applying for. If that means re-ordering certain resume sections to highlight different parts of your application, you should do it.
Is it good to add colors to my resume?
Yes. You can add one or two colors to your resume to make it stand out. However, avoid using too many conflicting color tones or it can start to look garish.
Sources:
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