Documentation Specialist Resume Example
Starting a career as a documentation specialist gives you the chance to gain experience in creating user manuals and ensuring document accuracy. If you want to stand out with your documentation specialist applications, you'll need to create a professional resume that makes a strong impression on employers. In this article, we'll highlight tips and examples for creating a documentation specialist resume that makes a winning impression on recruiters and hiring managers.
After reading this guide, you'll know what it takes to create a resume that really stands out from other documentation specialist applicants. You'll find useful insights on constructing a resume that makes the most of your unique skills, experience and strengths. You'll also learn how to tailor your resume according to the job description, and depending on your experience levels. Read on to access expert insights from Jobseeker that will help you create a winning documentation specialist resume.
Key sections for a documentation specialist resume
It's essential to include a few core sections in your documentation specialist resume, while there are also a few optional sections you can make use of to strengthen your application.
If you have no work experience as a documentation specialist or have just started in the industry, you could consider using a functional or skills-based format, which emphasizes your skills and education. Draw attention to your soft and transferable skills, as employers will value these highly for entry-level roles. You could also mention any internships, training or volunteer work that helps you showcase skills relevant to the position.
When applying for mid-level documentation specialist positions, it's typically best to opt for a reverse-chronological resume format. This is because work experience tends to be the most important resume section for this level. Your resume should focus on your career achievements, and the role you've played in successful projects and activities for your employers. Consult the job description for guidance on what to showcase, and provide evidence to support your claims.
For senior documentation specialist roles, you're likely to be competing against highly experienced candidates. Use a reverse-chronological resume format and focus on adding additional information that shows your credentials beyond your work experience. Your senior resume will likely be more comprehensive than resumes for more junior roles. You can add extra details about your career, such as awards, publications presentations, professional memberships or certifications.
How you choose to present your resume is up to you. There are plenty of options for a professional resume layout and format, but every application should include the following:
Resume Header with Contact Details
The resume header is the place to add your name and contact details, along with your LinkedIn URL if you have a profile, so employers can find more information about your career journey and skills. You don't typically need to add a photo, or any other personal information to this section. Make your resume header clear, concise and as brief and compact as possible. Consider different layouts that spread the information horizontally across the page rather than using a different line for each piece of information.
Use an email address that's professional and appropriate for professional communication. Typically this would be an email address based on your first and last name, or your initials. If necessary, you could include your profession or another unique identifier. Avoid using old email addresses that could be considered unprofessional or inappropriate. Additionally, always check your contact details before sending your resume to ensure they're up-to-date.
Justin Adams
justin.adams@example.com
(111) 222 33 444 55
Bag End, Hobbiton, Shire, TX
linkedin․com/in/justin–adams123
Resume Objective
The next section is the resume summary. The section might also be called 'resume objective' or 'personal profile'. This is a brief introduction to you, your key skills and your career achievements and ambitions. While a resume summary focuses on your career achievements and experience, a resume objective typically focuses on your ambitions for the future. In addition, your objective should highlight why you're an ideal candidate for documentation specialist roles by showing key skills and qualities that reflect the job description.
Alternatively, you could use this section to reference your objectives and ambitions, and how this role would fit into your career journey.
A good resume summary is short and snappy, and focused on the skills and experience listed in the job description, with evidence to back it up. It will also help the reader to form their first impressions of you by providing an insight into your personality and unique qualities. The graphic below showcases some good examples of what to include in your documentation specialist resume summary.
Good example:
Detail-oriented Documentation Specialist with a Bachelor of Arts in Technical Communication and extensive experience as a Technical Writer. Proficient in creating, managing, and optimizing technical documents, user manuals, and process guides. Adept at collaborating with cross-functional teams to deliver clear, concise, and user-friendly documentation. Skilled in various documentation tools and methodologies, with a strong commitment to accuracy and quality
Bad example:
Documentation specialist with a background in communication and experience in writing. Worked on creating and managing documents and guides. Collaborated with teams to make documentation clear and easy to understand. Familiar with different tools and methods, focused on making sure things are accurate and of good quality
Alternatively, a poor resume summary would include bland, generic information that does little to prove your suitability for the role, while failing to provide any useful insights on you as a person or as a candidate. The visual above includes some examples of what not to do with your documentation specialist resume summary
Work Experience
Under your work experience section, add any jobs you've had in the past that are relevant to the position of a documentation specialist. List each relevant role in reverse-chronological order starting with your current or most recent role. Add your job title, the organization name, its location and the dates you worked there.
Under each job entry, add several bullet points highlighting your responsibilities and achievements. Consult the job description for a list of the key requirements for the role and make sure your work experience section showcases how you meet these requirements.
A good work experience section pulls the reader in with clear examples of where you've put the skills necessary for the job into good use in your career to date. This typically includes evidence of how your skills and activities contributed to positive outcomes for the organization. See the examples below for some ideas of what a great resume work experience looks like.
Good example:
Technical Writer, January 2022 - Present
DocuMaster Solutions, Richmond
- Developed comprehensive user manuals that reduced customer support inquiries by 30%
- Created and maintained a knowledge base, increasing user engagement by 40%
- Led a team to produce training materials, resulting in a 50% increase in employee onboarding efficiency
Bad example:
Technical Writer, January 2022 - Present
DocuMaster Solutions, Richmond
- Improved user documentation to enhance customer satisfaction and support efficiency
- Managed and updated resources to boost user interaction and engagement
- Directed a team to develop materials for better employee onboarding processes
Above, you can see a weaker example of a resume work experience section to best avoid. Less effective resume work experience sections might take a more vague, descriptive approach to previous jobs. They focus on responsibilities and everyday duties rather than referencing career achievements and the value you've added for previous employers.
Educational Achievements
Your resume's education section provides space for you to list your highest and most relevant qualifications for documentation specialist roles.
A documentation specialist role tends to require candidates to have a university or college degree, so make sure you list yours in your resume. A Bachelor of Arts in English degree or similar is the most suitable for this job, but you could also include any other relevant qualifications that show your HTML/CSS proficiency or version control systems.
For each entry in this section, add the name and level of your qualification, the institution you studied at, its location and your dates of study. Include bullet points to show any specialist modules you studied, awards or exceptional grades and achievements that can set you apart from other candidates. These will all contribute to creating a positive impression on employers.
If you took part in any volunteering or you were a leader or member of any university societies, you could also mention these in your education section.
Bachelor of Arts in Technical Communication, 2017 - 2020
University of North Carolina at Chapel Hill, Chapel Hill, NC
Skills
The skills section is one of the main ways to show employers you've got the skills required for documentation specialist roles. Whether your skills include content management systems, interpersonal communication skills or any other useful skills for the role, you'll want to list them here. Once more, review the job description and pick out any key documentation specialist skills listed that match yours. Focus on these skills and any other key transferable skills that make you a strong candidate for the job.
How to list hard skills on your documentation specialist resume
Hard skills are specific skills related to the job you're applying for. They include particular abilities, technical skills and industry knowledge that relate directly to jobs as a documentation specialist. Furthermore, your list of hard skills provides a strong indication to the reader of your expertise in documentation specialist roles, and how well you'll fit into the position. Aim to include four or five key hard skills. If you have space, explain how and where you've used that skill to create successful outcomes in your career. These skills will demonstrate your credentials and show how you meet the job description.
You'll make more impact with your resume hard skills list if you focus on technical skills that reflect your unique expertise and specialism, and that match the key requirements in the job description. See the graphic below for some tips on hard skills for a documentation specialist resume.
- Technical writing expertise
- Content management systems
- HTML/CSS proficiency
Listing soft skills on your documentation specialist resume
In your soft skills list, include any personal characteristics that make you a good fit for a documentation specialist job. Soft skills tend to be more universal than hard skills, but they're no less important. Indeed, transferable skills are growing in importance in the modern world of work, so make sure you include several of these in your resume. It's best to aim for four or five soft skills that match the job description and reflect your strongest personal qualities.
Your soft skills section should make the most of your unique personal qualities and strengths, while also reflecting the requirements laid out in the job description. See below for some examples of useful soft skills for a documentation specialist resume.
- Attention to detail
- Time management skills
- Interpersonal communication skills
Licenses and Certifications
Your certifications section is the place to mention any relevant professional documentation specialist certifications, licenses or qualifications. These might be licenses that show you're qualified to operate certain equipment, or certifications that give you the edge over candidates with otherwise similar career history. Therefore, add any necessary licenses and certifications in this section, along with valid dates so employers can see you're still qualified for the job.
Take a look at some example certifications for a documentation specialist resume below:
- Certified Technical Writer, 2022
- Document Control Specialist, 2022
- Certified Professional Technical Communicator, 2022
Hear from experts:
Optional Information
To provide further information on your suitability for the role, you could add some optional sections to a documentation specialist resume. Choose optional sections from the list below, if they help to showcase your relevant skills and experience.
Personal Interests
Hobbies and interests can be a useful way of showing your skills and experience beyond your work and education. Your hobbies and interests are useful for a documentation specialist resume if you want to show a different side to your personality, or to stand out among other candidates. They can also be valuable if you're a junior candidate without much relevant work experience. Only include hobbies and interests that showcase your personality and personal qualities, and add something different to your application.
Volunteer Experience
If you're lacking relevant documentation specialist work experience, volunteer work can help to show you still have the relevant skills. Write your volunteer section in a similar format to your work experience, including your role, the organization name, relevant dates and the details of your contribution.
References
Standard documentation specialist resumes don't tend to include references, but you might find them requested occasionally. Check the job advert to see if you'll need to add references to your resume. Be sure to prepare your referees in advance, so they've agreed to provide a reference and are ready to be contacted.
References will be available upon request.
Best action words for your documentation specialist resume
Using strong action verbs in your work experience bullet points can make a stronger impression on employers and show the value you added to your previous roles. Choose from the list of words below to increase the impact of your work experience section.
- Create
- Edit
- Review
- Organize
- Compile
- Format
- Validate
- Publish
- Update
- Research
If you want to create a resume that stands out from the crowd, use Jobseeker's expert-designed resume templates. You can also find cover letter templates that work to get you noticed by employers.
Example resume for documentation specialist applications
The documentation specialist resume example below incorporates all the information from above into a full-designed resume template, so you can see how a final resume will look:
Bag End, Hobbiton, Shire, TX
•
justin.adams@example.com
•
(111) 222 33 444 55
•
linkedin․com/in/justin–adams123
Detail-oriented Documentation Specialist with a Bachelor of Arts in English and extensive experience as a Technical Writer. Skilled in creating clear, concise, and user-friendly documentation. Proficient in various documentation tools and methodologies, with a strong ability to translate complex technical information into easily understandable content. Proven track record of collaborating with cross-functional teams to deliver high-quality documentation that enhances user experience and supports organizational objectives
Technical Writer
2020
-2022
TechScript Solutions (Indianapolis)
- Developed comprehensive user manuals and online help systems, reducing customer support inquiries by 30%
- Led the documentation team for a major software release, resulting in a 40% increase in user satisfaction scores
- Streamlined document review process, cutting publication time by 50% and ensuring compliance with industry standards
Bachelor of Arts in English
2017
-2020
Stanford University (Stanford, CA)
Technical writing expertise
Content management systems
HTML/CSS proficiency
Attention to detail
Time management skills
Interpersonal communication skills
Certified Technical Writer
Document Control Specialist
English - Fluent
Spanish - B2
Quick tips for a documentation specialist resume
Advice to help you craft a winning resume
- Create a positive impression with a well-written resume summary or objective that highlights your key strengths for documentation specialist roles.
- Mention your key educational achievements, such as degrees and professional qualifications, along with grades such as your GPA, if they're high.
- Keep your documentation specialist resume as brief as possible. Aim for one page for an entry-level role, and two pages for more senior jobs.
- Include any relevant work experience in reverse-chronological order, starting with your current or most recent role, for maximum readability.
- Quantify your career achievements by including evidence of your impact throughout your resume.
Steer clear of these common resume writing errors
- Don't exaggerate, lie or hide details about yourself as these can all undermine your chances of success with documentation specialist applications.
- Don't include any personal details, such as a photo, your age or marital status. These can create unwanted bias in the recruitment process.
- Don't clutter your document by trying to add too many details. Focus on core documentation specialist skills and achievements that are relevant to the role.
- Don't use unnecessary jargon to try and impress the reader. It may have the opposite effect.
- Don't use overly complex formatting and layouts that can make your documentation specialist resume harder to read, and less scannable for Applicant Tracking Systems (ATS).
Tips on creating an ATS-optimized resume
Applicant tracking systems (ATS) help recruiters and employers to manage their hiring process. They can handle some of the more time-consuming and resource-intensive jobs, such as initial screening of resumes. Employers often receive hundreds of applications per vacancy, and ATS software can quickly and accurately scan and rank resumes based on their likely suitability for any role. When you're writing your documentation specialist resume, there are several things you can do to make sure your resume stands the best chance of passing the ATS stage.
Follow these simple rules when writing your resume, to make sure it's ATS compliant:
- Use a traditional resume layout, such as a reverse-chronological or functional format. This will mean your resume includes all the necessary sections, in the expected order.
- Include keywords throughout your resume that align with the job description. ATS software tends to compare your resume to the job description for points of similarity, so careful, considered use of keywords should help your chances of success.
- Include clear headings that make it easy to identify each section of your resume. This will help any ATS software navigate your resume during the scanning process.
- Adopt a clean, unfussy design that gives your content enough white space to breathe. Use professional, readable fonts and subtle use of color and other design elements.
- Adopt simple, professional language to keep your resume as concise as possible. This tends to make your document more readable, and easier for ATS software to scan.
If you're looking for inspiration for your resume, discover our comprehensive resume examples and in-depth, expert career blog.
A documentation specialist resume FAQs
Alongside your documentation specialist resume, it's important to produce a professional cover letter that creates a similar positive impact on the reader.
Firstly, think about whether you want to write a full, formal cover letter or whether a brief email to introduce yourself and draw attention to your resume will suffice.
If you choose to write a full cover letter, follow traditional letter-writing conventions surrounding greetings, sign-offs and use of professional language. The body of the cover letter tends to be three paragraphs. The first introduces yourself and the role you're applying for, giving reasons for your application. The second briefly covers your key skills and achievements that are most relevant to documentation specialist roles. Finally, the third paragraph re-emphasizes your interest in the role and leaves a call to action, encouraging the employer to reach out to you.
If you want to impress employers with a professional cover letter, use Jobseeker's simple and beautiful cover letter templates.
Writing a documentation specialist resume with no experience needn't be a daunting task. There are still plenty of ways to impress hiring managers with your resume. Opt for a skill-based resume format instead of a traditional layout. This places your skills and education in a more prominent position on your resume. Optional sections at the end of your resume can play a stronger role if you're lacking relevant work experience. Use certifications and training, hobbies and interests, volunteer roles and internships to show you've got the necessary skills for the job.
A resume headline can catch the attention of the reader and give them a strong first impression about your suitability for documentation specialist jobs. A well-constructed resume headline can help your resume rank highly with ATS screening tools by referencing some of the key information from the job description. Write a concise headline including the job title, a reference to your experience or track record and one or two key skills.
You can use this example resume headline as a template for creating your own:
- Junior Documentation Specialist Seeking Opportunity
- Expert Documentation and Compliance Specialist
- Senior Documentation Specialist Expert
The most suitable resume format for you depends on two crucial factors. Firstly, whether you have a body of relevant work experience. Secondly, the type of job and its seniority level. If you're applying for a junior position or changing careers, you might want to consider a functional resume. This highlights your skills and education over your work experience. If, however, you have relevant work experience in the industry, it's typically best to use a reverse chronological resume format. This highlights your achievements in work, which is probably the most important factor for hiring managers to consider.
Key points for your documentation specialist resume
An effective resume is a concise, professional summary of your relevant skills and career achievements, showcased through a chronology of your career history. Choose the most suitable resume format for your experience levels, and focus on tailoring your resume based on the requirements listed in the job description.
Using the professional resume templates and resources of Jobseeker can help you create a great-looking resume that stands out from other applicants. Sign up today and follow the simple steps to get started. A stylish, professional cover letter can make all the difference to your job prospects. See Jobseeker's cover letter examples, written by careers experts, to help you craft an eye-catching application.
Sources:
(1) Tips for Writing a Federal Resume, U.S. Department of Labor: https://www.dol.gov/general/jobs/tips-for-writing-a-federal-resume
(2) Resume Tips, Duke University: https://careerhub.students.duke.edu/resources/resume-tips/
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