How to write a resume step by step
A resume does not need complicated words. It needs to show, on one page, what you can do and why it makes sense to contact you. This guide takes you from the blank page to the file ready to send.
5-minute readUpdated on 19.10.2026
In this guide
What is a resume and what is it for?
A resume is a short document that answers three questions: who you are, what you have done and what you can do. It is not a biography or an official form. Its job is to get you a conversation — the hiring decision comes later, in the interview.
Whoever receives applications reads many resumes in a row and looks, within seconds, for the information that connects the person to the role. So what matters is not writing a lot: it is putting what counts where it is found quickly.
The example below is a complete one-page resume, with the sections in the usual order. The data is fictional. Through this guide you will see each of these parts in detail.
Emily Carter
Administrative assistant
- London
- +44 7700 900 123
- emily.carter@example.com
- linkedin.com/in/emilycarter
Profile
Administrative assistant experienced in customer service, document management and Excel. Looking to support an operations team with accuracy and clear communication.
Experience
Operations assistant
Northway Logistics · London
2023 — present
- Tracked customer orders from entry to delivery.
- Organised shared documents and spreadsheets.
- Worked daily with a six-person team.
Education
Bachelor’s degree in Management
University of London
2022 — 2025
Skills
- Tools:
- Excel · Word · Outlook · CRM
- Languages:
- English (native) · Spanish (B2)
- Tasks:
- Customer service · invoicing · scheduling
Projects
School inventory system
Excel · data validation · presentation
2025
Where are you starting from?
Not everyone arrives here at the same point. Pick the sentence that describes you and jump to the part you need — the guide still makes sense read straight through.
Start here
1. Gather the information before writing
Half the time lost writing a resume is spent looking for dates and names. Gather everything first, on paper or in any file, and only then write. It does not have to look good at this stage.
What to gather
- Start and end dates of every job and course.
- Correct names of companies, schools and organisations.
- The phone number and email you actually use.
- Certificates, driving licence and completed training.
- Tools, software and equipment you know how to use.
- The advert for the job you are applying to.
If you cannot remember an exact date, use the month and the year. That is better than an invented date that later contradicts what you say in an interview.
2. Header: how they reach you
The header has one practical job: letting people contact you. It needs your name, the role you want and the contact details you want to be reached on. Nothing else.
- Name: the name people use for you day to day. You do not need the full name on your identity card.
- Role: the job you are applying for, not a slogan. “Administrative assistant” is enough.
- Phone and email: the ones you actually check. An email address with your name reads better than an old nickname.
- Location: the city or region, useful when the job is on site.
- Links: LinkedIn or a portfolio, only if they are up to date.
Emily Carter
Administrative assistant
- London
- +44 7700 900 123
- emily.carter@example.com
- linkedin.com/in/emilycarter
3. Professional summary: the three most-read lines
The summary sits right below the header and is often the only part read carefully on the first pass. In two to four lines it answers three things: who you are, what you can do and which role you want.
Says little
«A dynamic, responsible person with a great ability to work in a team.»
Says more
«Administrative assistant experienced in customer service, invoicing and document management. Looking for a role supporting an operations team.»
Why: The first sentence could belong to anyone and cannot be checked. The second gives the field, the tasks you have done and what you are looking for — three things the reader needs to know.
If this is your first resume, the summary starts from somewhere else: instead of experience, use your education and the practice you already have.
Structure to adapt
[Field or qualification] with experience or practice in [two relevant skills]. Looking for a [type of role] position where I can apply [a skill you can demonstrate].
Replace the fields in square brackets with facts of your own. The same structure works for retail, industry, healthcare, logistics, services, creative fields or technology.
Emily Carter · Administrative assistant
Profile
Administrative assistant experienced in customer service, document management and Excel. Looking to support an operations team with accuracy and clear communication.
4. Work experience: what you did, not just where you were
Every entry starts with four details: role, employer, location and dates. Below that, two or three lines about what you did. Start with the most recent.
Almost the whole difference between a vague resume and a useful one is here. A task described with context tells the reader what you can do on your first day.
Says little
«Responsible for customer service.»
Says more
«In-person and phone customer service, order entry and follow-up of customer complaints.»
Why: The second version gives the channel, the tasks and the kind of situation you have handled. The first can mean very different things from place to place.
Emily Carter · Administrative assistant
Experience
Operations assistant
Northway Logistics · London
2023 — present
- Tracked customer orders from entry to delivery.
- Organised shared documents and spreadsheets.
- Worked daily with a six-person team.
5. Education: what to include and in what order
Give the course, the institution and the dates, from the most recent to the oldest. If you already have relevant work experience, education goes after experience. If you are starting out, it comes first.
Once you have completed a degree or a vocational course, there is no need to detail secondary school. Add short courses, certifications or hands-on training when they relate to the job — and leave out the ones that add nothing.
Emily Carter · Administrative assistant
Education
Bachelor’s degree in Management
University of London
2022 — 2025
Final project: improving the inventory process of a local association.
6. Skills: few, concrete and true
Separate what can be verified from what is a personal trait. Tools, software, equipment, languages and specific tasks can be confirmed in an interview. “Proactive” or “dynamic” cannot: those qualities show in how you describe your experience, not in a list.
Says little
«Basic computer skills, teamwork, proactivity, dynamism.»
Says more
«Excel (pivot tables and charts), Outlook, customer service CRM, English B2.»
Why: The second list can be checked and says how far your use of each tool goes. The first takes up a line without informing anyone.
Grouping helps: tools on one side, languages on another, tasks apart. Avoid bars, stars and percentages of proficiency — they are ratings invented by the writer and do not mean the same to the reader.
Emily Carter · Administrative assistant
Skills
- Tools:
- Excel · Word · Outlook · CRM
- Languages:
- English (native) · Spanish (B2)
- Tasks:
- Customer service · invoicing · scheduling
7. Projects: evidence when experience is missing
School projects, internships, volunteering, personal work or helping in a family business all count as practical evidence. They do not have to have been paid to show real skills.
Write the project name, the tools used and two or three lines about what you did and what was finished at the end. If there is a public result — a site, a portfolio, a repository — add the link.
Emily Carter · Administrative assistant
Projects
School inventory system
Excel · data validation · presentation
2025
- Organised material records and searches.
- Added validation rules to reduce input errors.
- Presented the result and applied the feedback received.
8. Choosing the resume layout
The layout does not replace the content, but it decides how easy the reading is. The choice depends on two things: how much information you have and the kind of role you are applying for.
- One column: linear reading, a safe choice when you do not know how the document will be processed.
- Two columns: separates contact details and skills from the career history; it works best when those lists are short.
- Compact: helps you close in one page, but does not spare you from cutting what does not matter.
- Editorial or creative: makes sense when presentation is part of the job.
No layout guarantees acceptance by automated recruitment systems. You can see the available layouts in the Template gallery and switch layout later without losing what you have written.
9. Final check before sending
Reviewing is the step that saves the most applications and the one most often skipped. Run this check with the document in front of you, ideally the next day.
Checklist
- The phone number and email are correct and are the ones you use.
- The dates do not overlap and have no unexplained gaps.
- Every statement can be explained in an interview.
- There are no spelling mistakes or repeated words.
- Section headings are clear and consistent.
- The document reads well on a phone and on a computer.
- The most relevant information for the job is in the first half.
- The links open and lead to up-to-date pages.
Ask someone to read it. A person who does not know your background spots the unclear sentences immediately.
10. Export and send
Always send a PDF, unless the advert asks for another format. A PDF keeps the layout on any computer; a text file may open with a different typeface and throw everything out of line.
Give the file a clear name — for example, nome-apelido-curriculo.pdf — and open it after exporting, to confirm it looks as you expected.
The most common resume mistakes
- Writing for everyone: a generic resume answers no specific job well.
- Listing qualities without evidence: adjectives demonstrate nothing without an example behind them.
- Padding the document: repeated text used to fill the page only slows the reading down.
- Leaving outdated contact details: the costliest mistake, and the easiest to avoid.
- Inventing dates, roles or language levels: it falls apart in the first interview.
- Mixing typefaces and alignments: an inconsistent document looks careless.
- Sending a file with a placeholder name: “document1.pdf” does not help someone receiving dozens a day.
Frequently asked questions about resumes
How many pages should a resume have?
One page is usually enough for someone with little experience. With a long career, two pages are acceptable as long as the second adds relevant information. The test is how useful the content is, not the number of sheets.
Should I put a photo on my resume?
It depends on the country and the context of the application. In some countries it is still common, but it is optional. If you include one, use a current photo with a plain background, framing your head and shoulders.
What do I do about periods without work?
Give the dates honestly. If during that time you studied, cared for someone, volunteered or worked occasionally, you can say so in one line. There is no need to account for every month.
Should I state my salary expectations?
Only when the advert explicitly asks. Otherwise, that subject belongs in the interview or in the cover letter.
Start your resume.
Apply these tips in the ArrobaCV editor. This guide does not change your data, and opening the editor does not automatically import the examples in this article. A watermarked PDF is free and needs no account. Exporting without a watermark or in Word requires an account and paid access.