How To Write a Resume That Lands Interviews (Step-by-Step Guide + Checklist)

A well-written resume won’t guarantee you the job, but it should make it easy for someone to see why you’re qualified. Especially when applying online, where your resume is one of many, it needs to be clear, skimmable, and tailored to the role.

This guide will walk you through how to write a resume that makes an impact, step by step. From formatting and writing bullet points to optimizing for each job, we’ll keep it simple and actionable so you can write a resume without any overwhelm.

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Step 1: Prepare your strategy

Writing a resume that clearly reflects your skills, qualifications, and goals starts before you ever open a document. Taking a few minutes to prepare your materials and define your direction will make the writing process smoother and your resume stronger.

Gather your career information

Before you start writing, make sure you have everything you need in one place. That includes:

• Your full work history (job titles, companies, dates)
• Education details
• Key skills
• Certifications or licenses
• A list of accomplishments or notable achievements with impact

This step is often called resume preparation, and it helps you avoid scrambling mid-draft to remember details.

You might consider creating a "master resume" or using a simple template to outline everything.

Choose the right resume format and layout

There are three standard resume formats: chronological, functional resume, and combination. Chronological is the most common (and most widely accepted), especially if you have a clear work history with relevant experience.

If you’re changing careers or have gaps in your work history, a combination resume format might work better. The format you choose will shape how your professional experience is presented, so it’s worth choosing the one that best highlights your strengths.

Set up a clean template

Before you start adding content, make sure your resume is easy to read and well organized. That includes:

• All of the right sections
• 1-inch margins
• Consistent font (11–12pt, like Arial or Calibri)
• Clear section headings
• No elaborate graphics, colors, or images

A clean resume layout doesn’t just make a resume easier to write, it also ensures your resume is ATS-friendly and easy for recruiters to scan.

Taking the time to get your layout right helps your content get read. While you can do this manually, formatting from scratch takes time.

Teal’s AI Resume Builder has free resume templates and pre-formatted sections to speed up the process and remove manual work.

Understand the job you’re targeting

To know how to write a resume, you need to understand the job you're aiming for. That includes reviewing the job description, identifying important qualifications, and spotting relevant keywords the employer is likely to be scanning for.

This helps you tailor your resume to the job posting and write content that aligns with what the company is looking for.

If you’re creating a general resume to start, that’s totally fine. You can always come back and adjust your language once you’re ready to apply. The more closely your resume matches the job posting, the more relevant and effective it will be.

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📝 Free resume writing checklist

Now that you've done the prep work, it’s time to start writing.

Want to make sure you’ve covered everything in the step-by-step resume guide below? Use this free downloadable resume writing checklist to keep track of each step, from contact details to final proofreading, to make sure you understand how to write a good resume.

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Step 2: Write your contact information

At the top: Your name

To write a good resume, start with your full name, and make it stand out. Use a slightly larger font size than the rest of your resume. You can also include a short professional title or personal branding statement underneath—but it’s optional.

Make sure the name on your resume matches what you use on LinkedIn and other professional profiles for consistency.

Contact details

Under your name, include the essentials:

• A professional email address (avoid anything outdated or personal)
• Phone number
• City and state (you don’t need your full address)
• LinkedIn URL or portfolio URL, if relevant

When it comes to contact information on a resume, keep it simple. There’s no need to include personal details like your photo, marital status, or birthday (especially in U.S.-based applications, where that information can introduce bias).

Target job title

This is a short line beneath your name that reflects the job you're applying for. If you haven’t chosen a specific job yet, you can use your current or most recent title as a placeholder and update it before submitting each application.

Here's an example of how it looks put together:

💡Pro Tip: Rename your resume file before submitting. Something like Rowan_Kelly_Resume_Teal.pdf looks more polished and professional than Resume2025_final_final(2).docx. Also, make sure your email address and LinkedIn links are clickable in digital versions.

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Step 3: Create a strong resume summary

A good resume summary is a short, 3-5 sentence statement at the top of your resume that highlights your most relevant experience and skills.

This is your headline moment. It's your chance to quickly show why you’re a great fit.

Resume summaries are widely used by experienced professionals to quickly highlight their qualifications and value. Career objectives, on the other hand, are more common among students or those changing careers, but they're generally not recommended.

Based on insights from dozens of recruiters and hiring managers, the consensus is clear: hiring teams want to know what makes you qualified for the role, not just that you're looking for one or what your career goals are.

How to write a resume summary

Think of it like a short pitch. One helpful resume writing tip is to use the framework:

Avoid vague buzzwords like "team player" or "go-getter." Instead, focus on tangible skills, outcomes, and what makes you a great candidate for this specific role.

Here's an example:

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Step 4: Write your Work Experience step-by-step

This section is where your value really shows. It’s not just about listing past responsibilities, it’s about showing the impact you made and how that experience translates to the role you’re targeting.

Use reverse-chronological order

Start with your most recent role and work backward. For each position, include:

• Job title
• Company name
• Location
• Dates of employment (month and year)

This format is familiar to recruiters and easy for ATS to parse. Unless you have a very specific reason to use a different format, reverse-chronological is your best bet.

Write impactful bullet points

Your bullet points should go beyond job duties. Focus on what you accomplished and how it made a difference.

Use this structure:

This approach helps employers understand the how and why behind what you did, not just the what. Use strong action verbs, quantify results wherever possible, and frame each bullet around outcomes, not just activity.

For example:

If you don’t have metrics, choose verbs that imply ownership and impact, like "launched," "led," or "streamlined."

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‍💡 Pro Tip: Writing resume bullets can feel overwhelming, especially if you’re not sure what to include.

Teal’s AI Resume Builder provides built-in guidance as you write, so you can focus on results and impact, not guesswork. And because everything’s editable, you can fine-tune as you go without worrying about messing up your formatting.

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Tailor your content to the job

Under each role, highlight the experience and achievements that best align with the job you’re applying for.

That might mean:

• Prioritizing different projects or responsibilities
• Editing bullet points to reflect language used in the job posting
• Removing or condensing unrelated experience

This is where earlier research comes into play. The more your work experience section mirrors the language of the job description, the more relevant it will be.

Address employment gaps or unusual work history (if needed)

If you’ve taken time off (think for caregiving, education, or personal reasons), you can include a simple line to cover the gap.

For example:

Career sabbatical – Full-time caregiver, 2022–2023

You can also highlight relevant volunteer work, contract roles, or certifications earned during that time. It’s better to briefly explain a gap than leave it open to interpretation. You'll always be questioned about gaps in work, so addressing them upfront alleviates any pressure or hesitation during the interview process.

What if you don’t have experience?

If you’re writing a resume with no work experience (or very little), use this section to highlight internships, school projects, freelance work, or volunteer roles. You can still show transferable skills and accomplishments—even without traditional jobs.

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Step 5: List your education

Your education section should support your career story, not distract from it. Depending on your level of experience, it can sit at the top or bottom of your resume.

Where to place your education section

If you’re a student or recent grad: Place your Education section above your work experience if you don't have a lot of relevant work history.

If you’re experienced: Move it after Work Experience to keep the focus on your professional background.

What to include in your educational background

List the essentials:

• Degree type and major
• School name
• Graduation year (or expected graduation date)

If you're just starting out, you can also include:

• GPA (if it’s recent and strong)
• Academic achievements, honors, or awards
• Relevant coursework (if it connects directly to the job)

Don’t list every class you’ve taken, just what adds value to the reader. And if you’ve already completed college, you don’t need to include your high school unless it's required.

Here's an example:

If you don’t have a degree

If you don't have a degree, that’s okay! Just include any education that’s in progress, along with relevant certifications or training.

For example:

Bachelor of Science in Marketing – Purdue University, 2026 (in progress)

If certifications are a major part of your qualifications, we’ll cover how to highlight them in a separate section later on.

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Step 6: List certifications

Certifications can be a deciding factor in whether your resume makes it to the interview stage, especially in fields where specific credentials are required.

In some industries, certifications are must-haves (think: CompTIA A+ for IT, CPA for accounting, or PMP for project management). In others, they might be a nice-to-have that gives you a competitive edge.

If you have certifications that are relevant to the job, create a dedicated section on your resume. Include:

• The name of the certification
• The issuing organization
• The date earned (or expiration, if relevant)

You can also include in-progress certifications—just note the expected completion date.

This section is especially helpful if:

• The job description specifically mentions certifications
• You're in a field that requires licensing or technical validation
• You’re looking to strengthen your resume while changing careers

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Step 7: Showcase your professional skills

Your resume’s Skills section is more than just a list. It’s a way to quickly show you meet the requirements of the role. When written well, it reinforces your technical expertise and shows recruiters that you have what they’re looking for.

1. Focus on hard skills first. Things like software, technical tools, or programming languages. These are more objective.
2. You can include a mix of hard and soft skills, like communication or leadership, but those soft skills are best demonstrated through your work experience and resume summary. Let the results you’ve delivered show how you collaborate, lead, or problem-solve.

The most important focus? Stick to your most valuable skills that are relevant to the job you’re applying for and avoid the temptation to list everything you’ve ever learned. Prioritize what you actually use and what’s mentioned in the job description.

How to list skills effectively

• Use clear section headers (like "Skills" or "Technical Skills")
• Categorize if needed (e.g., Tools vs. Languages)
• List in order of relevance or importance

Recruiters often search ATS platforms for specific skills, so use the exact wording from the job description where possible.

Example Skills section:

While this section is one of the five core parts of a resume, along with your contact information, summary, work experience, and education, it's not mandatory.

Done well, a Skills section gives your resume extra clarity and context; however, if you include the most relevant skills in other resume sections, you can opt to use your resume real estate to show impact in other areas and omit the Skills section.

Don’t overlook transferable skills

Transferable skills still matter, but they don’t always belong in the Skills section.

If you’re changing careers or just starting out, focus on highlighting those strengths through your experience, summary, or project work instead of listing them as standalone items.

Use your bullet points and descriptions to show how you applied skills like communication, problem-solving, or organization in real-world scenarios.

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Step 8: Add optional sections

Once you’ve covered the core resume sections—Contact Info, Target Title, Summary, Work Experience, Education, Skills, and Certifications—you can include optional sections if they support your candidacy and you have space.

Optional sections can help show depth, highlight specialized work, or fill in gaps for newer professionals. Just make sure they add value.

Here are some common additions:

• Projects – Great for tech roles or recent grads. Include the project title and a one-line description that showcases relevant skills or tools and impact when possible.
• Volunteer Work – Useful if it shows leadership, community engagement, or transferable skills. Include the organization, your role, dates, and brief impact.
• Awards and Scholarships – Highlight recognitions that support your experience, especially if they relate to your field.
• Publications – Best for academic or industry-related content. Include the publication name and date. (Especially helpful if you’re applying to roles that value thought leadership or credentialed writing.)

Remember, quality over quantity. Don’t feel like you need to add everything. Choose the sections that best support your overall story and the role you’re targeting.

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Step 9: Tailor and optimize your resume

Once your compelling resume is written, the final step is to tailor and optimize it for each job application. This doesn’t mean rewriting everything, it means adjusting the details to match what each employer is looking for. After all, what is a resume without relevance?

Reorder your bullet points to highlight the most relevant experience. Swap out skills or keywords so they align more closely with the job description. You’ve already done the hard part by writing a strong master resume—this is about making it feel personalized.

Use keywords for ATS searches

Many companies use Applicant Tracking Systems (ATS) to organize resumes. Including keywords from the job posting—when they actually reflect your experience—can help your resume get found in these systems.

Teal’s Resume Builder includes tools to help compare your resume with a job description and surface missing keywords, so you can customize with confidence.

Cut the fluff

Tailoring your resume isn’t just about what you add—it’s also about what you remove. Irrelevant experience, outdated skills, and vague language can clutter your message.

Avoid things like:

• Objectives that don’t say anything specific
• A “References available upon request” line
• Bullets that start with "Responsible for" but don’t show any results
• Hobbies or personal details that aren’t related to the job

A great resume isn’t a complete history, it’s a focused snapshot of your most relevant qualifications for a specific role.

While you need to tailor your resume for every job, it doesn’t have to take a lot of time.

With Teal, you can create tailored versions in just a few clicks. Duplicate an existing resume, compare it to the job description, and update the keywords that matter most. No need to start over every time, and you’ll always know which version you sent where.

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Step 10: Proofread and edit your resume

Writing your resume isn’t finished until it’s been carefully reviewed.

While you don't need to be a certified professional resume writer, a polished resume not only avoids mistakes but also shows attention to detail and professionalism, which can influence how you’re perceived by hiring managers.

Read through your completed resume multiple times. Catching typos, formatting issues, or unclear language often takes more than one pass. Reading it out loud can also help you catch awkward phrasing or repetition.

You can use tools like spell check or Grammarly, but don’t rely on them alone. A human review is still the best way to catch context errors or issues with tone. If possible, have a friend, colleague, or mentor give your resume a once-over. Fresh eyes catch things you might overlook.

💡Pro Tip: Need some inspiration? Check out over 2000 resume examples.

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Check for clarity and impact

Proofreading isn’t just about catching spelling errors.

Look at your content:

✅ Are your bullet points specific and results-focused?

✅ Does each sentence clearly communicate your value?

✅ Are you avoiding vague or casual language?

Your goal is a resume that reads smoothly, stays on message, and clearly reflects your strengths.

Format consistency check

Formatting mistakes may seem small, but they affect how polished your resume appears. Do a final scan for:

✅ Consistent date formatting (e.g., Jan 2023 – Dec 2024)

✅ Uniform font sizes and spacing

✅ Alignment of text, bullet points, and section headers

✅ Clean, consistent formatting shows care and makes your resume easier to read.

Common mistakes to avoid:

🚫 Typos or grammar issues

🚫 Using one generic resume for every job

🚫 Resume that’s too long (especially early in your career)

🚫 Repetitive phrases or filler (“Responsible for…”)

🚫 Outdated skills or irrelevant personal info

🚫 Not including a corresponding cover letter when requested or required

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Write your resume with clarity and confidence

You don’t need to guess your way through writing a resume. When you follow a clear structure and focus on relevance, you’ll end up with a document that’s not just polished—it’s purposeful.

Whether you’re starting from scratch or updating an old version, use this guide as a reference to keep your resume focused, aligned with your goals, and easy for both humans and ATS to read.

Want a faster way to put it into action? Teal’s AI Resume Builder walks you through every section, helps you tailor your resume for each job, and keeps all your versions organized in one place.

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The Teal team has written and reviewed hundreds of thousands of resumes across industries and experience levels. We’ve helped professionals at every stage stand out, refine their story, and get in the door. This guide is based on that expertise, real-world experience, and what actually works when you’re applying for jobs today.