How to Write a Good Resume: Part 3 -- Figuring Out the Best Structure for Your Resume
Content Updated on February 10, 2009
Before you worry about how your resume looks or how you'll word each individual line, you need to focus on what sections you'll have and where you'll put each section.
Common Resume Formats
The resume format that you choose often determines which sections you'll use on your resume and where you'll put those sections. There are lots of resume formats if you're creative enough, but most of us are going to face just three different formats: chronological, functional, and combined. The best resume format for you is the one that will spotlight the most impressive experience/skills you have.
Chronological Resume Format
A chronological resume lists the jobs you've held from newest to oldest. Beneath each job, you list what you did at that job.
Should I Use a Chronological Resume Format?
Chronological resumes are all about showing off accomplishments that demonstrate your skills without having to actually list all of your skills. In my opinion, chronological resumes are only ideal in three scenarios.
First, if you have a series of prestigious jobs that you'd like to highlight (e.g. VP of something, mayor, manager, etc.) and are applying for another executive or management position, then a chronological format is a good way to show off all the impressive positions you've held in the past and brag about the major achievements you made in each position.
Second, if your previous employers were impressive companies in the same industry as the job you're applying for (e.g. Intel, Microsoft, Apple, etc. if you're looking for a job in the computer industry), then a chronological resume is a good way to say, "Hey, these big guys believed in me, and here's a list of all the great things I did for them."
Third, if your previous jobs directly support the position you're applying for because they are all very similar positions (e.g. administrative assistant, senior administrative assistant, executive administrative assistant, etc.), then a chronological resume is a good way to focus on your major accomplishments at each job rather than listing skills you obviously need to perform in those jobs (e.g. no need to say I can type and file papers if the last three jobs you had were admin assistant positions because holding those positions is proof enough).
Functional Resume Format
A purely functional resume lists the skills that you have and things you have accomplished, usually categorized by topic, but it doesn't list work history (paid or volunteer), and it also often omits an education history.
Should I Use a Functional Resume Format?
Functional resume formats are great for people who have skills, even skills learned by non-work related experience (e.g. parenting, hobbies, family chores, etc.) but don't want to include a work history. Because functional resumes don't include a work history, they're good for two groups of people.
The first group is composed of people who have never been employed, have never volunteered, and have not completed any education program (e.g. no high school diploma).
The second group is composed of people who have primarily held jobs that you wouldn't want to brag about when trying to get a job in the industry you're applying for. For example, if the only jobs you've ever had were all in the "adult entertainment" industry, you probably don't want to mention that on your resume if you're applying for a job in a nursing home.
Not having any work, volunteer, and/or education history can seem a bit mysterious and suspicious to employers, though, so if you believe you fall in either group, consider volunteering for reputable organizations to build your history of experience and/or completing some education programs to build up your qualifications. You can even start your own non-controversial small business (e.g. mowing lawns, washing cars, selling on eBay, etc.), so you can demonstrate your willingness to work and your ability to take initiative to get a job done. Then you can upgrade your resume to a combined format and lose the suspicious mystery.
Combined (Functional + Chronological) Resume Format
A combined resume contains that categorized list of skills and accomplishments found on a functional resume, but it also contains a section for work history, volunteer history, and education, just as the chronological resume does.
It's important to note that some resume writers refer to the combined format as a functional format. If you are working with a resume writing service, make sure that they clarify their terminology, so you don't end up with a purely functional resume when you were expecting a combined format.
Should I Use a Combined Resume Format?
A combined resume format allows you to show off your skills and accomplishment (from work, volunteering, education, hobbies, life experiences, etc.) as well as your work, volunteer, and education history, making it ideal for people who have worked in a variety of jobs and/or in a variety of industries.
So if you were working in a fast food restaurant and now want to get a job at a landscaping company, you can use the combined format to show how the skills you've mastered while working with fast food can be applied to a landscaping office environment or to an outdoor maintenance worker position.
The Contact Information Section
The headline of a resume is the contact information section.
Your contact information goes right beneath your name, so it's easy to find. Plus, it should be clearly visible, easy to read, and large enough for me to look at without squinting as I try to dial the phone to call you (but it should be smaller than your name). Add an email address if you have one (and you should), but make sure that you use a professional email address, not hotmama@blahblahblah.com. If you have a website related to your profession (or created as an extension to your resume), you can include that too.
The Objective Line: Do You Really Want This Job?
The objective line is the first line after your contact information. It's often labeled Objective, Goal, Target, Focus, or Mission.
Some people skip the objective line, but I prefer to see it there. It tells me the answer to an important question: Do you really want this job, or are you just looking for a job? Do you want to work in the specific position you're applying for because you enjoy that type of work or are you trying to get into the industry? Do you want to work your way up the business ladder or are you looking for part time work as you attend college? Honest is appreciated hear, but be careful not to seem like you don't care about the job.
This is also helps me determine if you're motivated to work at the job I'm offering. If you don't actually care about this job, then I can't expect your motivation to last very long. Eventually, you'll get bored and become less productive or leave, and that wastes my time and money.
Example: Office position in an organization that contributes to improving environmental protection policies
The Summary of Qualifications Section: Skills at a Glance
The Summary of Qualifications is also labeled as Qualifications Summary, Highlights of Qualifications, Qualification Highlights, Summary of Skills, Executive Summary, Key Features, Strengths, Overview, or the title of the position you desire and a descriptive word or tagline (e.g. Outstanding Office Manager).
The Summary of Qualifications section is your 15 second pitch. Imagine that you meet your potential employer in an elevator. After some friendly small talk you both realize that you're applying for the job that she's offering. She gives you an opportunity to sell yourself, to convince her that you'd be good for the job as long as you can say it all before the elevator gets to her floor, which will be in about 15 seconds. What do you say?
The most important points that you want your employer to remember should be grouped together and summed up in no more than 5 lines, approximately the number of lines you could say in 15 seconds (assuming you aren't speed talking like an auctioneer). These important points should focus on your general business skills, specific skills, and a brief statement of of your experience.
What General Business Skills Do You Have?
No matter what your job is, you're working in the business world, and I need to know that you can communicate well with customers, managers, and coworkers. I want to know that you can work in a group but can also work on your own. Do you understand the basics of economics? What kind of work ethic do you have? Are you more of a leader or a team player?
Example: Motivated to contribute significantly to team projects to produce services that strengthen customer loyalty
What Specific Skills for the Job Do You Have?
This is where you get to quickly state why you're better for the job than other people with just general business skills. If you're applying for an receptionist job, I want to know that you have friendly phone skills while being able to work complex phone systems, computer experience, the ability to multitask, and know how to keep things organized. If you're applying for an entry level position at a mechanics garage, I want to know that you can do things like change a tire, fill fluids, and change air filters. However, I don't want to read through a long list of details. Summarize. Summarize. Summarize.
Example: Highly organized multitasker who is comfortable working in fast paced office environments with a variety of personalities and technologies
Summarize Your Experience
When you summarize your experience, you want to be to the point.
Example: Over 12 years experience in law enforcement.
What Have You Accomplished?
The Experience section is where you get to brag about all the things you've done. This section is also sometimes labeled Professional Experience, Qualifications, Accomplishments, Professional Accomplishments, Career Highlights, or Relevant Experience.
This where you can to say, "I can do good things for your company. Here's proof! I've done lots of good things already, and I could do them again. I could do them for you. For example, I've...."
Don't think you have any accomplishments to speak of? Think harder. Even babies have accomplishments (e.g. learned to crawl, successfully put the round block in the round hole, etc.), so you are certain to have some in your background. You can draw from multiple sources, not just work history, so dig into your education, volunteer work, hobbies, and personal life and give it a professional twist (but don't lie). I want to see that you can take your experiences from anywhere and apply them to your work.
Have you earned favorable publicity for previous employers? Have you designed a new system that improved efficiency for a former company? Have you volunteered for a non-profit organization and helped them raise more money or offer better services in some way? Have you organized dozens of successful events for family and friends?
Accomplishments for the Chronological Resume
If you are using a chronological format, your accomplishments will be divided up by job. The job title, employer, and employment dates make up the header for each subsection. It's an organized way to say, "This is the job I had, and here are significant the things I did for my employer while I was at that job, and I will also be able to do similar things for your company."
Accomplishments for the Functional and Combined Resume
If you are using a functional or combined format, your accomplishments will be divided up into categories or topics that highlight qualities you think the employer is looking for (e.g. leadership, problem solving, project management, etc.). It's the resume way of saying, "You need somebody who can keep customers happy, and I have customer relations skills. Just look at all these wonderful things I did for the customers at my previous jobs. Those customers liked me so much that they just kept coming back for more, and that made my employers lots of money. I can do the same thing for your company."
What Else Have You Done?
If you're using a combined resume, you'll need to create a section called Employment History, Work History, Career History, Volunteer History, Previous Positions, or Professional and Volunteer History.
This is the section where you'll list your previous employers, organizations you've volunteered with, etc. You'll also need to list what positions you held and when you worked in those positions.
Do you need to list everything you've done? No. If you had a primary career but worked for a few months doing odd jobs to earn some extra money, you don't need to list those odd jobs unless you learned something significant from them or used them to achieve a significant accomplishment, and you'd like to point that out to your potential employer. Also, if you have any jobs in your history that you don't want your employer to know about, don't list them, and don't mention them unless they ask.
It's best to list all of the items in this section with the most recent position you've held at the top and the least recent at the bottom (i.e. reverse chronological order). Usually, no further details are necessary.
Education, Certification, and Licensure: Are You Legally Qualified and Still Willing to Learn?
Depending on what you put in the Education section, it may also be called Education History; Education and Licensure; Degrees, Certificates, and Licensure; Training and Certifications; Credentials; or a variation of the above headings. This section includes a list of degrees and certificates that you've earned, workshops you've taken, training programs that you've completed, and licenses you've obtained. If the industry you want to enter has any standardized tests, you'll want to also note which of these tests you've passed, even if the job you're applying for doesn't require these tests, so you can demonstrate that you truly are focused on the industry. If you've achieved any degrees, certifications, etc. with honors, that should also be noted.
In addition to telling me what formal education you've had, this section quickly lets me know if you are legally qualified for a position if it requires a special license or certification. It also will quickly let me know that you are willing to take time to get trained and that you are able to learn.
As an employer, I don't expect you to know how to do the job from day one. Every industry is different. Every company is different. Every job is different. Even if you were the resident expert at your previous company, there will be new things for you to learn at my company.I want to know that you are willing to learn new things and adapt to the way we do things at my company.
Other Special Sections
Sometimes you'll want to point out extra things that make you stand out from the crowd.
Affiliations
The Affiliation section is good to have if you belong to any groups that relate to the job opening. For example, if you are a doctor, you'll want to note that you are a member of the American Medical Association as well as any other related organizations.
The Affiliation section may also be labeled as Associations, Professional Associations, Organizations, Community Organizations, or Memberships.
Don't bother listing affiliations that have nothing to do with the job or affiliations that don't point out postivie aspects of your character. Are you a member of the Jam Makers Club? That's great, but don't tell me about it unless you're applying for a cooking position.
Even if the affiliations you have is relevant to the employment position you seek, you also need to consider how those affiliation will be judged. In general, be careful not to list any affiliations that may open you up to discrimination. It is illegal for employers to discriminate based on sex, age, ethnicity, religious beliefs, etc., but sometimes revealing such things can create an untintentional bias. Make sure that if you list a religious organization, activist organization, etc. that you only do it when you feel it will help you get the job. If you have any doubts, then leave it out.
Awards and Honors
Perhaps you've earned some impressive honors or awards that you believe demonstrate what an asset you are to an employer. For example, if you are applying for a job as a writer, it would be a good idea to list any writing contests or scholarships you've won. If you've earned medals, awards, honors, or any other special recognition while in the military, these can be highly valuable on a resume because they demonstrate a strong character and work ethic. Community awards demonstrate a positive character. Academic awards (other than completing a program with honors, which should be noted in the education section) point out your commitment to doing a job well.
Endorsements and Recommendations
If you have letters of recommendations, you can extract snippets of those letters and place them in the Endorsements section along with the name and title of the person who wrote them. It's much like when you watch ads for a movie or read the back of a book and see that there are snippets from reviews: "Best movie of the year" -- Joe Critic, Friday Night Movie News. But instead it'll look more like:
"One of the best teachers at Main High School" -- Joe Smith, Principal, Main High School
"He gave my son a love of learning that no one has ever been able to do before" -- Jane Mason, Parent
If you use endorsements, make sure that the people you use snippets from are significant in terms of the business world or the specific industry (your neighbor doesn't count unless he's also on the City Council or has some other notable role). Also ensure that you have the full letter of recommendation if it is requested.
Alternatively, if your endorsements came from previous employers, consider placing each snippet beneath the employer as it is listed in your resume, instead of having a separate Endorsements section.
Hobbies and Interests
Should you list your hobbies and interests on a resume? Well that depends. When added an Interest section to your resume, you want to be sure that the interests listed are related to the job you want.
For example, if you are applying for a job in the health care industry, and you happen to be an avid runner, then this may be a good thing to add to your resume, especially if you expect to be working with people who have sports injuries.
But your interests can work against you. If you're trying to get a job at a vegetarian restaurant, then you don't want to mention that you like to go hunting and fishing.
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See other Kristen's Guide topics in this category.
How to Write a Good Resume -- Part 1: What is a Resume and Why Do I Need One?
How to Write a Good Resume -- Part 2: Gathering Your Information
How to Write a Good Resume -- Part 4: Getting the Words Right