Tips for Writing a Good and Professional Resume / CV

A Resume or CV is more than just a list of your education and work history. It is your personal marketing tool. It is the first thing employers see, and it decides whether you will get invited to an interview or not. Recruiters usually spend only 6 to 10 seconds looking at each document before making a decision.

If you want to stand out from dozens or even hundreds of other applicants, you need a resume that is clear, well-organized, and focused on what you can offer the company. This guide shares practical and proven tips to help you write a professional resume that increases your chances of getting hired.

1. Choose the Right Format and Layout

The first impression starts with how your resume looks. A messy, crowded, or poorly designed document will make recruiters lose interest immediately.

Best practices for layout:

Use the right format: The Reverse-Chronological Format is the most recommended. It lists your most recent education and experience first. This is also the most ATS-friendly format.

Keep it simple: Avoid too many colors or fancy graphics. Stick to clean fonts: Arial, Calibri, Roboto, or Times New Roman. Size 10-12 for body text and 14-16 for headings.

Control the length: 1 page for students and fresh graduates. Max 2 pages for professionals with 10+ years experience.

Set proper spacing: Use margins of 2 to 2.5 cm and 1.0 or 1.15 line spacing. White space makes it easier to scan.

Save in PDF format: Always save as PDF. Name your file professionally: JohnSmith_Resume.pdf not CV Final Fix 3.pdf

ATS Tip 2026: Avoid text boxes, headers, footers, and tables. Many ATS cannot read them and your data will be lost.

2. Include Only Relevant and Necessary Information

✅ Contact Information

John Smith
Singapore, Singapore | +65 9123-4567 
john.smith@email.com | linkedin.com/in/johnsmith

Avoid: age, religion, marital status, ID number, or photo unless the job ad specifically asks.

✅ Professional Summary or Objective

For Fresh Graduates → Career Objective:

“Recent Business Administration graduate from National University of Singapore with GPA 3.68/4.00. Proficient in Microsoft Office and data entry. Completed 3-month internship managing 250+ documents. Eager to contribute organizational skills to support ABC Company's operations.”

For Experienced → Professional Summary:

“Administrative Officer with 3 years of experience managing daily operations and documents. Improved filing system efficiency by 20% and supported a team of 10 people. Detail-oriented, reliable, and skilled in Excel and client communication.”

✅ Education Background

Bachelor of Management | National University of Singapore, Singapore
Graduated: October 2024 | GPA: 3.68 / 4.00
Relevant Courses: Office Management, Business Communication, Basic Accounting

✅ Work / Internship Experience
Use the formula: Action Verb + Task + Result + Number

❌ Weak: “Responsible for sales and customer service.”

✅ Strong: “Served 30+ customers daily, processed orders, and helped increase monthly sales by 12% in 6 months.”

Administrative Intern | Global Trading Ltd, Singapore
June 2024 - September 2024
- Organized and archived more than 250 company documents using digital filing system
- Assisted in preparing monthly reports using Microsoft Excel, reducing errors by 15%
- Responded to 20+ client inquiries per week by email and phone with 98% satisfaction

✅ Skills

Hard Skills: Microsoft Office (Excel, Word, PowerPoint), Data Entry, Accounting, Digital Marketing, Canva, English (Fluent)

Soft Skills: Communication, Teamwork, Time Management, Problem-Solving, Adaptability, Attention to Detail

Pro Tip: Copy 5-7 keywords directly from the job description and put them here.

✅ Additional Information

Certifications: Microsoft Office Specialist (Excel) - 2024

Languages: English (Fluent), Mandarin (Basic)

Volunteer: Event Coordinator, University Student Association 2023

3. Customize Your Resume for Each Job

Sending the same resume everywhere is the #1 reason people get rejected.

How to customize in 5 minutes:

1. Read the job description and highlight 5 keywords. Example: "Excel, Reporting, Communication, Deadline, Teamwork"

2. Make sure those exact words appear in your Skills and Experience section.

3. Move your most relevant experience to the top.

Why: 75% of big companies use ATS software first. If your resume doesn't have the keywords, a human will never see it.

4. Use Clear and Professional Language

Use strong action verbs: Managed, Organized, Created, Improved, Achieved, Assisted, Developed, Coordinated.

Keep sentences short: Use bullet points, not long paragraphs.

Check spelling and grammar: Use Grammarly. Ask 1 friend to read it.

Be honest: Never lie. Employers can check LinkedIn and references.

5. Common Mistakes You Must Avoid

❌ Unprofessional email: coolguy99@gmail.com → Use john.smith@email.com

❌ Irrelevant information: Hobbies like "watching movies" unless applying to a media company.

❌ Too much text: Walls of text. Use bullet points max 2 lines each.

❌ Using photos: Not needed for US, UK, Canada, Singapore. Can cause bias.

❌ Outdated information: Double check phone number and dates.

6. Final Checklist Before Sending

✅ Is the layout clean and easy to read in 10 seconds?

✅ Is it saved as PDF with a professional file name?

✅ Are there zero spelling or grammar errors?

✅ Does it contain keywords from the job description?

✅ Is all information true and contact info correct?

Q&A

Q: Should I include a photo on my resume for international jobs?
A: No. In US, UK, Canada, Australia, and Singapore it’s not common and can lead to bias. Only include if the company or country specifically asks.

Q: What phone number format should I use for international applications?
A: Use international format. Example Singapore: +65 9123-4567. Example US: +1 555-123-4567. Example UK: +44 7700 900123

Q: What if I have no work experience?
A: Focus on internships, volunteer work, organization experience, and projects. Example: "Managed social media for university event with 500+ attendees."

Final Thoughts

Writing a good professional resume takes time, but it is one of the best investments you can make for your career. A great resume does not guarantee you the job, but it guarantees you the chance to prove yourself in an interview.

Remember: Your resume is not about what you want from the company, it is about what you can give to them. Focus on showing your value, keep it clear and honest, and you will have a much better chance of standing out.

Disclaimer: This guide follows standard international recruitment practices. Requirements may vary depending on the company, industry, or country. Always adapt your resume to fit the specific job you are applying to.