Writing a resume

How do you write a resume that convinces?

Hiring managers typically receive so many applications that they must first filter them. To do this, they quickly scan the most important information to check whether the basic requirements are met.

The classic resume in tabular format allows them to quickly grasp what is relevant: professional positions, accumulated experience, and key personal details.

This is done in reverse chronological order, meaning you list your current position first and then work your way backward in time.

Format and design: Clear layout and structured organization

When it comes to structure and layout, keep the following in mind:

Length

• Maximum of two A4 pages

• As concise as possible, as detailed as necessary

   

Font and size

• Headings: 14–16 pt
• Body text: 10–12 pt

• Use professional, easy-to-read fonts (e.g., Arial, Calibri, Roboto)

   

Layout and design

• Use bullet points instead of long paragraphs
• Ensure strong readability with clear contrast
• Maintain a clean, consistent visual style (avoid clutter)

• Use uniform spacing throughout

   

File and formatting

• Always send your resume as a PDF

• Use a clear and descriptive file name (e.g., Resume-Max-Mustermann.pdf)

   

Place, date, signature

• Indicates careful preparation
• Signature—ideally handwritten (e.g., scanned, photographed, or added as a digital signature via a PDF tool)**

What should be included in a resume?

While you explain your motivation for applying in your cover letter, your resume should focus on the verifiable facts of your background. Which content is ultimately relevant always depends on the specific role and can vary from one job posting to another.

However, the following list provides a solid guideline you can use:

Personal details

Goal: Provide a quick overview of the most important contact information

• Full name 
• Address 
• Phone number
• Email address
• Optional: Photo, date of birth, social media profiles/website 

Professional experience

Goal: Demonstrate your work experience

• Start with your current or most recent position
• Structure: Job title, company name + location, time period, 3–5 key responsibilities

Education

Goal: Outline your formal qualifications

• Start with your most recent education
• Structure: Type of degree, institution + location, time period, key subjects
• Optional: Final grades

Skills and competencies

Goal: Provide a quick overview of relevant abilities

• Language skills (with levels such as A1, B2, etc.)
• IT/software skills
• Hard skills (technical/professional abilities)
• Soft skills (personal strengths, e.g., teamwork)

Further Training and certifications

Goal: Show continuous professional development

• Relevant training, online courses, workshops
• Structure: Course name/content, institution + location, time period
• Optional: Results or certifications

Volunteer work / extracurricular activities

Goal: Highlight social skills and personal engagement

• Club activities, mentoring, volunteer services

Hobbies and interests (optional)

Goal: Round out your personal profile and highlight transferable skills

• Only include if they add value or are relevant to the role
• Avoid irrelevant or controversial topics
• Avoid overly personal or passive hobbies (e.g., late-night gaming, binge-watching Netflix)

Writing with impact: Using action verbs effectively

Once you have defined the structure and content of your resume, the next step is fine-tuning. Resumes are often only scanned—according to an eye-tracking study by Ladders, recruiters form a first impression in as little as 7.4 seconds. What matters is not only what you have done, but how you present it.

Use action verbs instead of passive language

Avoid describing your responsibilities as a simple list of duties (e.g., “Responsible for…”, “Tasks included…”). These passive formulations can make you appear like a bystander in your own career. Instead, use strong action verbs to convey initiative and a results-driven mindset.

Ideally, place these verbs at the beginning of your bullet points. This aligns with natural on-screen reading behavior, known as the “F-pattern,” where attention is highest along the left-hand side of a document.

By linking your experiences with strong action verbs, you turn a simple list of tasks into a record of achievements. This creates a compelling foundation before we move on to the next step: strategically addressing critical points in your career path.

Potential pitfalls in your resume and how to handle them correctly

Employment gaps

Long periods without employment stand out and can invite speculation if left unexplained.

Solution: Clearly indicate how you spent this time. Ideally, the gap does not appear as inactivity—you can highlight professional development, language courses, or volunteer work. Private activities such as caregiving or personal health issues should also be disclosed. Use carefully chosen language, e.g., “career reorientation” or “active job search” instead of “unemployed.”

Frequent job changes

Switching employers every few months can make you appear inconsistent or lacking perseverance.

Solution: Group short-term positions under a thematic heading (e.g., “Project experience in marketing”) or clarify them as temporary roles, parental leave coverage, or project-based work.

Career changes

A varied career path (e.g., hospitality, then accounting, then IT) may appear unfocused.

Solution: Include a short profile (2–3 sentences) at the top of your resume explaining your motivation and the common thread connecting your roles—such as analytical thinking or customer focus. Highlight transferable skills relevant to the new position.

Overqualification

Applying for a position for which you have too much experience can raise concerns that you might get bored quickly or expect a higher salary.

Solution: Adjust your focus to the requirements of the role and use your cover letter to explain your interest in a content-driven shift and your conscious choice to take on less responsibility.

Incomplete education or dropped studies

An unfinished degree or extended study period can give the impression of indecision or lack of persistence.

Solution: Emphasize the modules or skills you completed. Avoid using the word “dropped out” and instead frame it as a “shift in focus to …”. If your studies were lengthy, mention relevant practical experience or part-time jobs that demonstrate your expertise and explain the extended timeline.

Limited or short work experience

Entry-level applicants often face the challenge of competing with more experienced candidates.

Solution: Highlight practical experience during studies or vocational training, projects, part-time jobs, internships, or relevant courses. This demonstrates your willingness to learn and shows that you possess relevant skills, even if not in a full-time professional role.

Extra Tips to make your resume stand out from the pile of applicants

A strong resume is crucial. You often have to compete with a large number of applicants, and even for general applications, you need to clearly demonstrate the value you can offer, even without a specific job posting.

To make a lasting impression and differentiate yourself from competitors, consider the following points:

Make your resume ATS-friendly

Many companies use Applicant Tracking Systems (ATS), software that scans resumes for keywords. Ensure clear headings, a simple layout, standardized job titles, and commonly used industry keywords.

Include a concise profile

Place 2–3 sentences at the top that summarize who you are professionally, what skills you bring, and what sets you apart. This makes you appear both professional and approachable.

Support responsibilities with achievements and numbers

Don’t just list what you did—highlight what you accomplished. Whenever possible, quantify your achievements, e.g., “Optimized processes, resulting in a 30% time savings.”

Tell a story

Draw a clear narrative that logically connects your previous roles. This creates an argument showing how your skills and experiences make you a perfect fit for the position.

Incorporate keywords from the job posting

This shows that you have carefully read the job description. If the keywords match your experience, it will be immediately clear to recruiters.

Use a modern, clean design

Subtle, professional color accents, clear structure, and readable fonts create a fresh layout that signals professionalism.

Highlight soft skills with examples

Just as in interviews, your personal skills should be demonstrated convincingly. Instead of simply listing “teamwork,” provide an example: “Coordinated teams across 3 locations.”

Have your resume reviewed by others

A fresh pair of eyes can catch errors or ambiguities you may overlook after repeatedly reviewing the same document. At least one other person should proofread your resume.

Common mistakes to avoid on your resume

Overly general statements

Avoid vague descriptions that say little. Phrases like “responsible for many tasks” do not help a potential employer assess your skills. Focus on concrete responsibilities and measurable achievements.

Hiding gaps

There are many reasons for employment gaps, and these should not be concealed. Doing so can appear unprofessional or suggest you have something to hide. Honesty often earns points. Whether it’s caregiving, career reorientation, or further training, clearly state the reason for the gap.

Unclear positions or timeframes

Ensure your entries are coherent and leave little room for questions. Precise wording and accurate dates appear more professional and build trust.

Unnecessary information

More is not automatically better. Details like the primary school you attended or hobbies unrelated to the job unnecessarily bulk up your resume. Focus on information relevant to the position. This saves recruiters time and makes your application more appealing.

Unprofessional layout

Disorganized formatting, inconsistent fonts, or dense text blocks make a resume difficult to read and appear unprofessional. Maintain a clear structure, highlight key information, and ensure your layout guides the reader naturally. Color choices should be thoughtful, reflecting your personality or the company’s style without being overwhelming.

FAQ on the topic of resumes