Resume Formatting and Design Tips
Imagine a hiring manager is reviewing hundreds of resumes a day trying to find the right administrative assistant for a department. Ask yourself, would the hiring manager appreciate a resume that is three pages long? What about a resume that is written using an italic font or a resume with so much information that the margins are set at 0.5 inches.
Correctly formatting a resume makes a resume easy to read. It allows the recruiter to see more clearly an applicant’s skills. Consistent formatting throughout the document is also essential for efficiently conveying information to the reader. This means using the same font, aligning the dates or job titles, and demarcating sections using subheadings.
General Tips
• Resumes are usually one to two pages. In some instances, such as research positions, a three- or four-page resume is acceptable. Therefore, including numbering pages are unnecessary.
• Resumes tend not to have any page borders, tables, or text boxes. The only part that can sometimes be found in the text box is personal information.
• No information should appear in the header or footer of a document. All information should be contained in the body of the document.
Page Setup
• Margins should be set at 1-inch width on all sides of the page. Anything more or less will be unusual, and the reader will pick up on this difference.
• Always use portrait orientation for resumes. It may look better to see the one-liners appear as one line of text on a document, but it is uncustomary to use landscape orientation for resumes.
• The paper size to use varies depending on where in the world the job is located. Therefore, select the appropriate paper size for the country where the position is based.
- Canada and the United States use 8½ by 11.
- The United Kingdom uses A4.
• ‘White space’ or ‘negative space’ is the part of the page that does not contain any text. In other words, it is the rest of this line that does not contain any text.
• White space is essential because it gives the reader the space to read the resume and absorb the information. Too little white space and the document will appear congested. Too much white space and the reader may wonder whether the candidate has the right number of years of experience.
Paragraph Setup
• Using line spacing of 1.15 points gives the reader enough space to understand the one-liners. However, create more space between the sections to ensure the reader knows that a new section is about to begin.
• Align the text to the left. Justifying text might look good; however, justified text often creates odd spacing between letters.
• Bullet points are great for one-liners. Keep the one-liners brief and no more than 1 to 2 lines. Consider using a bullet point with a minimal design, like a solid circle, an empty circle, a short line or a small solid square.
• It is not necessary to use numbers to demarcate sections. Numbers should only be used to quantify accomplishments or contact information at the top of the resume.
Font
• Choose a font that is easy for the reader to read and where there is enough space between each letter. (e.g., Calibri, Arial or Times New Roman)
• Too many fonts are distracting for the reader. Choose a font and stick with it through the resume.
• The size of the text is essential. Too small and it will strain the reader’s eyes. Too big, and you will not be able to fit everything on one or two pages. Font 11 or 12 is a good size.
• Bolded, italicized, and underlined text should be used in moderation because it could sometimes make a document more challenging to read. In a functional style resume, consider drawing attention to your skill categories using bolded or underlined text. In a chronological style resume, italicized job titles might be a good idea.
• Capitalization should be avoided. It is easier to read in sentence case.
• Colorful text or highlighted text is distracting for the reader. Keep to black font on a white background.
Proofing
• Correct spelling, proper grammar, and good punctuation are an absolute necessity. Set the word processer to the appropriate language and make sure to spell check the resume. Also, perhaps ask a friend or a family member to review the text for errors.
• Acronyms, abbreviations, clichés, and workplace jargon should not appear in the resume. If a friend or a family member does not understand what a word means, change the word.
Think of a resume like a product you create to promote your services. It is a marketing tool, so spend time strategizing how to show that you are an essential asset to a prospective employer.