How to Write a CV Step by Step for Your Next Job

In brief: To write a CV step by step, first find out which document the employer expects, then gather your experience and education and organize the relevant details into clear sections. Show what you contributed, tailor the draft to the posting, and check every claim and contact detail before you send it.

Three things to remember

1. Match the document to the role and country.
2. Show what you did, not just your responsibilities.
3. Follow the instructions and check the final file.

1. Choose the document the employer expects

"CV" can mean different things depending on where you're applying. Before you choose a template, read the posting and check which kind of document the employer wants.

In the U.S., most nonacademic employers expect a focused resume. An academic CV can be longer. It may include research, publications, presentations, teaching and awards alongside other relevant experience.

The University of Cincinnati's CV guidance describes material that can go into an academic or research CV. For a European application, the official Europass CV tool is an option if it suits your needs or the employer asks for it. Not every European employer requires Europass.

2. Gather your material

Start with a private master document. It doesn't need to look polished, and it doesn't need to fit on a page. List your roles and employers, dates, education and training, along with projects and volunteer activities.

Then go back through each experience and add what you did, which tools or skills you used, and any results you can substantiate. Keep the longer record for yourself; it'll give you material to choose from when you're preparing an application, including details that might not belong in the draft you're working on now but could be useful later.

3. Set up the main sections

Put your name, professional email address and phone number at the top. You can add LinkedIn if your profile is current and useful for the role.

For a job-focused CV or resume, give the reader familiar headings:

• Work Experience: Add job titles, employers, locations and dates. Most people list the most recent role first.
• Education: Name the institutions and relevant qualifications.
• Skills: Choose skills that fit the posting and that you can discuss in an interview.
• Projects or Volunteer Experience: Use these to show relevant skills, particularly if you have limited paid experience.

Put your strongest, most relevant evidence somewhere easy to find. A recent graduate, for instance, might place education or a relevant project above a short work history. An academic CV may also need sections for publications, presentations, teaching or research.

4. Turn duties into evidence

A responsibility tells the reader what fell within your role. A useful bullet also shows what you did. Start with an action, then add its purpose or result when that helps explain your contribution.

Before: Responsible for updating onboarding materials.

After: Revised onboarding materials to help new hires find procedures and contacts.

The second bullet gives the reader a clearer picture of the work without claiming a result that hasn't been established. It's an illustration, not wording to copy unless it describes your own experience.

Turns out you don't need a number in every bullet. Use one when it's accurate and helps the reader understand your contribution. A specific description can work on its own.

5. Tailor the draft to the posting

Read the posting with your draft open beside it. Mark the skills, experience and responsibilities the employer emphasizes, then look for the places where your own record provides relevant evidence.

Work through the draft in this order:

1. Move relevant roles, projects and bullets into more prominent positions.
2. Shorten older or less relevant entries when they distract from stronger evidence.
3. Use the posting's terms where they truthfully describe your experience.
4. Remove anything you can't explain or support.

There's no need to copy the job description. Don't add a skill just because you see it in the posting, either. Some employers use applicant tracking systems to store and process applications, but a person also needs to understand what you've written.

For an early-career nonacademic resume, one page is a useful starting point. Use more room if your relevant experience warrants it, and respect any page limit in the posting. Academic CVs can need more space for a fuller scholarly record.

6. Make the file easy to review

Choose a simple font and recognizable headings. Keep your dates consistent throughout the document. Elaborate columns and graphics can make a file harder to edit or process, so a straightforward layout is a practical choice.

Caution: Don't include a photo, date of birth, marital status or nationality just because a template provides a space. Expectations differ by country and application. Check the employer's instructions and relevant local guidance before sharing personal details.

Before you submit, run through the file once more:

• Check names, dates, spelling and contact details.
• Test any links you've included.
• Follow the employer's file-format and submission instructions.
• Open the finished file and check text order, missing content and page breaks.
• Compare your first few bullets with the posting. Make sure they show your most relevant work.

Thing is, the draft you edited and the finished file aren't always the same thing to review. Open the file you'll actually submit, not just the document you were working in.

For related job-search reading, visit the DossierPro career journal.

CV writing questions

What can I put on a CV with no work experience?

Look at your education, projects, volunteer work and activities. Choose the ones that demonstrate skills relevant to the role, and explain what you contributed rather than simply listing the activity.

Should I use the same CV for every job?

Keep one master version, then make a copy for each application. You don't have to rewrite every line. Reordering, clarifying or removing details can help the reader find your most relevant evidence.

Do I need numbers in every bullet?

No. A reliable figure can add useful context, but clear, specific wording also helps a reader understand your work. Never invent a result to make a bullet sound stronger.

The bottom line

Choose one posting and identify what it asks for. Build the document around experience you can substantiate, then check the submission instructions and open the finished file before sending it.