Resume Format Guide: Choosing the Right Structure for Your Career Level

Soubhik Dawn Avatar
Soubhik Dawn

image showing three different resumes with different formats- (1) reverse-chronological resume format, (2) functional resume format, and (3) combination resume format

Choosing the right resume format isn’t about aesthetics—it’s about presenting your experience in a way that both Applicant Tracking Systems (ATS) and recruiters can quickly process. With 75% of large employers using Applicant Tracking Systems (ATS) to filter applications, the format you choose directly impacts whether your resume reaches human eyes.

In this guide, you’ll learn:

Understanding the Three Core Resume Formats

Reverse-Chronological Resume

The reverse-chronological format lists your work experience starting with your most recent position and working backward. This is the most widely accepted resume format and the safest choice for 90% of job seekers.

Structure:

  • Contact information
  • Professional summary or objective
  • Work experience (most recent first)
  • Education
  • Skills
  • Additional sections (certifications, volunteer work, etc.)

Best for:

  • Mid to senior-level professionals with consistent work history
  • Job seekers staying in the same industry
  • Anyone with 2+ years of relevant experience
  • Applicants with clear career progression

Why it works:

Recruiters spend an average of 3-7 seconds scanning resumes. The reverse-chronological format puts your most relevant, recent experience at the top where it gets immediate attention. ATS systems are also optimized to parse this format since it’s the industry standard.

When to avoid:

If you have significant employment gaps, are changing careers entirely, or have limited work experience in your target field.

Reverse chronological resume sample:

Gavin belson

San Francisco | (206) 555-0147 | gavin.belson@email.com | linkedin.com/in/gavinb

SUMMARY

Software Engineer with 6 years of experience in full-stack development and cloud architecture. Experienced in building scalable applications, leading technical teams, and implementing DevOps best practices. Demonstrated ability to deliver high-quality software solutions that drive business growth and improve user experience.

EXPERIENCE

Senior Software Engineer
Tech Innovations Inc | San Francisco, CA | March 2022 – Present

  • Led development of microservices architecture serving 2M+ daily active users, reducing API response time by 40%
  • Architected and implemented CI/CD pipeline using Jenkins and Docker, decreasing deployment time from 2 hours to 15 minutes
  • Mentored team of 5 junior developers, conducting code reviews and technical training sessions to improve code quality by 35%
  • Migrated legacy monolithic application to AWS cloud infrastructure, resulting in 50% cost reduction in hosting expenses
  • Collaborated with product managers and designers to define technical requirements and deliver features aligned with business objectives

Software Engineer
Digital Solutions Corp | Austin, TX | June 2019 – March 2022

  • Developed and maintained RESTful APIs using Node.js and Express, processing 500K+ transactions daily
  • Built responsive web applications using React and Redux, improving user engagement metrics by 28%
  • Implemented automated testing framework with Jest and Cypress, increasing code coverage from 45% to 85%
  • Optimized database queries and indexing strategies in PostgreSQL, reducing query execution time by 60%
  • Participated in agile ceremonies and contributed to sprint planning, estimation, and retrospectives

Junior Software Developer
StartUp Ventures | Austin, TX | January 2018 – June 2019

  • Contributed to full-stack development of e-commerce platform using Python Django and JavaScript
  • Fixed bugs and implemented feature enhancements based on user feedback and business requirements
  • Collaborated with cross-functional teams to deliver projects on time and within scope
  • Documented technical specifications and created user guides for internal stakeholders

EDUCATION

Bachelor of Science in Computer Science
University of Texas at Austin | Austin, TX | 2017

CERTIFICATIONS

  • AWS Certified Solutions Architect – Associate | 2023
  • Google Cloud Professional Cloud Developer | 2022

SKILLS

  • Programming Languages: JavaScript, Python, Java, TypeScript, SQL
  • Frameworks & Libraries: React, Node.js, Express, Django, Redux, Next.js
  • Cloud & DevOps: AWS, Google Cloud Platform, Docker, Kubernetes, Jenkins, CI/CD, Terraform
  • Databases: PostgreSQL, MongoDB, MySQL, Redis
  • Tools: Git, Jira, Confluence, Postman, VS Code

Functional Resume

The functional resume emphasizes skills and qualifications over chronological work history. It groups experience by skill category rather than by job title or employer.

Structure:

  • Contact information
  • Professional summary
  • Skills categories (with achievements under each)
  • Brief work history (company names, titles, dates only)
  • Education

Best for:

  • Career changers pivoting to new industries
  • Job seekers with employment gaps
  • Recent graduates with limited work experience
  • Professionals with diverse, non-linear career paths

Why it works:

This format lets you highlight transferable skills that might get buried in a chronological listing. If you’re moving from teaching to corporate training, for example, you can group all your “instructional design” achievements together regardless of where they occurred.

The catch: Many recruiters view functional resumes with skepticism, assuming you’re hiding something. More importantly, ATS systems struggle to parse functional formats because they’re designed to extract data from chronological job listings. Use this format only when absolutely necessary.

Functional resume sample:

Gavin belson

New York, NY | (206) 555-0147 | gavin.belson@email.com | linkedin.com/in/gavinb

SKILLS SUMMARY

Financial Modeling & Analysis

Built comprehensive financial models for Fortune 500 clients, projecting revenue streams and analyzing investment opportunities worth $50M+. Utilized advanced Excel functions, macros, and data visualization tools to present complex financial data to executive leadership, resulting in data-driven decisions that improved portfolio performance by 18%.

Strategic Planning & Forecasting

Developed annual budgets and quarterly forecasts for multi-million dollar business units, achieving 95% forecast accuracy. Conducted variance analysis and identified cost-saving opportunities totaling $2.3M annually. Collaborated with department heads to align financial goals with strategic business objectives.

Data Analytics & Business Intelligence

Leveraged SQL, Python, and Tableau to extract insights from large datasets, creating automated reporting dashboards that reduced manual reporting time by 60%. Performed statistical analysis and predictive modeling to identify market trends and optimize pricing strategies, leading to 12% revenue growth.

EXPERIENCE

Senior Financial Analyst | Global Finance Corp | New York, NY | June 2021 – Present

  • Lead financial planning and analysis for $500M business division, delivering monthly variance reports and strategic recommendations to C-suite executives
  • Spearheaded implementation of new financial reporting system, improving reporting accuracy by 30% and reducing close cycle time by 5 days
  • Managed annual budgeting process for 8 departments, coordinating with cross-functional teams to align financial targets with corporate strategy
  • Conducted ad-hoc financial analysis for M&A opportunities, including due diligence and valuation modeling

Financial Analyst | Investment Partners LLC | Chicago, IL | August 2018 – June 2021

  • Performed financial modeling and valuation analysis for equity research coverage of technology sector companies
  • Created detailed financial reports and presentations for investment committees, supporting $100M+ in investment decisions
  • Developed automated Excel templates that reduced monthly reporting preparation time by 40%
  • Monitored portfolio performance and conducted risk analysis for diversified investment portfolio

Junior Analyst | Accounting Solutions Inc | Chicago, IL | June 2016 – August 2018

  • Supported financial close process including journal entries, account reconciliations, and financial statement preparation
  • Assisted in preparation of quarterly and annual reports for external stakeholders and regulatory filings
  • Maintained financial databases and ensured data integrity across multiple accounting systems

EDUCATION

Master of Business Administration (MBA) – Finance Concentration
Northwestern University Kellogg School of Management | Evanston, IL | 2018

Bachelor of Science in Finance
University of Illinois Urbana-Champaign | Champaign, IL | 2016

CERTIFICATIONS

  • Chartered Financial Analyst (CFA) Level II Candidate | CFA Institute
  • Financial Modeling & Valuation Analyst (FMVA) | Corporate Finance Institute | 2022

SKILLS

  • Technical Skills: Advanced Excel (VBA, Macros, Pivot Tables), SQL, Python, Tableau, Power BI, Bloomberg Terminal, SAP, Oracle Financials
  • Financial Analysis: Financial Modeling, Valuation (DCF, Comparable Analysis), Budgeting & Forecasting, Variance Analysis, Risk Management
  • Core Competencies: Strategic Planning, Business Intelligence, Data Visualization, Financial Reporting, GAAP, M&A Analysis

Combination Resume

The combination (or hybrid) resume merges elements of both chronological and functional formats. It leads with a skills summary, then follows with reverse-chronological work history.

Structure:

  • Contact information
  • Professional summary
  • Skills summary (3-5 key skill areas with brief examples)
  • Work experience (reverse-chronological)
  • Education
  • Additional sections

Best for:

  • Senior-level professionals with deep expertise
  • Career changers with some relevant experience
  • Job seekers with diverse skill sets
  • Professionals applying for roles requiring specific technical skills

Why it works:

You get the best of both worlds—immediate visibility for your key qualifications plus the chronological context recruiters expect. This format works well for roles where specific skills are make-or-break requirements.

When to avoid:

Entry-level positions where you don’t have enough experience to fill both sections meaningfully, or when applying to companies that use strict ATS filtering (stick with reverse-chronological for maximum compatibility).

Combination resume sample:

Laurie Bream

Boston, MA | (206) 555-0147 | laurie.bream@email.com | linkedin.com/in/laurie.b

OBJECTIVE

Dedicated educator with 8 years of experience developing curriculum, managing diverse student needs, and fostering inclusive learning environments. Seeking to transition into corporate training and development role to leverage instructional design expertise, communication skills, and passion for adult learning to drive employee engagement and organizational success.

SKILLS SUMMARY

Instructional Design & Curriculum Development

Created and implemented standards-aligned curriculum for 150+ students across multiple grade levels, utilizing backward design principles and differentiated instruction strategies. Developed 200+ lesson plans incorporating multimedia resources, hands-on activities, and formative assessments that improved student achievement scores by 22%. Designed comprehensive unit plans that addressed diverse learning styles and abilities.

Training & Professional Development

Delivered 50+ professional development workshops for teachers on classroom management, technology integration, and pedagogical best practices. Mentored 12 new teachers and student teachers, providing coaching on lesson planning, assessment strategies, and classroom organization. Led grade-level team meetings and collaborative planning sessions focused on continuous improvement and data-driven instruction.

Communication & Stakeholder Management

Built strong relationships with parents, administrators, and community partners through regular communication and collaboration. Conducted 300+ parent-teacher conferences annually, presenting student progress data and actionable recommendations. Created engaging presentations and reports for school board meetings and parent information sessions, translating complex educational concepts into accessible language.

Data Analysis & Performance Assessment

Analyzed student assessment data using Excel and educational platforms to identify learning gaps and inform instructional decisions. Developed and implemented individualized learning plans for 30+ students with diverse needs, tracking progress through data collection and analysis. Created visual reports and dashboards to communicate performance trends to stakeholders.

EXPERIENCE

Lead Teacher & Instructional Coach | Lincoln Elementary School | Boston, MA | 2019 – Present

4th Grade Teacher | Washington Elementary School | Boston, MA | 2016 – 2019

3rd Grade Teacher | Roosevelt Elementary School | Cambridge, MA | 2016 – 2019

EDUCATION

Master of Education in Curriculum & Instruction
Boston University | Boston, MA | 2018

Bachelor of Arts in Elementary Education
University of Massachusetts Amherst | Amherst, MA | 2015

CERTIFICATIONS

  • Massachusetts Teaching License – Elementary Education (Grades 1-6)
  • Instructional Design Certificate – Association for Talent Development (ATD) | 2024
  • Google Certified Educator Level 2 | 2023
  • Project Management Fundamentals – LinkedIn Learning | 2024

SKILLS

  • Training & Development: Curriculum Design, Instructional Design, Workshop Facilitation, Adult Learning Principles, Learning Management Systems (Canvas, Schoology), E-Learning Development
  • Technical Skills: Microsoft Office Suite (Advanced PowerPoint, Excel), Google Workspace, Articulate Storyline, Canva, Video Editing, Learning Analytics
  • Core Competencies: Presentation Skills, Coaching & Mentoring, Project Management, Change Management, Needs Assessment, Performance Evaluation, Stakeholder Engagement

Resume Formatting Best Practices for ATS Compatibility

Margins and Spacing

Standard margins:

0.5 to 1 inch on all sides

  • 1-inch margins are safest for ATS parsing
  • 0.5-inch margins work if you need more space but can cause parsing issues with some systems
  • Never go below 0.5 inches—content may get cut off when printed or scanned

Line spacing:

1.0 to 1.15

  • Single spacing (1.0) maximizes space but can feel cramped
  • 1.15 spacing improves readability without wasting space
  • Use consistent spacing throughout—don’t mix different line heights

Section spacing:

Add 1.5x to 2x line spacing between major sections to create visual separation without using graphics or lines that confuse ATS.

Professional Resume Fonts

ATS-safe fonts:

  • Arial
  • Calibri
  • Garamond
  • Georgia
  • Helvetica
  • Times New Roman
  • Trebuchet MS

Font size guidelines:

  • Body text: 10-12 pt (11 pt is the sweet spot)
  • Your name: 16-20 pt
  • Section headers: 12-14 pt
  • Never go below 10 pt—if your resume doesn’t fit, cut content, don’t shrink fonts

What to avoid:

  • Decorative fonts (Papyrus, Comic Sans, Brush Script)
  • Fonts with unusual character spacing
  • Multiple fonts in one resume (pick one and stick with it)
  • All caps for entire sections (use for headers only, sparingly)

Section Headers and Organization

Essential sections:

  • Contact information
  • Professional summary or objective
  • Work experience
  • Education
  • Skills

Optional sections:

  • Certifications and licenses
  • Professional development
  • Volunteer experience
  • Publications or presentations
  • Languages
  • Technical proficiencies

Header formatting:

  • Use standard section names: “Work Experience” not “Where I’ve Made an Impact”
  • Bold or slightly larger font for headers
  • Consistent formatting across all section headers
  • Avoid graphics, tables, or text boxes for headers

Bullet Points and Content Structure

Bullet point best practices:

  • Use standard bullet symbols (•, ◦, ▪) not custom icons or images
  • Start each bullet with a strong action verb
  • Include metrics and quantifiable achievements
  • Keep bullets to 1-2 lines maximum
  • Use 3-6 bullets per position (more for recent roles, fewer for older ones)

Achievement-focused format:


Copied!

[Action Verb] + [What You Did] + [Metric/Result]

Example:

  • Increased sales revenue by 34% ($2.1M) by implementing targeted email campaigns and optimizing conversion funnel
  • Reduced customer support ticket resolution time from 48 hours to 6 hours by creating self-service knowledge base

File Format and Naming

Safest file formats:

  • .docx (Microsoft Word) – Best ATS compatibility
  • .pdf – Good for preserving formatting, but some older ATS struggle with parsing

When to use each:

  • Use .docx unless the job posting specifically requests PDF
  • If submitting PDF, ensure it’s text-based (not a scanned image)
  • Test your PDF by trying to copy/paste text from it—if you can’t, neither can the ATS

File naming convention:


Copied!

FirstName_LastName_Resume.docx

OR

LastName_FirstName_Resume.docx

Not: “Resume_Final_v3_NEW.docx”

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For more tips, tricks, and best practices, refer to this free Resume Writing Guide.

  • Reverse-chronological resume format is the best choice for most candidates, no matter their industry or seniority level.
  • Combination resume format can work well for senior professionals with stellar achievements or for career-changers with extensive experience in their previous field.
  • Functional resume format is generally risky: most recruiters don’t like it, and it might not pass some ATS scans. You could use it when applying for creative roles, but only when handing out physical copies of your resume at a career fair or an in-person event. Never use this format when applying to jobs online.

Here’s a flowchart which should help you choose the right resume format for your situation.

Flow chart outlining the logic for selecting the most appropriate resume format based on one's career level and career change situation

Entry-Level Resume Format

Recommended format:

Reverse-chronological

Key sections to emphasize:

  • Education (move this above work experience if you’re a recent graduate)
  • Relevant coursework (only if directly applicable to the role)
  • Internships and co-op experience
  • Projects (academic or personal that demonstrate skills)
  • Volunteer work (shows initiative and soft skills)

What to include when experience is limited:

  • Campus leadership roles
  • Part-time jobs (emphasize transferable skills)
  • Academic achievements and honors
  • Relevant technical skills and tools
  • Extracurricular activities that demonstrate skills

Length:

Stick to one page. With limited experience, you shouldn’t need more.

Mid-Level Resume Format

Recommended format:

Reverse-chronological or combination

Key sections to emphasize:

  • Work experience (should be the bulk of your resume)
  • Quantifiable achievements in each role
  • Career progression (promotions, expanded responsibilities)
  • Technical and soft skills relevant to target role
  • Professional certifications

What to include:

  • Last 10-15 years of experience (older roles can be condensed)
  • 4-6 bullets for recent positions, 2-3 for older ones
  • Metrics that demonstrate impact (revenue, efficiency, team size)
  • Leadership experience and cross-functional collaboration
  • Industry-specific tools and methodologies

Length:

1-2 pages. Use two pages only if you have 10+ years of relevant experience.

Senior-Level and Executive Resume Format

Recommended format:

Combination resume

Key sections to emphasize:

  • Executive summary (3-4 lines highlighting leadership impact)
  • Core competencies (strategic skills and areas of expertise)
  • Professional experience (focus on leadership and business impact)
  • Board positions and advisory roles
  • Speaking engagements and publications (if relevant)

What to include:

  • Strategic initiatives and organizational impact
  • Budget and P&L responsibility
  • Team size and scope of leadership
  • Cross-functional and stakeholder management
  • Industry recognition and thought leadership

Length:

2 pages is standard for executive roles. Every line should demonstrate strategic value.

Resume Format for Career Changers

Career changers face a unique challenge: your most recent experience may not align with your target role. Here’s how to format your resume to highlight transferable skills.

Recommended format:

Combination resume

Strategic approach:

  • Lead with a strong professional summary that explicitly states your target role and bridges your past experience to your new direction: 

Copied!

   "Marketing professional transitioning to UX design with 3 years of user research
   experience and recently completed Google UX Design Certificate. Proven ability to 
   translate user needs into actionable insights."
  • Create a “Relevant Skills” section that groups transferable skills by category relevant to your target role
  • Reframe your work experience using language from your target industry:

– Instead of: “Managed classroom of 30 students” – Write: “Facilitated learning experiences for groups of 30, adapting content delivery based on individual learning styles and performance metrics”

  • Add a “Professional Development” section highlighting relevant courses, certifications, or bootcamps

What not to do:

  • Don’t use a functional resume unless absolutely necessary (ATS compatibility issues)
  • Don’t hide your previous experience—reframe it
  • Don’t lead with irrelevant work history

Common Resume Formatting Mistakes That Get You Rejected

Mistake Why It’s a Problem Fix
Using tables or text boxes ATS can’t parse content inside tables Use standard text with spacing
Headers/footers for contact info Many ATS skip header/footer content Put contact info in main body
Multiple columns ATS reads left to right, top to bottom—columns scramble the order Single-column layout only
Graphics and images ATS can’t read images; they just see blank space Text-only formatting
Unusual section names ATS looks for standard headers to categorize info Use conventional section titles
Inconsistent formatting Makes resume hard to scan and looks unprofessional Use consistent fonts, spacing, and structure
Typos and grammatical errors 58% of resumes contain typos; instant rejection for many recruiters Proofread multiple times, use spell-check
Dense paragraphs Recruiters won’t read paragraph-format experience Use bullet points exclusively
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For more examples, expert tips, and free ATS-friendly resume templates, take a look at our ATS Resume Examples guide.

Quick Resume Formatting Checklist

Use this checklist before submitting any resume:

Structure & Format

  • Used reverse-chronological format (unless you have a specific reason not to)
  • Contact information in main body (not header/footer)
  • Standard section headers (Work Experience, Education, Skills)
  • Consistent formatting throughout (fonts, spacing, bullets)
  • Single-column layout
  • No tables, text boxes, or graphics

Content & Spacing

  • 0.5 to 1-inch margins on all sides
  • 10-12 pt font for body text
  • ATS-safe font (Arial, Calibri, Georgia, etc.)
  • Bullet points for all experience descriptions
  • 3-6 bullets per position
  • White space between sections for readability

File & Submission

  • Saved as .docx (unless PDF specifically requested)
  • File named: FirstName_LastName_Resume.docx
  • Tested PDF readability (if using PDF)
  • No password protection on file
  • File size under 2MB

Content Quality

  • Tailored to specific job description
  • Quantifiable achievements with metrics
  • Action verbs starting each bullet point
  • No typos or grammatical errors
  • Appropriate length (1 page for <10 years experience, 2 pages for 10+ years)

ATS Optimization

  • Keywords from job description naturally incorporated
  • Standard section headers ATS can recognize
  • No images or graphics
  • Skills section includes relevant technical skills
  • Job titles match or closely align with target role

Frequently Asked Questions

The reverse-chronological resume format has the highest ATS compatibility rate. ATS systems are designed to parse chronological work history, extracting job titles, companies, dates, and responsibilities in order. Functional resumes often confuse ATS because they lack clear chronological structure, while combination resumes work well if they maintain a clear work history section.

Use one page if you have less than 10 years of experience or are entry-level. Use two pages if you have 10+ years of relevant experience, are applying for senior or executive roles, or work in academia/research where publications matter. Never use more than two pages unless you’re in a specialized field (like academia) where CVs are standard.

Start by listing the essential sections: Contact Information, Summary or Objective, Work Experience, Education, Skills, and any other relevant sections like Certifications or Projects. Next, under each category, bullet point the items you plan to include, focusing on achievements and skills. Adjust the order based on the resume format you choose and what you want to emphasize most.

A resume summary highlights your experience, skills, and achievements—best for professionals with relevant experience. A resume objective states your career goals and what you’re seeking—best for entry-level candidates, career changers, or those with employment gaps. Most mid to senior-level professionals should use a summary, not an objective.

Include the last 10-15 years of relevant experience in detail. Older roles can be condensed into a brief “Earlier Career” section with just titles, companies, and dates. Exception: if older experience is highly relevant to your target role, include it with full details. For executive resumes, you may go back further if the experience demonstrates career progression to leadership.

No, not for U.S.-based applications. Photos can introduce bias and many companies automatically reject resumes with photos to avoid discrimination claims. Photos are standard in some European and Asian countries, but in the U.S., Canada, and U.K., leave them off. ATS systems also can’t process photos, which may cause parsing errors.

Use .docx (Microsoft Word) unless the job posting specifically requests PDF. While PDFs preserve formatting, some older ATS systems struggle to parse them correctly. If you must use PDF, ensure it’s a text-based PDF (not a scanned image) by testing whether you can copy and paste text from it. When in doubt, .docx is the safer choice.

Use a combination resume format that leads with a strong professional summary and relevant skills section before your chronological work history. Reframe your previous experience using terminology from your target industry. Add a “Professional Development” section highlighting relevant courses or certifications. Focus on transferable skills and quantifiable achievements that apply to your new field.

Soubhik Dawn Soubhik Dawn is the founder of Upplai and a Stanford alumnus with nearly two decades of leadership experience in Silicon Valley tech companies, from startups to publicly traded firms. Having hired hundreds of candidates across product, engineering, design, and go-to-market roles, he’s seen the hiring process from both sides, and experienced its frustrations firsthand. Soubhik has worked extensively with multiple Applicant Tracking Systems as a hiring manager and collaborated with recruiters to understand what actually works in today’s job market.

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