How to Write a CV: A Step-by-Step Guide

What is a CV?

A CV (curriculum vitae, Latin for "course of life") is a structured document that summarises your professional experience, education, and skills for a potential employer. In the UK, Europe, Australia, and most of the world, the term CV is used universally. In the United States and Canada, shorter application documents are typically called a resume, while a "CV" usually refers to a longer academic document used for faculty or research positions.

For most job seekers outside North America, the term CV and resume are interchangeable. The format discussed in this guide — a 1-to-2-page document covering your career history, education, and skills — is appropriate for virtually any job application.

How Long Should a CV Be?

CV length is one of the most debated topics in job seeking, and the answer is simpler than most guides make it: as long as it needs to be, no longer.

• Students and recent graduates: 1 page. You almost certainly don't have enough substantive content to fill two pages without padding.
• Most professionals (2–10 years of experience): 2 pages. This is the standard for the vast majority of applications.
• Senior professionals and executives: 2 pages. Focus on the last 10–15 years. Earlier roles can be listed without bullets.
• Academics, researchers, and medical consultants: 3 pages or more is acceptable, as publications, grants, and clinical appointments require space.

What Sections Does a CV Need?

1. Personal Details

At the top: your full name (large, prominent), email address, phone number, LinkedIn URL, and city or region. You do not need to include your full street address on a modern CV — city and country are sufficient. In most English-speaking countries, do not include your date of birth, nationality, or marital status, as these can invite unconscious bias and are not legally required.

2. Personal Statement / Professional Summary

A 3–4 sentence paragraph immediately below your contact details. This is your pitch: who you are, what you're good at, and what kind of role you're looking for. A strong summary is tailored to the specific job, references 2–3 key skills or achievements, and uses the language of the job description. See our CV summary examples guide for role-specific templates.

3. Work Experience

List your roles in reverse chronological order (most recent first). For each role include: job title, company name, location, dates (month and year), and 3–5 bullet points describing your responsibilities and achievements. Focus on what you achieved, not just what you were responsible for. Quantify wherever possible: "Reduced API latency by 40%" is far more compelling than "Improved system performance".

4. Education

Degree title, institution name, dates, and grade (if strong — GPA 3.5+ in the US/Canada, a 2:1 or First in the UK/Australia, 1.5 or better in Germany, 8.0+ CGPA in India). If you're a recent graduate with limited work experience, put Education before Work Experience. For professionals with 5+ years of experience, education should sit below work history. Include relevant modules or dissertation titles only if directly relevant to the role.

5. Skills

A focused list of technical and specialist skills relevant to the role. For technical roles (software engineering, data, finance), this section is essential for ATS keyword matching. For generalist roles, keep it concise — 8–12 skills maximum. See our CV skills section guide for formatting options and role-specific examples.

6. Optional Sections

Include these if relevant and space permits: Certifications (AWS, CPA, CCRN, PRINCE2, etc.), Languages (with proficiency level), Projects (especially valuable for students and developers), and Volunteering. Never pad these sections. If a certification expired 8 years ago or a language skill is basic, leave it out.

How to Write Your Work Experience

Your work experience section is the most important part of your CV. Recruiters spend the majority of their 6–10 seconds of initial scanning time on it. Here's how to make it count:

• Start every bullet with an action verb — led, built, managed, reduced, increased, launched, designed, delivered, negotiated, oversaw, implemented
• Quantify your results — numbers, percentages, revenue figures, team sizes, timelines. "Managed a team of 8 engineers" is more credible than "Managed a team"
• Focus on achievements, not duties — "Responsible for customer service" tells an employer nothing; "Resolved 95% of customer complaints within 24 hours, maintaining a 4.8/5 CSAT score" tells them a lot
• Keep bullets concise — one to two lines per bullet. Three to five bullets per role is the right range
• Tailor to the job — if you're applying for a people management role, emphasise your team leadership experience; if it's a technical role, lead with your technical achievements

How to Format a CV

Formatting affects both ATS readability and human perception. Follow these rules:

• Font: Calibri, Arial, or Georgia at 10–12pt for body text. Your name can be 16–20pt. Avoid decorative or novelty fonts.
• Margins: 1.5–2 cm on all sides. Don't compress margins to squeeze more content in.
• Colour: Use black or very dark grey for body text. A single accent colour (e.g., dark blue or navy) for headings is acceptable. Avoid coloured backgrounds or highly designed layouts unless you're in a creative field.
• Columns: A single-column layout is safest for ATS parsing. Two-column layouts can confuse some ATS systems.
• File format: Save and send as PDF unless the job posting specifically requests Word (.docx). A PDF preserves your formatting across all devices.
• Headers and footers: Avoid putting key information (your name, contact details) only in a header or footer — some ATS systems cannot read these areas.

5 Common CV Mistakes to Avoid

1. A generic objective statement — "Seeking a challenging role in a dynamic organisation where I can grow." This tells a recruiter nothing and wastes prime CV real estate. Replace it with a specific, tailored professional summary.
2. No metrics or evidence — Claims without evidence are weak. Every role should have at least one quantified achievement.
3. Including a photo (where not required) — In the US, Canada, Australia, and the UK, photos are generally not expected and can invite unconscious bias. In Germany, France, the Netherlands, Japan, South Korea, and much of the Middle East, a professional headshot is standard practice. Always check the norms for your target country before adding one.
4. Too long, or too short with padding — Two pages of substance is good. Three pages of thin content is worse than one tight page.
5. Sending as Word when PDF is better — Word documents can reflow and look different on different machines. PDF is safe, consistent, and professional.

Frequently Asked Questions

Should I include a photo on my CV?

It depends on the country. In the US, Canada, Australia, and the UK, photos are generally not included and can invite unconscious bias. In Germany, France, Japan, South Korea, and across much of the Middle East and Southeast Asia, a professional headshot is standard and often expected. Research the norms for your specific target market before adding one.

Should my CV be 1 or 2 pages?

Two pages for most professionals with more than 2 years of experience. One page for students, recent graduates, and career changers who are early in their transition. Never stretch content to fill a second page — only go to two pages when you have two pages' worth of relevant content.

What font should I use for a CV?

Calibri, Arial, or Georgia are the safest choices. Use a 10–12pt size for body text. These fonts are clean, professional, universally readable, and ATS-compatible. Avoid Times New Roman (dated), Comic Sans (unprofessional), or any decorative font.

Do I need a cover letter?

Yes, unless the job posting explicitly states that a cover letter is not required or not accepted. A well-written cover letter that addresses specific aspects of the role and company demonstrates genuine interest and adds context your CV cannot. It's especially important when you're changing industries or returning after a career break.

Should I use a CV template?

Yes — a good template saves you hours of formatting time, ensures consistent spacing and hierarchy, and looks professional. The key is choosing an ATS-friendly template (single column, clean fonts, no graphics or text boxes) rather than a heavily designed one that looks impressive visually but breaks when scanned by ATS software.

Related Guides

Also see: CV examples by role • Free ATS checker • All CV guides