How to Write a CV in 2026: The Complete Guide

Here's what happens when a recruiter opens your CV: they scan it for about 7 seconds before deciding whether to read further or move on.

That's not hyperbole. Eye-tracking studies consistently show initial CV screening happens in 7 to 11 seconds. And that's only if your CV makes it past the Applicant Tracking System (ATS) in the first place. 75% of CVs are filtered out by ATS before a human ever sees them.

Having reviewed hundreds of CVs as part of hiring teams, I can tell you what makes or breaks that 7-second window: professional presentation. Less than 10% of CVs I received looked professionally typeset. The rest were thrown together in Word with inconsistent fonts, awkward spacing, and layouts that screamed "I didn't put much effort into this."

The uncomfortable truth? Qualified candidates get filtered out because their CV looks sloppy. Someone with exactly the right skills never gets a real look because their first impression failed.

This guide will show you how to write a CV that survives both filters: the ATS algorithm and the 7-second human scan.

A Note on Terminology

CV or resume? It depends where you're applying:

• UK, Europe, Australia, New Zealand: "CV" is standard for all job applications
• US and Canada: "Resume" for business roles; "CV" reserved for academic positions
• Globally: The terms are increasingly interchangeable

This guide uses both terms, as they refer to the same document for most job seekers. What matters isn't what you call it; it's what's in it.

What This Guide Covers

1. Why Professional Presentation Matters
2. Choosing the Right Format
3. Contact Information
4. Writing Your Professional Summary
5. Work Experience
6. Education
7. Skills
8. Optional Sections
9. ATS Optimisation
10. Tailoring for Each Role
11. Final Checks
12. Common Mistakes
13. FAQs

Why Professional Presentation Matters

Before we get into content, let's address something most CV guides skip: visual quality.

When a recruiter opens your CV and sees polished typography, consistent spacing, and a clean layout, you've already signalled something important: you pay attention to detail. Visual presentation creates an immediate impression before they've read a single word.

The opposite is also true. Awkward line breaks, inconsistent bullet points, fonts that don't quite work together. These small things create a subliminal impression of carelessness. And in a 7-second scan, impressions are everything.

The Problem with Word Documents

Most people write their CV in Microsoft Word. It's familiar and accessible. But Word wasn't designed for professional typesetting:

• Spacing and alignment can shift when opened on different devices
• Tables and text boxes (common in templates) often break ATS parsing
• Getting consistent, polished typography requires significant manual effort
• Templates can look dated or overly generic

This is why tools like JobSprout exist. JobSprout uses Typst, the modern successor to LaTeX, to produce CVs with professional typesetting: perfect spacing, elegant typography, and ATS-friendly structure, without requiring any design skills from you. You get the visual polish of a professionally typeset document while focusing entirely on your content. See real CV examples in our template gallery to understand what professional presentation looks like.

What Professional Typesetting Gets You

• Perfect spacing: Consistent margins, line heights, and section breaks
• Professional typography: Balanced fonts, proper kerning, optical alignment
• Clean hierarchy: Information flows naturally from most to least important
• ATS compatibility: Clean structure that parses correctly
• First impression: Signals attention to detail before they read a word

Choose the Right Format

There are three main CV formats. The choice affects how recruiters perceive your experience and how easily ATS systems can parse your information.

Chronological (Best for 90% of Job Seekers)

Lists work history in reverse chronological order, starting with your most recent position.

Use this format if you have:

• Consistent work history in your field
• Clear career progression
• Recent experience relevant to the role

Why it works: This is what recruiters expect and what ATS systems parse best. It clearly shows your career trajectory.

Functional (Skills-Based)

Organises your CV around skills and accomplishments rather than job history.

Use this format if you:

• Are changing careers entirely
• Have significant employment gaps
• Are entering the workforce with limited experience

Caution: Many hiring managers are sceptical of functional CVs because they can obscure gaps or lack of direct experience. Use only when necessary.

Combination (Hybrid)

Leads with a skills section, then includes chronological work history.

Best for:

• Career pivoters with transferable skills
• Technical roles requiring prominent skills placement
• Diverse backgrounds where relevance isn't immediately obvious

Quick Reference

Add Your Contact Information

Keep this section clean and professional. It's the first thing recruiters see.

Include

• Full name as it appears on official documents
• Phone number (one reliable number)
• Professional email (firstname.lastname@email.com)
• Location (City is usually sufficient, no full address needed)
• LinkedIn URL (customised, not the default string of numbers)
• Portfolio or website (if relevant to your field)

Don't Include

• Full street address (privacy concern, unnecessary for screening)
• Date of birth or age
• Marital status
• National insurance or social security number

Regional Differences: Photos

UK, US, Australia: Don't include a photo. It can introduce bias and isn't expected.

Germany: While no longer legally required, photos remain common practice. 82% of German HR managers notice and appreciate professional photos, and some recruiters won't consider candidates without one.

France: Optional but common.

When applying internationally, research local expectations.

Professional Email

If your current email is unprofessional, create a new one. Around 3 in 10 resumes are discarded by recruiters for having an unprofessional email address, an entirely avoidable reason to lose out.

Write Your Professional Summary

A professional summary is a 2-4 sentence overview at the top of your CV that captures your most relevant qualifications.

Summary vs. Objective

Why it matters: Professional summaries focus on what you bring to the employer, while objectives focus on what you want. Lead with value, not with your own goals.

The Formula

[Professional Title] + [Years/Level of Experience] + [Key Expertise] + [Notable Achievement]

For a Marketing Manager:

Marketing professional with 6+ years' experience driving growth for B2B technology companies. Expertise in demand generation, content strategy, and marketing automation. Led campaigns generating £1.8M in pipeline with 180% increase in qualified leads.

For a Graduate (Objective format):

Recent Computer Science graduate from University of Manchester seeking a software engineering role. Strong foundation in Python and JavaScript through academic projects and a summer internship at a fintech startup.

Summary Mistakes

• Starting with "I am..." (reads as amateur)
• Vague claims like "hardworking team player" (proves nothing)
• Making it too long (3-4 sentences maximum)
• Including irrelevant personal details

Using AI to Refine Your Summary

Writing about yourself is hard. This is where AI tools genuinely help, not by generating generic content, but by helping you articulate what you already know.

With JobSprout, you can write your first draft and then use the AI Writer to refine specific phrases. Select a sentence that feels clunky, tell it to make it "more confident" or "more concise," and it executes exactly that. You stay in control of your story while getting help with the phrasing.

Detail Your Work Experience

This is the most important section. It's where recruiters spend the most time and where you prove you can do the job.

Structure Each Role

• Job title
• Company name and location
• Dates (Month Year – Month Year or Year – Year)
• 3-6 bullet points describing achievements

The Achievement Formula

Action Verb + Task + Result

Don't just list duties. Show what you accomplished.

Weak:

Responsible for managing social media accounts

Strong:

Grew Instagram following from 5K to 50K in 8 months through data-driven content strategy, increasing engagement rate by 340%

Quantify Everything

Numbers make achievements concrete and memorable:

• Revenue generated or costs saved
• Percentage improvements
• Team sizes managed
• Customers or users impacted
• Time saved or efficiency gains
• Projects delivered

Examples:

• "Increased sales by 35% (£1.2M) in first year"
• "Reduced customer churn by 28% through improved onboarding"
• "Managed team of 8 engineers delivering 12 features per quarter"
• "Processed 500+ customer enquiries weekly with 98% satisfaction"

Strong Action Verbs

Strong action verbs make your achievements concrete and memorable. Start each bullet with verbs like:

For achievements: Accelerated, Achieved, Delivered, Exceeded, Generated, Improved, Increased, Launched, Pioneered, Reduced, Transformed

For leadership: Directed, Established, Guided, Led, Managed, Mentored, Orchestrated, Spearheaded

For technical work: Architected, Automated, Built, Deployed, Developed, Engineered, Implemented, Integrated, Optimised

Verbs to Avoid

These are overused and passive:

• "Responsible for" (describes duty, not achievement)
• "Helped" or "Assisted with" (minimises your contribution)
• "Worked on" (vague)
• "Duties included" (task-focused, not results-focused)

How Far Back to Go?

Earlier roles can be briefly summarised or omitted if not relevant to your target role.

List Your Education

How you present education depends on where you are in your career.

For Recent Graduates

Place education prominently, near the top. Include:

• Degree type and subject (BA, BSc, MA, MSc, etc.)
• University name and location
• Graduation date (Month Year)
• Classification/Grade (if strong)
• Relevant coursework (if directly applicable)
• Academic honours (scholarships, awards, societies)

UK Example:

BSc (Hons) Computer Science, 2:1 University of Manchester | 2021 – 2024 Relevant modules: Machine Learning, Software Engineering, Database Systems

US Example:

Bachelor of Science in Computer Science Stanford University | May 2024 GPA: 3.7/4.0 | Dean's List

UK Degree Classifications

If you achieved a First or 2:1, include it, as many UK employers specifically look for 2:1 or above. If you achieved a 2:2 or lower, you can:

• Include the percentage if it's close to the boundary (e.g., "2:2 (58%)")
• Omit the classification entirely
• Note mitigating circumstances if relevant

Tip: Whatever you choose, be consistent throughout your CV.

For Experienced Professionals

Keep education brief. Omit grades and dates if you've been working for 10+ years.

MBA, Finance - London Business School BSc Economics - University of Edinburgh

International Degrees

If your qualification is from another country, consider noting the UK or local equivalent to help recruiters understand the level. Services like UK NARIC provide official comparisons.

Highlight Your Skills

Your skills section helps you pass ATS screening and gives recruiters a quick capability snapshot.

Hard Skills vs. Soft Skills

Rather than listing "excellent communication skills," show it: "Presented quarterly results to board of 12 executives" demonstrates communication better than claiming it.

How to Format

Simple list:

Skills: Python, JavaScript, React, PostgreSQL, AWS, Docker, Agile

Categorised (for technical roles):

Languages: Python, TypeScript, SQL Frameworks: React, Django, FastAPI Tools: Docker, Kubernetes, AWS, Terraform Methodologies: Agile, CI/CD, TDD

How Many Skills?

6-12 skills is optimal. More dilutes impact; fewer may seem light.

Note for technical roles: Software engineers and similar roles often list more skills, as employers expect familiarity with a wide range of tools and technologies. If you're including a longer list, make sure you can speak confidently about each one, and brush up on the skills most relevant to the role, as these are likely to be probed in interviews.

Skills to Leave Off

These are assumed in 2026 and waste space:

• Microsoft Office / Google Workspace (unless specifically required)
• Email
• "Basic computer skills"
• Internet research

Focus on skills that differentiate you from other candidates.

Optional Sections That Add Value

These aren't required, but can strengthen your application when relevant.

Certifications

Professional certifications that validate expertise:

• AWS Solutions Architect, Google Cloud Professional
• PMP (Project Management Professional)
• CPA, ACCA (accounting)
• Industry-specific credentials

Projects

Valuable for tech roles, recent graduates, or career changers:

• Personal projects demonstrating skills
• Open source contributions
• Freelance work with measurable outcomes
• Academic capstone projects

Volunteer Work

Shows character and can demonstrate relevant skills:

• Leadership positions in nonprofits
• Skills-based volunteering (pro bono consulting, website design)
• Community involvement

Languages

Only include languages where you have professional working proficiency:

• Native / Fluent / Professional Working Proficiency / Conversational

Publications and Presentations

For academic, research, or thought leadership roles.

What NOT to Include

• Hobbies (unless directly relevant or notable)
• "References available upon request" (assumed, they'll ask if needed)
• Personal details beyond what's listed in contact section

Optimise for ATS

97.8% of Fortune 500 companies use Applicant Tracking Systems. If your CV isn't ATS-optimised, it doesn't matter how qualified you are.

What ATS Does

• Parses and stores CV data
• Screens candidates based on keywords
• Ranks applicants by match score
• Filters out CVs that don't meet criteria

99.7% of recruiters use keyword filters to sort applicants. No keywords = invisible.

ATS-Friendly Formatting

Do:

• Use standard section headings (Work Experience, Education, Skills)
• Choose simple fonts (Arial, Calibri, Georgia)
• Save as PDF or .docx (check job posting preference)
• Use standard bullet points
• Keep single-column layout

Don't:

• Use tables or multiple columns (ATS can misparse)
• Put critical info in headers or footers
• Use graphics, icons, or images
• Use text boxes
• Use unusual fonts or special characters

Keyword Strategy

1. Read the job description carefully
2. Identify required skills, qualifications, and keywords
3. Include exact matches where you genuinely have the skill
4. Place keywords in multiple sections (summary, skills, experience)

If the posting says "experience with Salesforce CRM," use "Salesforce CRM" exactly, not just "Salesforce" or "CRM software."

The Balance

After passing ATS, your CV still needs to impress a human in 7 seconds. Don't optimise so heavily for keywords that it becomes unreadable. Professional presentation still matters.

This is where purpose-built CV tools help. JobSprout's templates are designed to be both ATS-friendly and visually polished: clean structure that parses correctly, elegant typography that impresses humans.

Tailor Your CV for Each Application

Generic CVs get filtered out. Hiring managers look for signs that you've actually researched the role and company. Personalisation signals genuine interest.

This doesn't mean rewriting from scratch for every application. It means:

Quick Tailoring Checklist

1. Mirror keywords from the job description in your summary and skills
2. Reorder bullets to lead with the most relevant achievements
3. Adjust your summary to emphasise what this role requires
4. Toggle sections on or off based on relevance

How CV Builders Make This Easier

Managing multiple CV versions in Word is tedious. Every tweak risks breaking formatting, and tracking versions becomes chaotic.

JobSprout is built for this:

• Drag and drop sections to reorder for different applications
• Toggle sections on or off without deleting content
• Real-time preview shows exactly what the PDF looks like as you edit
• Multiple documents in one place, all using the same underlying profile

You spend time on substance, not wrestling with formatting.

Using AI to Tailor Content

Need to rephrase a bullet point to better match a job description? With JobSprout's AI Writer, select the specific text you want to adjust, tell it what you need ("make this more relevant to product management" or "emphasise the leadership aspect"), and it executes. You're not generating generic content, you're refining your authentic experience.

For cover letters, JobSprout's Deep Research feature takes this further: it searches the web to gather real information about the company and role, then uses that context to help generate genuinely personalised content.

Final Checks

Before submitting, verify everything is polished.

Proofreading

• Run spell check (but don't rely on it alone)
• Read out loud to catch awkward phrasing
• Check commonly confused words (their/there, your/you're, affect/effect)
• Verify company names are spelled correctly

Consistency

• Date formats match throughout (Jan 2024 vs January 2024, pick one)
• Bullet point style is uniform
• Font sizes are consistent across sections
• Tense is correct (past for previous roles, present for current)

Accuracy

• All dates are correct
• Job titles match what's on LinkedIn/your records
• Metrics are accurate and can be defended in interviews
• Contact information is current

Get a Second Opinion

Have someone else review your CV:

• A friend for general readability
• A colleague in your industry for relevance
• A career coach for professional feedback

Common Mistakes to Avoid

1. Poor Visual Presentation

Impact: Signals lack of attention to detail in the crucial first impression

Fix: Use professional formatting with consistent spacing and typography. Purpose-built CV tools like JobSprout handle this automatically through professional typesetting.

2. Not Tailoring for the Role

Impact: ATS rejection; recruiter sees lack of genuine interest

Fix: Customise keywords, reorder bullets, and adjust your summary for each application.

3. Listing Duties Instead of Achievements

Impact: Looks like everyone else; doesn't show value delivered

Fix: Use Action Verb + Task + Result. Quantify wherever possible.

4. No Quantifiable Results

Impact: Claims are unverifiable and forgettable

Fix: Add numbers, percentages, and specific outcomes.

5. Ignoring ATS Requirements

Impact: CV never reaches human eyes

Fix: Use simple formatting, standard headings, and keywords from the job description.

6. Spelling and Grammar Errors

Impact: Immediate rejection. Signals carelessness.

Fix: Proofread multiple times, use tools, get a second opinion.

7. Making It Too Long

Impact: Important information gets buried

Fix: One page for early career; two pages maximum for experienced professionals.

8. Including Irrelevant Information

Impact: Wastes precious space and recruiter attention

Fix: Include only what's relevant to this specific role.

9. Using Weak Action Verbs

Impact: Achievements sound passive and unimpressive

Fix: Start bullets with strong verbs (led, created, grew, delivered, reduced).

10. Hiding Employment Gaps

Impact: Raises red flags when discovered

Fix: Address gaps briefly and honestly (caregiving, education, travel, personal development).

Frequently Asked Questions

How long should a CV be?

One page for early career (under 10 years of relevant experience). Two pages for mid-to-senior professionals with substantial experience.

The "one page only" rule is outdated. What matters is that every line adds value. A two-page CV with relevant content beats a cramped one-page CV.

Should I include a photo?

UK, US, Australia: No. Photos can introduce bias and aren't expected. Germany: Yes, it's often expected. Other countries: Research local norms.

CV or resume: which should I use?

Use "CV" when applying in the UK, Europe, Australia, and New Zealand. Use "resume" for US and Canadian business roles. The documents themselves are essentially identical for most job seekers.

How far back should my CV go?

10-15 years is the general guideline. Older experience can be summarised or omitted if not relevant to your target direction.

Should I use a CV template?

Yes, templates ensure consistent formatting and save time. But avoid overly designed templates that may confuse ATS systems. JobSprout uses professional typesetting (Typst) that produces beautiful documents while maintaining ATS compatibility. Browse our CV template gallery to see examples of what's possible.

Do I need a different CV for each job?

Ideally, yes. At minimum, adjust your summary and skills to reflect keywords from each job description. Reorder experience bullets to lead with the most relevant achievements.

Is the "skills-based" functional CV ever appropriate?

Use with caution. It can help career changers or those with gaps, but many recruiters view it sceptically. A combination format is often a better choice, as it showcases skills prominently while still showing chronological work history.

Can I use AI to write my CV?

AI tools are most effective when they enhance your authentic voice rather than replace it. Generic, obviously AI-generated content is a red flag for many recruiters.

The key is control. Tools that let you write your content and then use AI to refine specific sections (making a phrase more confident, tightening a wordy sentence, strengthening action verbs) give you the benefits of AI while keeping your CV genuinely yours.

Your CV Is Your First Impression

In 7 seconds, recruiters form an opinion about you. In those 7 seconds, they're asking:

• Does this look professional?
• Is this person detail-oriented?
• Did they put effort into this?

A well-written, professionally presented CV answers all three positively before they've read a single bullet point.

The content matters. Your achievements, your experience, your skills: these are what ultimately get you the job. But they need to be presented in a way that survives ATS screening and makes a strong first impression in those critical seconds.

Ready to Build Your CV?

If you want professional typesetting without the effort, AI that helps without taking over, and the ability to easily tailor for each application:

Try JobSprout - Free to create and download. No paywall when you're ready to export.

Questions about your specific situation? Email david@jobsprout.ai or connect on LinkedIn.