How to Make a Professional CV

A professional CV (Curriculum Vitae) is more than a list of jobs and education—it’s your personal brand in document form. Whether you’re applying for a corporate role, a research position, or a creative field, your CV is often the first—and sometimes only—impression you make on a hiring manager. In today’s competitive job market, where recruiters spend an average of just six seconds scanning a CV, a well-crafted, strategically structured document can be the difference between landing an interview and being overlooked.

Unlike a resume, which is typically brief and tailored to a specific job, a CV provides a comprehensive overview of your academic background, professional experience, publications, certifications, and achievements. It is commonly used in academia, healthcare, research, and international job markets. Regardless of your industry, a professional CV must be clear, concise, visually balanced, and tailored to reflect your unique value proposition.

This guide will walk you through every essential step to create a professional CV that stands out, adheres to global standards, and aligns with what hiring professionals are looking for. You’ll learn how to structure your content, optimize for applicant tracking systems (ATS), avoid common pitfalls, and present your qualifications with confidence and clarity.

Step-by-Step Guide

1. Choose the Right CV Format

Before you begin writing, select a CV format that best suits your experience level and career goals. There are three primary formats:

• Chronological CV: Lists your work history in reverse chronological order, starting with your most recent position. Ideal for candidates with a consistent work history in a single field.
• Functional CV: Focuses on skills and accomplishments rather than employment dates. Best for career changers, those with employment gaps, or freelancers.
• Hybrid (Combination) CV: Blends elements of both chronological and functional formats. Highlights key skills first, then provides a timeline of work experience. This is the most versatile and widely recommended format for professionals seeking to showcase both expertise and consistency.

For most job seekers, especially those with 3+ years of experience, the hybrid format is optimal. It allows you to immediately capture attention with your strongest qualifications while still providing the chronological context recruiters expect.

2. Start with Your Contact Information

Your contact details should be placed at the top of the CV in a clean, professional layout. Include:

• Full legal name
• Professional email address (avoid nicknames like “partyguy123@email.com”)
• Phone number with country code if applying internationally
• Location (city and country; no full street address needed)
• LinkedIn profile URL (ensure it’s updated and matches your CV)
• Portfolio or personal website (if relevant to your field)

Do not include your photo, marital status, religion, or nationality unless specifically required by local law (e.g., in some European or Middle Eastern countries). In most English-speaking markets, this information is unnecessary and can lead to unconscious bias.

3. Write a Compelling Professional Summary

The professional summary (sometimes called a CV profile or objective) is a 3–5 line paragraph that acts as your elevator pitch. It should summarize your experience, core competencies, and career goals in a way that aligns with the job you’re targeting.

Example for a Marketing Manager:

Results-driven Marketing Manager with 8+ years of experience developing data-backed digital campaigns across B2B and B2C sectors. Proven track record of increasing lead generation by 150% and reducing customer acquisition costs by 35% through optimized SEO and paid media strategies. Adept at leading cross-functional teams and leveraging CRM platforms to drive revenue growth.

Key tips:

• Customize this section for every application—match keywords from the job description.
• Use active voice and quantifiable achievements.
• Avoid generic phrases like “hardworking team player” or “detail-oriented.”

4. Detail Your Professional Experience

This is the core of your CV. List your positions in reverse chronological order, starting with your current or most recent role.

For each position, include:

• Job title
• Company name and location
• Employment dates (month/year to month/year)
• 3–6 bullet points highlighting your responsibilities and achievements

Focus on achievements, not just duties. Use the STAR method (Situation, Task, Action, Result) to frame your bullet points:

Bad: Managed social media accounts.

Good: Increased Instagram engagement by 210% over 6 months through targeted content calendars and influencer collaborations, resulting in 12,000 new followers and a 27% rise in conversion rates.

Quantify everything possible:

• “Reduced operational costs by 22%”
• “Led a team of 12 software engineers”
• “Generated $1.2M in annual revenue”

If you have limited work experience, include internships, freelance projects, volunteer roles, or academic work that demonstrates relevant skills.

5. List Your Education

Include your highest degree first. For each entry, provide:

• Degree title (e.g., Bachelor of Science in Computer Science)
• University name and location
• Graduation date (or expected date)
• GPA (only if above 3.5/4.0 or equivalent)
• Relevant coursework, honors, or thesis (optional, especially for recent graduates)

For experienced professionals, education can be placed after work experience. Recent graduates should place education near the top.

6. Highlight Key Skills

Create a dedicated skills section to list hard and soft skills relevant to the role. Use industry-standard terminology to ensure compatibility with ATS systems.

Divide skills into categories for clarity:

• Technical Skills: Python, Salesforce, Adobe Creative Suite, Tableau, Google Analytics
• Management Skills: Project Management, Budgeting, Team Leadership, Agile Methodologies
• Language Skills: Fluent in Spanish, Intermediate French

Do not list basic skills like “Microsoft Word” unless the job specifically requires advanced proficiency. Focus on tools and competencies that are central to the role.

7. Include Certifications and Training

Certifications demonstrate your commitment to professional development and mastery of specific tools or methodologies. List them in reverse chronological order.

Example:

• Google Certified Professional Data Engineer – 2023
• PMP Certification (Project Management Professional) – 2022
• HubSpot Inbound Marketing Certification – 2021

If you’re still pursuing a certification, write “Expected: December 2024.”

8. Add Publications, Presentations, or Projects (If Applicable)

For academic, scientific, technical, or creative roles, include a section for:

• Published papers or articles
• Conference presentations
• Research projects
• Open-source contributions
• Design portfolios or case studies

Format each entry with title, publication/presentation name, date, and link if available.

Example:

“Optimizing Neural Networks for Real-Time Image Recognition,” Journal of Artificial Intelligence Research, Vol. 12, 2023. https://example.com/paper

9. Include Volunteer Work or Extracurricular Activities (Selectively)

Only include non-professional activities if they demonstrate leadership, transferable skills, or alignment with company values.

Example:

• Volunteer Mentor, Code for Good – Taught Python fundamentals to 50+ underprivileged high school students (2022–Present)
• President, University Entrepreneurship Club – Organized 8 startup pitch events with 200+ attendees annually

These sections add depth to your profile and humanize your application.

10. Proofread and Optimize for ATS

Before finalizing your CV:

• Check for spelling and grammar errors using tools like Grammarly or Hemingway.
• Ensure consistent formatting (fonts, spacing, bullet styles).
• Use standard section headings: “Professional Experience,” “Education,” “Skills,” etc.
• Avoid graphics, columns, tables, or text boxes—these can confuse ATS scanners.
• Save as a .docx or .pdf (unless otherwise specified).
• Use keywords from the job description naturally throughout your CV.

Test your CV using free ATS simulators like Jobscan or Resume Worded to ensure it passes automated screening.

Best Practices

Keep It to One or Two Pages

For most professionals, a CV should be no longer than two pages. Recent graduates or those with less than 5 years of experience should aim for one page. Recruiters value conciseness—every line must add value. Remove outdated roles, irrelevant coursework, or generic statements that don’t support your target position.

Use a Clean, Professional Font

Select a highly readable font such as Arial, Calibri, Helvetica, or Georgia. Use 10–12 pt font size for body text and 14–16 pt for your name. Maintain consistent spacing (1.0–1.15 line spacing) and margins (0.5–1 inch). Avoid decorative fonts or excessive bolding.

Use Action Verbs

Start each bullet point with a strong action verb to convey initiative and impact:

• Developed, Led, Implemented, Optimized, Streamlined, Spearheaded, Transformed, Increased, Reduced, Managed, Designed, Trained, Negotiated

Avoid passive language like “responsible for” or “involved in.”

Tailor Every CV to the Job

There is no such thing as a “one-size-fits-all” CV. Customize your professional summary, skills, and experience bullets to mirror the language and priorities of each job posting. Use the job description as your keyword guide—recruiters and ATS systems scan for exact phrases like “budget forecasting,” “CRM implementation,” or “cross-functional collaboration.”

Ensure Consistency

Consistency in formatting builds trust and professionalism:

• Use the same date format throughout (e.g., Jan 2020 – Dec 2023)
• Capitalize job titles consistently
• Use parallel structure in bullet points (all start with verbs, all end with periods or none do)

Focus on Relevance

Remove outdated or irrelevant experiences. For example:

• A 35-year-old software engineer doesn’t need to list their high school part-time job from 2005.
• A finance professional applying for a corporate role doesn’t need to detail their college debate team participation unless it relates to negotiation or public speaking.

Include Keywords Strategically

Applicant Tracking Systems (ATS) scan CVs for keywords related to job requirements. Identify the top 5–10 keywords in the job description (e.g., “financial modeling,” “supply chain optimization,” “customer retention”) and integrate them naturally into your summary, experience, and skills sections.

Do not keyword stuff. The goal is to pass the robot test while keeping your CV readable and authentic for human reviewers.

Avoid Common Red Flags

These elements can disqualify your CV before it’s even read:

• Spelling or grammatical errors
• Unprofessional email addresses
• Long paragraphs instead of bullet points
• Generic objective statements (“Seeking a challenging position…”)
• Unexplained employment gaps (address briefly if necessary: “Took time off for family care, 2020–2021”)
• References listed on the CV (“References available upon request” is unnecessary)

Tools and Resources

CV Templates and Design Tools

Using a professional template saves time and ensures visual balance. Here are trusted sources:

• Canva – Offers visually appealing, ATS-friendly templates for creative and corporate roles.
• Novoresume – AI-powered CV builder with industry-specific templates and ATS optimization.
• Google Docs Templates – Free, simple, and compatible with most ATS systems.
• Microsoft Word Templates – Pre-designed formats with built-in styles for consistency.
• LaTeX (Overleaf) – Ideal for academics, scientists, and engineers who need precise formatting and bibliography support.

ATS Optimization Tools

These tools analyze your CV against job descriptions to improve compatibility:

• Jobscan – Compares your CV to a job posting and gives a match score with keyword suggestions.
• Resume Worded – Provides AI feedback on impact, clarity, and ATS readiness.
• Skillroads – Offers tailored suggestions based on your target role and industry.

Proofreading and Grammar Tools

• Grammarly – Checks grammar, tone, and clarity in real time.
• Hemingway Editor – Highlights complex sentences and passive voice.
• ProWritingAid – Offers in-depth style and readability analysis.

LinkedIn Profile Optimization

Your LinkedIn profile should mirror your CV. Use the same headline, summary, and experience wording. Ensure your profile photo is professional and your background banner reinforces your personal brand. Regularly update your profile and request endorsements for key skills.

Industry-Specific Resources

Some fields have unique CV conventions:

• Academia: Use CV formats from university career centers (e.g., MIT, Stanford).
• Healthcare: Include licenses (e.g., RN, MD), board certifications, and continuing education.
• Engineering: Highlight technical projects, patents, and software proficiency.
• Design/Fashion: Prioritize portfolio links and visual presentation.

Sample CV Libraries

Study real examples from reputable sources:

• Harvard Office of Career Services – Offers downloadable CV samples by field.
• University of Oxford Careers Service – Provides international CV templates.
• LinkedIn Learning – Free courses on CV writing with real-world examples.

Real Examples

Example 1: Marketing Professional (Hybrid CV)

Anna Rodriguez

anna.rodriguez@email.com | +1 (555) 123-4567 | New York, NY | linkedin.com/in/annarodriguez | annarodriguezportfolio.com

Professional Summary:

Strategic Marketing Leader with 7 years of experience driving brand growth for Fortune 500 companies through integrated digital campaigns. Expertise in SEO, paid media, and customer lifecycle marketing. Increased organic traffic by 180% and improved lead-to-customer conversion by 41% at XYZ Corp. Skilled in HubSpot, Google Analytics, and A/B testing frameworks.

Professional Experience:
Senior Marketing Manager | XYZ Corp, New York, NY | Jan 2021 – Present

- Led cross-functional team of 8 to launch 3 new product lines, generating $4.7M in first-year revenue

- Optimized Google Ads campaigns, reducing cost-per-acquisition by 32% while increasing ROAS from 3.1 to 5.8

- Implemented CRM segmentation strategy that improved email open rates by 67% and click-through rates by 49%

Marketing Coordinator | ABC Agency, Boston, MA | Jun 2018 – Dec 2020

- Managed social media calendar across 5 platforms, growing combined followers by 120% in 2 years

- Created 50+ high-performing blog posts that increased organic traffic by 150% YoY

- Collaborated with design team to produce 20+ video assets, resulting in 1.2M total views

Education:

Bachelor of Business Administration in Marketing | University of Massachusetts, Amherst | Graduated: May 2018

GPA: 3.7/4.0

Skills:

Digital Marketing | SEO/SEM | Google Analytics | HubSpot | CRM Systems | A/B Testing | Content Strategy | Team Leadership

Certifications:

Google Ads Certification – 2022

HubSpot Inbound Marketing Certification – 2021

Example 2: Recent Graduate (Hybrid CV)

James Chen

james.chen@email.com | +44 (0)7900 123456 | London, UK | linkedin.com/in/jameschen

Professional Summary:

Recent Computer Science graduate with hands-on experience in full-stack development, data analysis, and agile project delivery. Built 3 web applications using React, Node.js, and MongoDB during academic capstone projects. Passionate about creating accessible, scalable software solutions. Seeking entry-level software engineering role to apply technical skills in a collaborative environment.

Technical Skills:

JavaScript, React, Node.js, Python, SQL, MongoDB, Git, Docker, Agile/Scrum, Figma

Projects:
Student Hub – Web Application | Jan 2023 – May 2023

- Developed a campus resource portal using React and Node.js, serving 500+ student users

- Integrated Firebase for real-time notifications and user authentication

- Reduced page load time by 40% through code optimization and image compression

Academic Internship – Data Analysis | University of London, London, UK | Jun 2022 – Aug 2022

- Analyzed 10,000+ student survey responses using Python and Pandas to identify trends in course satisfaction

- Created interactive dashboards in Tableau for university administrators

- Presented findings to faculty, leading to curriculum adjustments in 3 departments

Education:

BSc Computer Science | University of London | Expected Graduation: June 2023

Relevant Coursework: Data Structures, Algorithms, Web Development, Database Systems

GPA: 3.8/4.0

Extracurricular:

President, Coding Club – Organized weekly hackathons and peer code reviews for 40+ members

Example 3: Career Changer (Functional CV)

Lisa Nguyen

lisa.nguyen@email.com | +1 (555) 987-6543 | Seattle, WA | linkedin.com/in/lisanguyen

Professional Summary:

Transitioning from retail management to UX/UI design with 5 years of customer experience leadership and 12 months of formal design training. Proven ability to understand user behavior, streamline processes, and improve satisfaction metrics. Completed UX Design Bootcamp at General Assembly with 3 portfolio projects. Seeking entry-level UX Designer role to leverage empathy-driven problem-solving skills.

Core Competencies:

User Research | Wireframing & Prototyping | Figma | Usability Testing | Information Architecture | Customer Journey Mapping | Agile Collaboration | Cross-Functional Communication

Professional Experience:
Store Manager | RetailCo, Seattle, WA | Mar 2019 – Feb 2023

- Managed daily operations for 30-person team, improving customer satisfaction scores from 78% to 94% in 18 months

- Redesigned in-store navigation and checkout flow based on customer feedback, reducing average transaction time by 22%

- Trained 15+ staff on digital kiosk usage and service protocols, increasing adoption rate to 90%

UX Design Projects:
Local Food Delivery App Redesign | Figma | 2023

- Conducted 15 user interviews to identify pain points in order tracking

- Created low- and high-fidelity prototypes, tested with 20 users, and iterated based on feedback

- Final design increased completion rate by 35% in usability tests

Education:

UX/UI Design Bootcamp | General Assembly, Seattle | Completed: December 2022

B.A. Psychology | University of Washington | Graduated: 2018

FAQs

What’s the difference between a CV and a resume?

A CV is a comprehensive document (typically 2+ pages) detailing your entire academic and professional history, including publications, presentations, and research. It’s used primarily in academia, research, medicine, and internationally. A resume is a concise, 1-page summary of your most relevant experience, tailored to a specific job, and commonly used in corporate settings in the U.S. and Canada.

Should I include a photo on my CV?

In the U.S., Canada, UK, Australia, and most English-speaking countries, do not include a photo. It can introduce bias and is not standard practice. In parts of Europe, Asia, and the Middle East, photos may be expected—research local norms before applying.

How long should my CV be?

One page is ideal for early-career professionals. Two pages are acceptable for those with 5+ years of experience. Only exceed two pages if you have extensive publications, patents, or international experience.

What if I have a gap in employment?

Address gaps briefly and positively. For example: “Took time off to care for a family member (2020–2021)” or “Pursued freelance design projects while transitioning careers.” Focus on skills developed during that time.

Should I list references on my CV?

No. Use “References available upon request” only if explicitly requested. Better to prepare a separate reference sheet to send later.

How do I make my CV stand out?

Focus on quantifiable results, tailor it to the job, use clean design, and ensure ATS compatibility. A well-written CV doesn’t need flashy graphics—it needs clarity, precision, and impact.

Can I use the same CV for every job?

No. Tailoring your CV to each job increases your chances of passing ATS filters and catching a recruiter’s eye. Even small changes—like emphasizing different skills or achievements—can make a significant difference.

What file format should I use?

Use .docx unless the job posting specifies .pdf. Some ATS systems struggle with .pdfs, especially if they’re image-based. Always save a .pdf version for human readers to preserve formatting.

How often should I update my CV?

Update your CV every 3–6 months, even if you’re not actively job searching. Add new skills, projects, or certifications as you earn them. This ensures you’re always ready for unexpected opportunities.

Conclusion

Making a professional CV is not about listing everything you’ve ever done—it’s about strategically presenting the most compelling evidence of your value. A well-crafted CV communicates not only your qualifications but also your professionalism, attention to detail, and ability to think critically about how you present yourself.

By following the step-by-step guide, adhering to best practices, leveraging the right tools, and studying real-world examples, you can transform your CV from a generic document into a powerful career asset. Remember: your CV is a living document. Revise it regularly, tailor it for every application, and ensure it reflects your growth as a professional.

In a competitive job market, the difference between being noticed and being overlooked often comes down to one document. Invest the time to get it right—because when your CV speaks clearly, confidently, and convincingly, the next step is already within reach.