How to Write CV: A Complete Updated Guide for 2025
A CV is often considered the first impression a recruiter receives, which is why understanding how to write CV correctly is essential. When a CV is written with clarity and structure, the chances of being invited to interviews are significantly improved.
However, many job seekers struggle to decide what information should be included, how it should be formatted, and what style is preferred by employers.
In this comprehensive guide, the steps for writing a CV will be explained. From essential sections to formatting tips, common mistakes, and trusted examples, every detail needed to create a professional CV will be covered.
By following these strategies, a document can be prepared that not only highlights qualifications but also makes a strong impression on recruiters.
What Is a CV and Why It Matters
A CV, or Curriculum Vitae, is a document that outlines a person’s educational background, work experience, skills, and achievements. While the term “resume” is often used interchangeably, there are some distinctions. A resume is typically shorter and used in North America, while a CV is often more detailed and common in Europe, Africa, and other parts of the world.
The purpose of a CV is straightforward: it is used to demonstrate a candidate’s suitability for a role. Recruiters and hiring managers scan CVs quickly, sometimes in less than 10 seconds. If a CV is unclear, poorly structured, or missing essential information, opportunities can be lost.
Therefore, the importance of learning how to write CV cannot be overstated. A strong CV not only communicates qualifications but also positions a candidate as a confident and capable professional.
Key Elements of a CV
Although CVs can vary in length and style, several sections are considered essential. By including these, a complete overview of professional experience and qualifications will be delivered.
Contact Information
At the very top of the CV, contact details are placed. This includes:
- Full name
- Phone number
- Professional email address
- LinkedIn profile or portfolio link (if relevant)
Home addresses are less important today. Employers prefer digital contact methods, so unnecessary details should be avoided.
Professional Summary or Objective on How To Write Cv
A short summary is placed near the top of the CV. It highlights career goals, strengths, and what the candidate offers. For example:
“Results-driven marketing specialist with five years of experience in SEO and digital campaigns. Proven ability to increase online visibility and generate leads.”
This summary helps the recruiter immediately understand who the applicant is and why they may be suitable for the role.
Work Experience
Work history is listed in reverse chronological order. Job titles, companies, and employment dates are included. Under each role, bullet points are added that describe responsibilities and achievements.
For instance:
- “A 30% increase in website traffic was achieved through SEO improvements.”
- “A team of five developers was supervised during a successful product launch.”
Achievements are more persuasive than duties because they show measurable impact.
Education
Education details are included with institution names, degrees or diplomas earned, and dates. Recent graduates may place this section before work experience, while experienced professionals can list it afterward.
Example:
- Bachelor of Commerce in Business Informatics – University of South Africa, 2025 (expected)
Skills Section
Skills are added to showcase expertise. Both technical (hard) and interpersonal (soft) skills are valued. Recruiters often scan this section first when looking for specific keywords.
Examples of hard skills: Python, SEO, Project Management.
Examples of soft skills: Communication, Team Leadership, Problem Solving.
Additional Sections
Optional sections can add value when relevant. These may include:
- Certifications (e.g., Google Analytics, PMP)
- Volunteering
- Publications or projects
- Languages spoken
By adding these, a CV becomes more tailored to the unique strengths of the candidate.
Step-by-Step Guide: How to Write CV
The process of writing a CV can be broken down into practical steps. By following these, a strong document will be created.
Step 1: Choose the Right Format
Three main CV formats are commonly used:
- Chronological CV – Work history is listed from most recent to oldest. Best for those with consistent employment.
- Functional CV – Skills and strengths are emphasized. Suitable for career changers or those with gaps.
- Hybrid CV – Combines both, highlighting skills while also presenting work history.
The right format should be chosen based on career stage and experience.
Step 2: Tailor It to the Job Description
A CV is not meant to be generic. It should be adapted to every role. By aligning experience and skills with the keywords used in the job description, recruiters will see the match instantly.
For example, if a job posting highlights “data analysis,” the CV should demonstrate where data analysis skills were applied.
Step 3: Use Action Verbs
Action verbs create a sense of accomplishment. Words such as “managed,” “developed,” “increased,” “achieved” convey impact better than passive phrasing like “responsible for.”
Still, some passive voice should remain to keep sentences formal. For instance:
- “Targets were exceeded by implementing a new marketing strategy.”
Step 4: Keep the Layout Clean and Professional
Fonts such as Arial, Calibri, or Times New Roman are standard. Font sizes should remain between 10–12 points. Consistency is essential. Bold and italics can be used sparingly for emphasis, but colorful or overdesigned templates should be avoided.
Step 5: Proofread Before Sending
Mistakes are often made when CVs are not reviewed carefully. A single spelling error can create a negative impression. Reading aloud, using grammar tools, or asking someone else to review are effective ways to prevent errors.
Formatting Tips for a Professional CV
- Length should generally be one to two pages.
- Margins should remain balanced (1 inch or 2.5 cm).
- A professional file name is recommended, e.g., “John-Smith-CV.pdf”.
- PDF format ensures the layout is preserved across devices.
Another important consideration is ATS (Applicant Tracking Systems). Many companies use software to filter CVs. By including keywords from the job posting, the likelihood of being shortlisted is increased.
Common Mistakes to Avoid on how to write cv
When CVs are prepared in haste, errors are often made that reduce their effectiveness. Some of the most common mistakes include:
- Including irrelevant personal information such as marital status, religion, or photos (unless specifically requested).
- Using one generic CV for all applications. Recruiters notice when customization is missing.
- Writing in long paragraphs instead of bullet points. Large blocks of text are harder to scan.
- Focusing only on duties rather than achievements. Employers want to know how value was added.
- Failing to proofread. Grammar mistakes create the impression of carelessness.
By avoiding these pitfalls, a CV will appear polished and professional.
CV Examples and Templates
Different industries and career stages require different styles of CVs. For instance:
- Entry-level CV: Education and internships are emphasized.
- Mid-career CV: Work experience and achievements are prioritized.
- Academic CV: Research, publications, and conferences are highlighted.
Additional Resources on how to write cv
- Indeed – How to Write a CV
- University of Oxford Careers Service – CV Guide
- Harvard Career Services – Resumes & CVs
By using these resources, job seekers can find formats that best suit their profession.
Final Checklist Before Sending Your CV
Before a CV is submitted, the following should be reviewed:
- Is contact information correct and professional?
- Has the CV been tailored to the job description?
- Are action verbs and measurable achievements included?
- Has formatting been checked for readability and ATS compatibility?
- Has the document been saved as a PDF with a professional file name?
A tailored cover letter should also be attached. A CV introduces the candidate, while a cover letter explains motivation and interest in the role. When both are prepared correctly, application success is increased.
Conclusion
A CV is more than just a document; it is a marketing tool that represents a person’s career, skills, and ambitions. By learning how to write CV correctly, job seekers can ensure that they present themselves in the best possible way.
Each section—contact information, summary, work experience, education, and skills—serves an important purpose. Mistakes must be avoided, formatting should remain clean, and the CV should always be tailored to the role.
When these principles are followed, opportunities are maximized, and interviews become more achievable. A well-prepared CV will not only demonstrate qualifications but also show the professionalism and attention to detail that employers value.
References
https://www.careers.ox.ac.uk/cvs
https://www.indeed.com/career-advice/resumes-cover-letters/how-to-write-a-cv
https://careerservices.fas.harvard.edu/blog/2025/08/06/6-ai-skills-to-add-to-your-resume-and-show-youre-ready-for-the-future/