Kaleo Career
Resume Best Practices

A resume is the first impression a candidate makes. In most cases, a recruiter will spend less than ten seconds deciding whether to read further. These best practices reflect what it takes to make those seconds count: a resume that is targeted, credible, and positioned to open doors.

Best Practice #1

Targeting

Every resume should be written for a specific role and direction. The language, the experience emphasized, and the overall positioning should all reflect what the candidate is applying for.

Keywords matter. When a resume is properly targeted per application, the right keywords will naturally appear because the content genuinely reflects the role. Forcing keywords into a resume that is not truly aligned does not work and reduces credibility.

Recruiters notice when a resume mirrors a job posting. Targeting comes first; the keywords follow.

Best Practice #2

Header and Contact Information

What to Include

01

Name

Clearly displayed; match the name on LinkedIn for consistency and credibility.

02

Location

City, state, and zip code for US-based candidates. City, country, and zip code for international candidates. A full street address is not necessary.

03

Email

One professional email address. Personal, current, and professional in appearance. A work email should never be used.

04

Phone

One number only. Multiple numbers create unnecessary friction and can cause issues with applicant tracking systems.

05

LinkedIn

A LinkedIn URL as a clean hyperlink. The hyperlink text should read as the candidate's name or "LinkedIn Profile," not the full raw URL.

What to Leave Out

Unless the role or country specifically requires it, the following should not be included:

Photo
Date of birth
Marital status
Driver's license
Security clearances unrelated to the role

Photos carry bias risk. Unless including a photo is standard practice or a requirement in the candidate's country or industry, it should be left out. When there is any uncertainty, local norms should be verified before including one.

Best Practices #3 & #4

Professional Title & Profile

Professional Title

The professional title sits directly below the name and should be adjusted for each application. It should reflect the target role without overstating experience.

A title the candidate has never held should not appear on the resume. For example, a VP-level candidate targeting director roles should use positioning language such as "Executive Leader" rather than "Director."

Where it strengthens positioning, a functional or industry qualifier can be added to the title. For example, a marketing manager targeting the healthcare sector can be positioned as "Marketing Manager | Healthcare."

Profile

The profile should be two to three sentences and appears at the top of the resume.

Its purpose is positioning. It should establish who the candidate is and why they are a strong fit for the roles they are targeting.

The first line should clearly and immediately answer the question "who is this", on the professional level.

At the same time, that answer should also reflect the perfect candidate for the role at hand.

Unless the candidate is in a role where metrics are a primary signal of value, such as sales, the profile should lead with professional identity and direction rather than numbers.

Best Practices #5 & #6

Education & Professional Experience

Education Placement

For candidates with fewer than ten years of experience, or where the degree is central to their candidacy, education should appear near the top of the resume. For candidates with ten or more years of experience, education should move to the bottom.

Professional Experience

Years to Include

Up to 15 years, with 10–12 often sufficient. Beyond 15 years can be condensed without bullet points. For roles over 20 years ago, omit years to avoid age-related bias.

Gaps & Timeline

Avoid short tenures under a year, overlapping roles, or unexplained gaps. Recent gaps over one year should be labeled "Career Break" or "Personal Development."

Job Titles

Align with what is accurate and targeted. Never fabricate or misrepresent seniority.

Dates

Years only. Months add visual clutter and can expose gaps that would otherwise be invisible.

Bullet Points

Up to five per role (seven for exceptionally long tenures). Achievement-oriented, leading with what was accomplished then how. Vary structure and length. ~25 words each, 30 max.

Plain, human language. Avoid dramatic and unnatural language, such as "orchestrating," "elevating," "spearheading."

For current roles, use present progressive. For past roles, use past tense.

Tangible Results

Include as many numbers, percentages, and measurable outcomes as possible where they exist and are not confidential.

Best Practice #7

Core Competencies & Skills

Core Competencies

Up to ten core competencies should be listed, adjusted per application.

A long list reads as unfocused or keyword dump.

Technical Skills

Only skills relevant to the target role should be included.

Listing skills or experience the candidate no longer wants to use will attract roles they are trying to move away from.

Languages

Languages should be folded into the core competencies section.

Only languages the candidate speaks at a functional level should be included, and only when they are relevant or an advantage for the target role.

Skill levels aren't relevant unless explicitly required for the role.

Best Practices #8 & #9

Certifications, Licenses & Additional Sections

Certifications and Licenses

Certifications and licenses should have their own dedicated section. If a certification is critical to the target role, the section should appear higher in the resume.

Volunteer Work

Volunteer experience can be included for any candidate. It signals community involvement and is generally viewed positively. Keep it brief: organization, role, and dates where available.

Publications & Speaking Engagements

Only include when relevant to the target roles. If the connection is not clear, leave them out. An unrelated list adds length and can suggest divided focus.

References

References should not appear on the resume, and "references available upon request" should not be included either. The rare exception is a role or country where references are a standard part of the initial application.

Best Practice #10

Resume Design

Clean and Simple

The resume should be clean, simple, and easy to scan. White space is important.

Typography

A clean, commonly used sans-serif font should be used. Some recommended fonts are Calibri Light, Montserrat, Trebuchet MS, and others.

Serif fonts are less recommended, but if using Serif, Garamond and Georgia are the best options.

Color Use

Accent colors are acceptable for elements like the name or section headers, but the palette should stay minimal - one to two legible colors. Stick to a white background and dark gray/black text.

Avoid Columns and Graphics

Columns and graphics should be avoided. Sophisticated layouts can be appropriate only for candidates in design or creative fields.

Best Practice #11

File Format & Length

Format

The resume should be built in Google Docs or MS Word and exported as a PDF. PDF is the only format that should be sent. It stays consistent across all machines and versions.

One important check: the PDF must be text-based, not an image. An image PDF cannot be parsed by applicant tracking systems. Before sending, confirm the file is selectable and searchable.

Length

Two pages is the maximum. The expectation that a resume must fit one page originates from the fax era and is no longer relevant.

In practice, recruiters spend between five and eight seconds on a resume in the first pass. The second page is typically only reviewed after the candidate has been shortlisted.

The first page carries the most weight and should contain everything essential.

A Resume That Opens Doors

A resume built on these principles is more than a career document. When it is properly targeted, honestly positioned, and written with clarity, it becomes a powerful tool that represents the candidate at their best and opens the right conversations with the right employers.

Targeted

Written for a specific role and direction

Credible

Honest, accurate, and professionally positioned

Clear

Plain language, clean design, easy to scan

Impactful

Achievement-oriented with tangible results

Two professionals shaking hands in an office

Kaleo CareerResume Best Practices