A guide to the essential CV structure and format

Your CV is often the first impression you make on an employer, so its structure and format are crucial. A well-organised CV not only highlights your qualifications but also makes it easy for hiring managers to see why you’re the perfect fit for the role.

Whether you’re creating your CV from scratch or updating it for a new opportunity, following a clear structure will help your application stand out. From showcasing your contact details to tailoring your work experience, this guide will walk you through every section, with practical tips to make your CV professional and impactful.

Let’s start with the foundation: your contact information.

Contact information

Your contact details are the first thing a hiring manager will look for, so they need to be clear, professional, and easy to locate. Here’s how to get it right:

• your name: Place your name prominently at the top of the page. Use a slightly larger font size and consider bold text to ensure it stands out. Whether it’s centred or aligned to the left, make sure it’s the first thing the employer notices.
• email address: Choose a professional email address that includes your name (e.g., [email protected]). Avoid anything quirky or informal, such as “[email protected].” If you don’t have a professional email address, create one specifically for job applications.
• phone number: List your mobile number and ensure your voicemail greeting is professional, just in case you miss a call. A simple “Hello, this is Jane Doe, please leave a message” works well.
• optional additions: If relevant, include your LinkedIn profile or a link to your online portfolio. For example: Jane Doe [email protected] | +44 7123 456789 linkedin.com/in/janedoe | Portfolio: janedoedesign.com

Common mistakes to avoid

• Typos in your contact details, which can cost you an interview opportunity.
• Including outdated methods like a fax number.
• Using unprofessional email addresses or nicknames.

By ensuring your contact details are professional and easy to locate, you’ll set the tone for a strong and polished CV.

Personal statement

A personal statement is your chance to make a strong first impression by introducing yourself, showcasing your skills, and aligning your goals with the role you’re applying for. Think of it as your professional pitch—it should grab the employer’s attention and make them want to read the rest of your CV.

Your personal statement should be short and impactful, typically no more than 4–6 sentences. Focus on three key elements:

1. Who you are: Provide a brief introduction to your professional background.
2. What you bring to the role: Highlight your most relevant skills, qualifications, or achievements.
3. Your future goals: Demonstrate how your ambitions align with the company’s needs.

Example of a strong personal statement

“A passionate chemistry teacher with over 20 years of experience mentoring students and overseeing academic projects. I have a proven track record of increasing student engagement through innovative teaching methods and extracurricular activities. I’m now seeking an opportunity to bring my expertise to a forward-thinking school that values creativity and academic excellence.”

How to tailor your personal statement

To make your personal statement stand out, tailor it to the specific job and company you’re applying for. For example, if the role emphasises leadership and innovation, include examples of how you’ve excelled in these areas:

“An experienced marketing manager with 10 years of success in leading teams to deliver high-impact campaigns. My expertise in digital strategy has driven a 30% increase in customer acquisition rates at my current role. I’m eager to apply my leadership skills and creativity to help [Company Name] expand its market presence.”

Common mistakes to avoid

• Being too vague: Avoid generic phrases like “I am hardworking and dedicated” without providing examples.
• Using buzzwords: Words like “team player” or “results-driven” are meaningless unless supported by evidence.
• Failing to tailor: A one-size-fits-all personal statement won’t capture the attention of hiring managers.

Bonus tip: align with the job description

Use keywords from the job advert to make your personal statement more relevant. If the employer is looking for someone with “excellent communication skills” and “proven leadership,” incorporate those terms naturally into your statement, backed by examples.

Your personal statement is the gateway to the rest of your CV. With a strong, tailored introduction, you’ll encourage employers to keep reading and take your application seriously.

Skills

The skills section of your CV is your opportunity to showcase the abilities that make you the ideal candidate for the job. It’s not just about listing every skill you’ve ever learned—it’s about curating a set of relevant, impactful skills that align with the role you’re applying for.

What to include in your skills section

Focus on skills that match the job description, as these are the ones most likely to catch the employer’s attention. Include a mix of hard skills (technical, measurable abilities) and soft skills (personal attributes that influence how you work). For example:

• Hard skills: Proficiency in specific software, data analysis, coding languages, project management, or certifications like “Certified Scrum Master.”
• Soft skills: Leadership, time management, adaptability, communication, or problem-solving.

How to format your skills section

Use a clean, bullet-pointed list for clarity and readability. You can label this section “Key Skills,” “Core Competencies,” or simply “Skills.”

Example of a skills section

Key Skills

• Proficient in Microsoft Excel, Tableau, and Power BI for data visualisation
• Strong project management skills, including experience with Agile methodologies
• Exceptional communication and negotiation skills, with a proven ability to close high-value contracts
• Skilled in creative problem-solving and conflict resolution in high-pressure environments
• Fluent in French and Spanish, enabling seamless collaboration in multilingual teams

Tailor your skills to the role

Always adapt your skills section to match the job description. For example, if the advert highlights the importance of collaboration and leadership, ensure those skills are prominent on your CV. If the role requires specific technical expertise, mention your proficiency with relevant tools or systems.

How to demonstrate your skills

Where possible, integrate your skills into other sections of your CV, such as work experience or achievements. For instance:

• Instead of simply listing “teamwork” as a skill, mention how you collaborated on a specific project in your work history: “Led a cross-departmental team to deliver a £500k project on time and within budget.”
• If problem-solving is a key skill, give an example of how you used it to achieve a tangible result: “Identified and resolved inefficiencies in the supply chain, reducing costs by 15%.”

Common mistakes to avoid

• Overloading the section: Too many skills can dilute your impact. Focus on 6–10 of the most relevant skills.
• Being too vague: Avoid generic terms like “good communicator” without context.
• Failing to prioritise: List the most important skills first, based on the job description.

Your skills section is more than just a list—it’s a snapshot of what you bring to the table. By tailoring your skills and integrating them throughout your CV, you’ll make it clear to employers that you have exactly what they’re looking for.

Education and qualifications

The education section of your CV provides employers with an overview of your academic background and any relevant qualifications. Whether you’re a recent graduate or an experienced professional, this section should be tailored to highlight what’s most relevant to the role.

What to include

Your education section should focus on the qualifications that are most applicable to the job. List the following details for each qualification:

1. Degree or qualification name (e.g., BA in Business Administration, A-Levels in Mathematics and Economics).
2. Institution name (e.g., University of Manchester, Oxford Sixth Form College).
3. Dates attended (e.g., September 2018 – June 2021).
4. Grade achieved (if strong or relevant to the role, e.g., First-Class Honours, Distinction, or A*).

How to structure this section

Present your education in reverse chronological order, starting with the most recent or highest qualification. Use bullet points or a concise list format for clarity.

Example of a well-formatted education section

Education

• MSc in Data Science, University of Edinburgh (2020 – 2021)
Achieved Distinction. Dissertation: “Optimising Machine Learning Algorithms for Financial Forecasting.”
• BSc in Computer Science, University of Glasgow (2017 – 2020)
Graduated with First-Class Honours. Key modules: Artificial Intelligence, Data Structures, and Software Development.
• A-Levels, St. Andrew’s College (2015 – 2017)
Subjects: Mathematics (A*), Physics (A), and Computer Science (A).

Early career vs. experienced professionals

• Recent graduates or early-career professionals: Highlight educational achievements, coursework, projects, or extracurricular activities that showcase your skills. For example: “Developed a mobile app prototype as part of a group project, earning a top grade in Software Engineering.”
• Experienced professionals: Focus less on older qualifications, such as GCSEs, and more on degrees, certifications, or relevant continuing education. Only include school-level qualifications if they’re particularly strong or required for the role.

Adding certifications and training

If you’ve completed additional training or certifications relevant to the job, include them in this section or create a separate “Certifications” section. For instance:

Certifications  
- Certified Project Manager (PMP), Project Management Institute (2022)  
- Google Analytics Individual Qualification (2021)  

Common mistakes to avoid

• Including irrelevant qualifications: Keep your list concise and relevant to the job.
• Omitting dates: Employers value a clear timeline of your academic and professional journey.
• Failing to highlight key achievements: If your dissertation, coursework, or a particular module is relevant to the role, include it to demonstrate your expertise.

Your education section should build on your skills and experience, showing employers the foundation of your expertise and how it aligns with the job requirements.

Work experience

Your work experience section is arguably the most important part of your CV. It provides a snapshot of your professional achievements, demonstrating to employers how you’ve applied your skills in real-world situations. This section should be tailored to highlight roles and responsibilities relevant to the job you’re applying for.

What to include

For each role, include the following details:

1. Job title: Clearly indicate your position, e.g., “Marketing Manager” or “Software Engineer.”
2. Company name: Include the name of the organisation and a brief description if it’s not widely known.
3. Dates of employment: Use the format “Month Year – Month Year” to avoid gaps.
4. Key responsibilities and achievements: Use bullet points to outline your duties and focus on quantifiable accomplishments where possible.

How to structure your work experience

Present your roles in reverse chronological order, starting with your most recent position.

Example of a well-structured work experience section

Work Experience

Marketing Manager
XYZ Digital Agency, London
January 2020 – Present

• Led a team of five marketers to deliver integrated campaigns, achieving a 25% increase in client engagement year-over-year.
• Managed an annual budget of £500k, ensuring all campaigns were delivered on time and within budget.
• Increased website traffic by 30% through SEO optimisation and targeted ad campaigns.
• Secured a high-profile client, generating an additional £250k in annual revenue.

Marketing Assistant
ABC Creative Solutions, Manchester
June 2017 – December 2019

• Supported the marketing team in executing social media campaigns, growing followers by 20% in one year.
• Conducted market research to inform campaign strategies, leading to a 15% boost in product sales.
• Organised events, including product launches and trade shows, with over 90% attendee satisfaction.

Tips for making this section impactful

• Focus on achievements: Instead of listing routine tasks, highlight your contributions and outcomes. For example, “Managed client relationships” is less compelling than “Maintained 15 client accounts, achieving a 95% retention rate.”
• Use action verbs: Start bullet points with dynamic words like “developed,” “streamlined,” or “implemented” to show proactivity.
• Quantify results: Numbers add credibility. For instance, “Increased revenue by 20%” or “Reduced delivery times by 10 days” is far more compelling than generic claims.
• Tailor your descriptions: Align your experience with the requirements of the job. For example, if the role emphasises leadership, focus on managing teams or projects.

Addressing employment gaps

If you have gaps in your employment history, address them proactively. For example, include voluntary work, freelance projects, or training courses under this section to show how you used the time productively.

Common mistakes to avoid

• Being too vague: “Handled customer queries” is less effective than “Resolved 50+ customer queries daily, improving satisfaction scores by 15%.”
• Overloading with irrelevant details: Focus on roles and achievements that directly support the job you’re applying for.
• Using dense paragraphs: Use bullet points for clarity and readability.

Your work experience section should tell the story of your career, demonstrating your growth, adaptability, and value to prospective employers.

Hobbies and interests

Including a hobbies and interests section on your CV is optional, but when done well, it can give employers insight into your personality, values, and how you might fit into their team. The key is to focus on activities that showcase relevant skills or qualities, rather than generic pastimes.

When to include hobbies and interests

• To highlight transferable skills: For example, team sports can demonstrate teamwork and leadership, while running marathons shows dedication and perseverance.
• If you lack experience: For early-career applicants, hobbies can show character and potential when work experience is limited.
• To align with company culture: If the company values creativity or community involvement, hobbies like painting or volunteering can strengthen your application.

Examples of impactful hobbies

• Sporty hobbies: Captain of a local football team (teamwork, leadership), long-distance cycling (discipline, resilience).
• Creative hobbies: Writing a blog on industry trends (communication, initiative), photography (attention to detail, creativity).
• Charitable hobbies: Volunteering at a food bank (empathy, commitment), fundraising for a local charity (organisation, communication).

What to avoid

Avoid generic hobbies that add no value to your application, such as “watching TV” or “spending time with friends.” Similarly, steer clear of controversial or overly niche activities unless they align with the company’s ethos.

References

The references section is no longer mandatory on most CVs, as employers typically request them later in the hiring process. If you choose to include references, follow these tips:

• List two professional referees, ideally former managers or supervisors.
• Include their full name, job title, company, and contact information.
• Always ask for permission before listing someone as a reference.

Alternatively, you can save space by writing: “References available upon request.”

Bonus tips for a polished cv

1. Keep it concise: Limit your CV to two pages unless you’re applying for an academic or specialist role.
2. Tailor for ATS: Use keywords from the job description to ensure your CV passes applicant tracking systems (ATS).
3. Proofread: Typos or formatting errors can make even the best CV look unprofessional. Use tools like Grammarly and ask a trusted friend to review it.
4. Use a clean layout: Choose professional fonts (e.g., Arial or Calibri) and ensure plenty of white space for readability. See our free CV downloads for inspiration.

Your CV is more than a document—it’s your personal sales pitch. By following this guide to structure and format, you’ll create a professional, impactful CV that showcases your skills, experience, and personality. Tailor each section to the role, highlight your achievements, and ensure every detail adds value. With a polished CV in hand, you’ll be well on your way to landing your next opportunity.