COMPREHENSIVE GUIDE TO

APPROVED CV FORMATTING
INTRODUCTION TO CV WRITING
A Curriculum Vitae (CV) serves as a detailed record of an individual’s
professional background, education, skills, and accomplishments. Its primary
purpose is to provide potential employers with a comprehensive view of a
candidate’s qualifications, helping them determine the applicant’s suitability
for a specific job role. Unlike a resume, which is typically shorter and more
concise, a CV offers an in-depth overview, often extending beyond one or two
pages, and is usually required in academic, research, or international job
markets.

Understanding the distinction between a CV and a resume is crucial. While a

resume focuses on brevity and customizes content to the job at hand, a CV
maintains a broader, more static format, encompassing a full history of career
and academic achievements. Using the correct format for your CV is essential
because it ensures that your qualifications are presented clearly,
professionally, and effectively, increasing your chances of advancing through
the hiring process.

Research indicates that hiring managers spend an average of 6 to 7 seconds

scanning a CV before making a preliminary decision. This critical first
impression highlights the importance of a well-structured and visually
appealing format. A CV that is cluttered, inconsistent, or difficult to read can
immediately reduce your chances of consideration, regardless of your
qualifications.

Moreover, studies have shown that up to 75% of recruiters prefer CVs that
follow a standardized format, as this facilitates easier comparison between
candidates. Elements such as consistent font style, clear section headings,
and logical flow of information contribute to a smooth reading experience.

In summary, a correct and approved CV format not only communicates your

qualifications effectively but also demonstrates your professionalism and
attention to detail—qualities highly valued by employers in all industries.
Adopting a standardized approach to your CV puts you one step ahead in the
competitive job market.
GENERAL PRINCIPLES OF AN APPROVED CV
FORMAT
Creating an approved CV format requires adherence to several fundamental
principles that ensure structure, clarity, and professionalism. These principles
not only improve the document’s readability but also project a candidate’s
attention to detail—an essential trait valued by employers.

CONSISTENCY IN FONT AND SIZE

Uniformity in font type and size throughout the CV is crucial. A professional

font such as Arial, Calibri, or Times New Roman is recommended, typically
between 10 and 12 points for the main text. Headings can be slightly larger or
bolded for distinction but should remain consistent. Avoid using multiple font
styles, as this can distract the reader and reduce the CV’s visual coherence.

APPROPRIATE MARGINS AND SPACING

Margins should be set to around 1 inch (2.54 cm) on all sides, providing
enough white space to prevent the CV from appearing cluttered. Proper line
spacing (usually 1.15 to 1.5) enhances readability and makes scanning
sections easier. Paragraphs and bullet points should be separated by clear
spacing to create a well-organized layout.

CLEAR SECTION HEADINGS

Section headings such as Professional Summary, Work Experience,

Education, and Skills must be clearly marked. Using bold or slightly larger
font sizes for these headings helps recruiters quickly locate relevant
information. It’s advisable to maintain uniform formatting (e.g., all headings
left-aligned and bold) to establish a logical flow.

USE OF BULLET POINTS FOR READABILITY

Bullet points are an effective way to present information concisely and make
it easy for recruiters to skim key details. For example, under work experience,
use bullets to highlight responsibilities and achievements rather than writing
large blocks of text. Each bullet point should begin with a strong action verb
and be brief, typically no longer than two lines.
TAILORING CONTENT TO THE JOB

An approved CV format also emphasizes relevance. Including only

information pertinent to the job role enhances the CV’s impact. Avoid adding
unrelated or redundant details such as excessive personal hobbies or
outdated skills, which can detract from the core qualifications. Customize
your CV for each application by highlighting experience and skills that align
closely with the job description.

AVOIDING UNNECESSARY INFORMATION

Finally, disciplines like simplicity and precision should guide the CV content.
Exclude photographs unless explicitly requested, avoid personal data beyond
contact information, and refrain from including salary history or references
unless specifically asked. Keeping the CV focused and streamlined maintains
its professionalism and effectiveness.

RECOMMENDED CV STRUCTURE AND SECTION

BREAKDOWN
A well-structured CV is essential for effectively communicating your
qualifications and capturing the attention of recruiters. Each section serves a
distinct purpose and follows a logical sequence to guide the reader
seamlessly through your professional story. Below is a detailed breakdown of
the key sections every CV should include, along with guidelines on format,
content, and order.

1. CONTACT INFORMATION

Purpose: This section provides recruiters with essential details to contact you.
It should be prominently placed at the very top of your CV.

Content to include:

• Full name (preferably in a larger or bold font for emphasis)

• Professional email address (avoid informal or outdated email providers)
• Phone number (include country code if applying internationally)
• LinkedIn profile or professional website (optional but recommended)
• Location (city and state or city and country; full address is not necessary)
Formatting Tips:

• Keep this section simple and uncluttered.

• Avoid including unnecessary personal details such as date of birth or
marital status, unless specifically requested.
• Use a standard format for phone numbers, e.g., +1 555 123 4567.

2. PROFESSIONAL SUMMARY OR OBJECTIVE

Purpose: This brief statement summarizes your key strengths, career goals,
and value proposition to the employer. It sets the tone for your CV and is
especially useful for candidates with several years of experience.

When to use:

• Professional Summary: For experienced professionals highlighting

achievements and core competencies.
• Objective Statement: For recent graduates or career changers focusing
on aspirations and skills.

Recommended length: 3 to 5 sentences.

Formatting Tips:

• Write in the first person but avoid using “I” explicitly.

• Tailor this section to the job role by incorporating relevant keywords and
industry terms.
• Keep the tone formal and precise.

3. WORK EXPERIENCE

Purpose: This is the most critical section, detailing your professional history
and showcasing how your accomplishments align with the job requirements.

Content to include for each role:

• Job title (bolded or italicized for clarity)

• Company name (use the official name, followed by the location city and
state or country)
• Employment dates (format: Month Year – Month Year, e.g., March 2020 –
June 2023)
• Bullet points describing key responsibilities, achievements, and skills
demonstrated.

Formatting Tips:

• List your experiences in reverse chronological order, starting with the

most recent.
• Use consistent date formatting throughout.
• Begin bullet points with strong action verbs (e.g., "Led," "Managed,"
"Developed").
• Quantify achievements where possible (e.g., “Increased sales by 20%
over six months”).
• Avoid long paragraphs; keep bullet points concise—ideally one to two
lines each.

4. EDUCATION

Purpose: To highlight your academic qualifications, supporting your

professional expertise.

Content to include:

• Degree or qualification obtained (e.g., Bachelor of Science in Marketing)

• Institution name
• Location of institution
• Graduation date or expected completion date (format: Month Year or
Year only)

Formatting Tips:

• List educational qualifications in reverse chronological order.

• Include honors or distinctions if applicable.
• Avoid including high school information if you have completed tertiary
education unless specifically relevant.

5. SKILLS

Purpose: A dedicated skills section highlights relevant competencies that may

not be fully apparent in your work history but are valuable to the role.
Content Examples:

• Hard skills (e.g., programming languages, software proficiency, foreign

languages)
• Soft skills if relevant (e.g., communication, leadership), although these
are better demonstrated through experience descriptions.

Formatting Tips:

• Use bullet points or a simple comma-separated list.

• Prioritize skills endorsed or frequently requested in job descriptions.
• Group related skills together for readability (e.g., Technical Skills,
Language Skills).

6. CERTIFICATIONS AND PROFESSIONAL DEVELOPMENT

Purpose: To demonstrate specialized training and continuous learning.

Content to include:

• Certification name
• Issuing organization
• Date obtained (Month Year)

Formatting Tips:

• Place this section after Education or Skills, depending on relevance.

• List certifications in reverse chronological order.
• Only include current or recognized certifications.

7. ADDITIONAL SECTIONS (OPTIONAL)

Depending on your background and the role you apply for, these optional
sections can showcase extra qualifications, personality, or contributions.

Examples:

• Awards and Honors: Recognitions like scholarships, employee awards.

• Volunteer Experience: Relevant unpaid roles demonstrating skills or
community involvement.
• Publications or Presentations: Particularly important in academic or
research fields.
• Professional Memberships: Relevant industry associations or groups.
• Languages: Fluency levels if critical for the job.

Formatting Tips:

• Include only sections that add value or are requested by the employer.
• Maintain formatting consistency with other sections.

SUMMARY OF SECTION ORDER

Section Placement

Contact Information Top of CV

Professional Summary/Objectives Immediately after contact info

Work Experience Following summary/objective

Education After work experience

Skills After education or certifications

Certifications After skills or education

Additional Sections At the end, as applicable

Using this structured approach and adhering to approved formatting norms

such as consistent date styles and clear labelling ensures your CV remains
professional, easy to read, and relevant to recruiters across industries.

STYLING AND FORMATTING GUIDELINES

To maximize the professionalism and readability of your CV, it is essential to
apply consistent styling and formatting principles. This section outlines the
approved recommendations regarding font choices, sizes, spacing,
alignment, and layout types, as well as guidance on file formats for
submission.
FONT CHOICES AND SIZES

• Font Type: Use clean, professional fonts that are easy to read both on
screen and in print.
◦ Sans-serif fonts like Arial, Calibri, and Helvetica are preferred for
their modern and clean appearance.
◦ Serif fonts such as Times New Roman or Georgia offer a traditional
professional look and may be suitable for academic or formal
fields.
• Font Size: Body text should typically be between 10 and 12 points.
◦ Headings and section titles can be slightly larger (e.g., 12–14
points) or distinguished through bolding to create hierarchy,
without excessive size variation.
• Avoid decorative or overly stylized fonts, as well as multiple font types
within one CV, to maintain a cohesive, professional look.

LINE SPACING AND ALIGNMENT

• Use line spacing between 1.15 and 1.5 to enhance readability without
wasting space.
• Separate sections and paragraphs with adequate spacing to avoid
crowding.
• Align text left for the main body to support easy scanning, while section
headings may be either left-aligned or centered according to overall
design choice.
• Maintain consistent alignment throughout the document; avoid mixing
centered and justified text in main sections to prevent uneven spacing.

USE OF BOLD AND ITALICS

• Bold is recommended for section headings, job titles, company names,

or key achievements to create visual emphasis and facilitate quick
navigation.
• Use italics sparingly, primarily for dates, locations, or to highlight less
critical details.
• Avoid combining bold and italics excessively as this can clutter the
appearance.
LAYOUT FORMATS: CHRONOLOGICAL, FUNCTIONAL, AND HYBRID

• Chronological CV: The most common format, listing work history and
education in reverse chronological order. Ideal for candidates with a
solid, continuous career path related to the target role.
• Functional CV: Focuses on skills and competencies rather than
chronological work experience. Suitable for career changers, recent
graduates, or those with gaps in employment.
• Hybrid (Combination) CV: Merges aspects of both formats, showcasing
key skills followed by a detailed chronological work history. Useful for
candidates wanting to highlight both strengths and consistent
experience.

Choose the layout that best aligns with your career history and the role you’re
applying for, ensuring clarity and relevance.

RECOMMENDED FILE FORMATS FOR CV SUBMISSION

• Save and send your CV in PDF format to preserve formatting across

different devices and operating systems.
• Avoid Word documents or other editable formats unless specifically
requested, as these can appear differently depending on software
versions or settings.
• Before sending, verify the PDF displays correctly on multiple devices to
ensure no formatting issues.

By adhering to these styling and formatting guidelines, your CV will present a

polished, professional image that meets employer expectations and enhances
readability during the critical initial review.

COMMON MISTAKES TO AVOID IN CV PREPARATION

When preparing a CV, certain frequent errors can significantly reduce your
chances of progressing in the hiring process. Being aware of these pitfalls
and taking steps to avoid them will help ensure your CV makes a strong,
professional impression.

FREQUENT ERRORS AND THEIR IMPACTS

• Spelling and Grammatical Mistakes: Errors in spelling or grammar

suggest a lack of attention to detail and can undermine your
professionalism. Even minor mistakes can annoy recruiters and give
them reason to doubt your communication skills.

• Unverified or Inaccurate Information: Including false or exaggerated

claims damages your credibility if discovered. Always provide truthful
and verifiable details about your qualifications and experience.

• Unprofessional Email Addresses: Using casual or inappropriate email

handles (e.g., [email protected]) appears unprofessional. Use a
simple combination of your first and last name where possible.

• Overcrowding the Document: Packing too much information or using

very small fonts can overwhelm the reader. A cluttered CV makes it
difficult for recruiters to identify key information quickly, reducing its
effectiveness.

• Inconsistent Formatting: Mixing fonts, styles, or misaligned text

disrupts readability and looks careless.

TIPS FOR EFFECTIVE PROOFREADING AND REVIEW

• Take a Break Before Reviewing: After writing your CV, step away for a
few hours or a day to approach proofreading with fresh eyes.

• Read Aloud: This helps catch awkward phrasing or missing words that
might be overlooked when reading silently.

• Use Spellcheck and Grammar Tools: Leverage built-in software tools but
do not rely solely on them.

• Ask a Third Party to Review: A trusted friend, mentor, or career

counselor can provide unbiased feedback and catch errors you might
miss.

• Print a Hard Copy: Reviewing a physical copy can help spot formatting
inconsistencies or errors.

Avoiding these common mistakes and carefully reviewing your CV helps

present you as a meticulous, reliable candidate and maximizes your chances
of success.
FINALIZING AND CUSTOMIZING YOUR CV
Once your CV’s structure, content, and formatting are solidly in place, the next
crucial step is final review and customization to maximize its impact for each
job application.

THOROUGH FINAL REVIEW

Before sending your CV, carefully proofread to eliminate spelling, grammar,

and formatting errors. Read it aloud and verify that dates, job titles, and
contact information are accurate and consistent. Checking consistency in font
styles, margins, and bullet formatting ensures a polished appearance.

TAILORING FOR EACH JOB APPLICATION

Different roles require different emphases in your CV. To improve relevance

and boost your chances of passing Applicant Tracking Systems (ATS),
carefully:

• Analyze the job description: Identify key skills, qualifications, and

industry-specific terminology.
• Incorporate keywords: Mirror these terms naturally within your
professional summary, skills, and work experience sections. This
optimization helps ATS software recognize your CV as a strong match.
• Highlight relevant achievements: Emphasize accomplishments and
experience that directly align with what the employer prioritizes.

MAINTAINING A MASTER CV

Keep a comprehensive master CV that lists all your roles, skills, certifications,
and achievements in detail. For each application, create a tailored version by
selectively editing and reorganizing information to suit the specific position.
This approach saves time and ensures you consistently submit up-to-date and
relevant CVs.

SEEKING CONSTRUCTIVE FEEDBACK

Before finalizing, solicit feedback from trusted colleagues, mentors, or

professional CV services. Fresh perspectives may reveal unclear phrasing or
overlooked details. Incorporate constructive suggestions to enhance clarity
and professionalism.
REGULAR UPDATES

Your CV should be a living document, updated regularly after new roles,

projects, or learning experiences. Periodic reviews maintain accuracy and
readiness, preventing last-minute stress when new opportunities arise.