How to Write a CV: A Step-by-Step Guide for Job Seekers

A good CV can make it easier for an employer to understand your qualifications, experience and suitability for a job. However, many job seekers struggle with what to include, how to arrange their information and how to present their experience professionally.

Some applicants submit CVs that contain too much information, while others leave out important details that could help them stand out. If you are a fresh graduate applying for your first job or an experienced professional looking for a better opportunity, learning how to write a clear, professional CV is an important step in your job search.

This guide explains how to write a CV, what employers generally expect to see, how to structure your information and the mistakes you should avoid before submitting an application.

What Is a CV?

A curriculum vitae (CV) is a document that summarises your education, skills, work experience, professional achievements and other relevant qualifications. Employers use it to assess whether your background matches the requirements of a vacant position.

The terms CV and résumé are often used interchangeably during recruitment. Although their usage can differ internationally, most applicants seeking ordinary corporate, administrative, technical and entry-level jobs need a concise document that presents their relevant qualifications clearly.

Your CV should not simply list everything you have done. It should help a recruiter quickly understand what you can contribute to the organisation.

How to Write a CV Step by Step

1. Start With Your Contact Information

Place your essential contact details at the top of your CV so an employer can identify you and reach you easily.

Include:

• Your full name.
• A professional phone number.
• An appropriate email address.
• Your city and state, where relevant.
• A LinkedIn profile or professional portfolio, if applicable.

You generally do not need to include your full residential address. Your date of birth, marital status, religion, photograph and other personal information should only be included when genuinely relevant or specifically requested for a legitimate reason.

Make sure your phone number is active and your email address is professional. An address based on your name is usually a better choice than one containing nicknames or unrelated words.

2. Write a Professional CV Summary

A CV summary is a short introduction explaining your professional background, strongest relevant skills and career focus. It usually appears directly below your contact information.

Aim for two to four concise sentences that relate to the position you want.

For example, a marketing applicant could write:

“Performance marketing specialist with experience managing digital advertising campaigns, analysing campaign results and improving lead generation. Skilled in Google Ads, campaign optimisation and performance reporting. Seeking to contribute to a team focused on measurable marketing results.”

Fresh graduates can also write a summary without pretending to have professional experience. Focus on relevant academic projects, practical training, internships, technical skills or volunteer work.

Avoid generic statements such as “I am hardworking, honest and ready to work under pressure” unless you support them with meaningful examples.

3. List Your Work Experience

If you have previous work experience, list your roles in reverse chronological order, starting with your most recent position.

For each role, include:

• Job title.
• Company or organisation.
• Employment dates.
• Main responsibilities.
• Relevant achievements.

Whenever possible, explain what you accomplished rather than simply describing your daily duties.

For example, instead of writing:

“Responsible for managing social media accounts.”

You could write:

“Managed social media content and reviewed engagement data to identify opportunities to improve audience interaction.”

Use figures when you have accurate evidence to support them. Do not invent sales figures, percentages, campaign results or achievements to make your CV appear stronger.

If you have limited work experience, include relevant internships, industrial training, freelance projects, volunteering and other genuine experience that demonstrates your abilities.

4. Include Your Educational Qualifications

List your education in reverse chronological order, beginning with your highest or most recent relevant qualification.

Include the institution, qualification, course of study and graduation year or expected completion date.

For example:

Bachelor of Science in Computer Science
Example University, Canada
2024

You can also include relevant certifications, professional training and academic projects, especially if you are applying for an entry-level position.

Do not claim a qualification you have not earned. If you are still studying, state that the programme is in progress and provide your expected completion date where appropriate.

5. Highlight Relevant Skills

Your skills section should reflect the requirements of the job you are applying for.

Depending on your profession, relevant skills may include:

• Microsoft Excel and data analysis.
• Customer service and communication.
• Digital marketing and advertising.
• Software development and programming.
• Accounting and financial reporting.
• Project coordination.
• Writing, editing and research.

Distinguish between technical skills and transferable skills where this makes your CV easier to read.

More importantly, prioritise skills you can demonstrate. If a job requires Excel, for example, mention the functions or tasks you can actually perform rather than listing Excel without further context.

6. Add Relevant Certifications and Training

Professional certifications can strengthen your application when they relate to the position.

Include the certification name, issuing organisation and completion year where useful. You can also state that a certification is in progress if that is accurate.

Examples include relevant technology certifications, professional accounting qualifications, digital marketing training, project management courses and industry-specific programmes.

Do not list every course you have ever taken. Select those that help demonstrate your suitability for the role.

7. Include Projects, Achievements and Volunteer Experience

Not every applicant has a long employment history. Projects and other relevant activities can help demonstrate practical ability.

For instance, a software development applicant could include a personal application, GitHub project or website. A marketing applicant could describe a campaign they worked on, while a recent graduate could highlight a relevant research project or internship.

For each project, explain its purpose, your contribution, the tools you used and the outcome where you can substantiate it.

Volunteer experience can also be valuable when it demonstrates leadership, communication, organisation or other relevant skills.

8. Keep Your CV Clear and Professional

Your CV should be easy to scan on both a computer and a mobile device.

Use a readable font, consistent headings, adequate spacing and simple formatting. Keep dates, bullet points and section headings consistent throughout the document.

For many applicants, one or two pages is a reasonable target. More experienced professionals may need additional space for relevant experience, publications, certifications or specialist achievements.

Avoid decorative designs that make the document difficult to read. Unless a creative role calls for a portfolio-style presentation, a straightforward layout is usually a practical choice.

Save your CV as a PDF when the employer accepts it, and use a clear filename such as YourName_CV.pdf. Follow the employer’s instructions if a different file format is requested.

What Is the Best CV Format for Job Seekers?

The best format depends on your career history and the position you want.

Reverse chronological CV: Lists your most recent experience first. This is a practical option for applicants with a clear employment history.

Skills-focused CV: Gives more attention to relevant skills and projects. It can help fresh graduates, career changers and applicants with limited formal employment experience, although relevant work history should still be included where available.

Combination CV: Highlights relevant skills while also presenting employment history. It may suit professionals who want to demonstrate specialist capabilities alongside their experience.

For most job applications, a clear reverse chronological format is a sensible starting point. Regardless of the format, organise the document around the employer’s requirements rather than using the same content for every vacancy.

CV Sample for a Job Seeker

The following simplified example shows how a CV can be structured. Replace the sample details with your own accurate information.

CHINEDU OKAFOR
Lagos, Nigeria | +44 800 000 0000 | chinedu.okafor@example.com

PROFESSIONAL SUMMARY

Entry-level administrative professional with experience supporting documentation, organising information and communicating with customers. Comfortable using Microsoft Office and maintaining accurate records. Interested in contributing to an organisation that values efficiency and professional service.

WORK EXPERIENCE

Administrative Intern
Example Services Limited, Lagos
June 2024 – November 2024

• Organised digital and paper records for easy retrieval.
• Assisted with preparing routine reports and office documents.
• Responded to basic enquiries and directed requests to the appropriate team.
• Supported scheduling and other administrative activities.

EDUCATION

Bachelor of Science in Business Administration
Example University, Canada | 2024

SKILLS

• Microsoft Word and Excel.
• Document management.
• Written and verbal communication.
• Time management.
• Customer service.

CERTIFICATIONS

Add relevant certifications or professional training here, if applicable.

This is an illustrative sample, not a claim about a real applicant. Your CV should reflect your actual background and should be adjusted to the role you are applying for.

How to Write a CV as a Fresh Graduate

Fresh graduates often worry that their CVs look empty because they have not held a full-time job. The solution is to present relevant evidence of your abilities rather than inventing experience.

Start with your education, relevant coursework, projects, internships and industrial training. Include technical skills, volunteer activities, leadership responsibilities and certifications where they are relevant.

If you completed a final-year project, briefly explain what you worked on and what you learned. If you have completed practical training or built something independently, describe your contribution clearly.

You can also include part-time work, freelance assignments or family-business responsibilities if they demonstrate relevant skills and can be explained honestly.

Avoid filling your CV with unrelated personal interests simply to make it longer. A shorter CV with useful information is more effective than a longer document filled with irrelevant details.

How to Tailor Your CV to a Job Description

One of the most useful things you can do before applying for a job is to compare your CV with the vacancy announcement.

Read the job description and identify the qualifications, responsibilities, tools and skills the employer emphasises. Then review your CV to ensure that your relevant experience and abilities are easy to find.

For example, if a vacancy requires customer relationship management, reporting and Microsoft Excel, make those capabilities visible if you genuinely have them.

Use terminology that accurately reflects the vacancy, but do not copy entire sections of the job description or claim skills you do not possess.

You should also adjust your professional summary and prioritise the most relevant achievements for each application. This makes your CV more useful to recruiters and can improve its compatibility with applicant tracking systems (ATS).

Common CV Mistakes to Avoid

Before submitting your application, check for the following mistakes:

• Spelling and grammatical errors: Read the document carefully and correct mistakes.
• One CV for every job: Adjust your CV to reflect the requirements of each relevant vacancy.
• Unsupported claims: Do not invent achievements, qualifications or professional experience.
• Too much personal information: Include only details that are appropriate for the role and application.
• Unprofessional contact details: Use a reliable phone number and a suitable email address.
• Poor formatting: Avoid inconsistent fonts, crowded paragraphs and confusing layouts.
• Irrelevant information: Remove details that do not support your application.
• Unclear employment dates: Present dates consistently and explain gaps when appropriate.
• Unnecessary images and graphics: Keep the document readable, especially when applying through online recruitment systems.
• Incorrect file submission: Check the employer’s instructions before uploading or emailing your CV.

Finally, open your saved PDF before submitting it. Confirm that the formatting has not shifted, the text is readable and the correct document is attached.

Should You Include a Photograph on Your CV?

A photograph is not generally necessary for most corporate and professional applications unless the employer explicitly requests one or the role has a legitimate reason for requiring it.

For most applicants, the available space is better used to present relevant skills, qualifications and achievements. If a vacancy specifies a particular format, follow its instructions while considering the legitimacy and appropriateness of the request.

Frequently Asked Questions About Writing a CV

How many pages should a CV have in Nigeria?

• One or two pages is a practical target for many applicants. Experienced professionals may need more space when their additional experience is relevant to the role. Prioritise useful information over a strict page limit.

Can I write a CV without work experience?

• Yes. Fresh graduates and first-time job seekers can highlight education, projects, internships, industrial training, volunteer work, certifications and relevant skills. Present your experience honestly and explain what you can contribute.

What is the difference between a CV and a résumé?

• The terms are often used interchangeably in Nigerian recruitment. In some countries and academic settings, a CV is a more extensive record of qualifications and achievements, while a résumé is a shorter document tailored to a specific role. Follow the employer’s instructions.

Should I include my date of birth and marital status?

• These details are not generally required for most professional CVs. Include personal information only when it is relevant or legitimately requested for the application.

Should I submit my CV in Word or PDF format?

• PDF is a practical choice when the employer accepts it because it helps preserve the layout. However, follow the employer’s instructions, particularly when a Word document or an online application form is specifically requested.

How often should I update my CV?

• Update your CV whenever you gain relevant experience, complete a certification, develop a new skill or achieve something worth including. Review it again before each application so it reflects the requirements of the vacancy.

Can I use the same CV for every job application?

• You can maintain a master CV containing your experience and qualifications, but you should adjust the summary, skills and relevant achievements to suit each vacancy. Do not change factual details or exaggerate your qualifications.

Note: Writing a professional CV does not require complicated language or an expensive design. It requires clear organisation, accurate information and a strong connection between your experience and the job you want.

Start with your contact details, present your qualifications and experience clearly, highlight relevant skills, and review the document before submitting it. If you are a fresh graduate, focus on the projects, training and abilities that demonstrate your potential.

Once your CV is ready, the next step is to find suitable opportunities and submit applications that match your qualifications.

Visit: JobReshape to explore job opportunities, discover career resources and take the next step in your job search.