How to format a resume — examples and templates

A well‑structured resume helps showcase valuable skills and experience, and choosing the right format is a key part of making that happen. A professional resume layout shapes how easily both recruiters and applicant tracking system (ATS) software can scan information, identify strengths, and find the details that matter most.

The online resume builder in Microsoft Word makes it easy to select and apply a strong resume format with ATS-friendly templates and AI writing tools. Let's explore the three most effective formats, chronological, functional, and combination, and how to choose the best one based on career stages and role types. Find practical document formatting tips, pre-formatted templates, and Microsoft Copilot prompts to help create a polished outline in no time.

Three resume formats to match any career stage or goal

There are three main resume formats to choose from, each suited to different career stages and goals. The right choice depends on work history, skill set, and the type of role being targeted.

1. Chronological resume format explained

A chronological resume format lists work experience from the most recent job backwards. This makes it a great option for candidates with a consistent work history, as it showcases achievements and career progression clearly. Mid-to-senior level candidates can also benefit, especially when demonstrating how responsibilities have increased with each role. This format is also easy for ATS software to scan, making it a reliable layout.

Tips to write chronological resumes

• List job role, company name, and employment timeframe clearly, including any career breaks.

• Include part-time roles, freelancing, or volunteering if it aligns with the job role.

• Mention core achievements in every role with metrics to demonstrate growth and impact.

• Spotlight the highest education level prominently, especially if it directly supports the position being targeted.

• Combine keywords from the job description into the executive summary to stand out to recruiters.

• Copilot tip: review the job role and ask Copilot to summarize key points that match work experience. Next, chat with Copilot to draft a chronological resume outline based on needs or an existing file.

Clean elegant resume

Use this template

2. Functional resume format overview

A functional resume format organizes content by skills, abilities, and strengths rather than work history. This makes it ideal for consultants, freelancers, and anyone with diverse experience across different professions. It is also a solid layout for career changers or anyone looking to cover gaps in employment. Be sure to use relevant keywords throughout, as this format is not always easy for ATS to scan.

Tips to write functional resumes

• Start with an objective statement on top to express personal career goals, ensuring it aligns with the role instead of a broad professional summary.

• Tailor the functional resume for each job application, focusing on the most relevant skill sets for each role.

• Use skills-related keywords listed in the job advertisement to improve the resume ATS score and increase chances of an interview.

• Write about transferable skills and process-related changes to show impact across different businesses.

• Group key achievements under a skill category, rather than by job title, to create a clear narrative.

• Copilot tip: review the job role and ask Copilot to summarize key points that match work experience. Next, chat with Copilot to draft a functional resume outline based on needs or an existing file.

Basic modern resume

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3. Combination resume format

A combination resume format balances skills and work experience equally, listing work history in reverse-chronological order while highlighting relevant accomplishments under each role. It works well for mid-level professionals looking to show how they applied valuable skills across different roles as their career evolved.

Tips to write combination resumes

• Edit the resume to fit in one page so both skills and experience are obvious immediately.

• Rewrite any resume sections to suit the skills required in the job ad if applicable.

• List key achievements instead of routine job responsibilities underneath the "Work Experience" section.

• Try to use action verbs like "implemented" and "facilitated" to express achievements and job duties to make a good impression and pass the ATS.

• Copilot tip: if a resume exceeds one page, ask Copilot to rewrite the draft for conciseness and clarity. It can review a CV and rewrite any sections required, so a short resume still suits the job requirements.

Simple sales resume

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Choosing the best resume format for career stage

Selecting the best resume format depends on career history, the role being targeted, and how skills and experience align. Use the guidance below to find the right fit.

Chronological resume format

A chronological resume works well for showcasing a strong work history and clear career progression. This format works well when applying for a role in the same field, stepping into a senior position, or highlighting steady growth across multiple roles at the same company.

• Review work history: create a chronological resume when there is a long list of job roles in the same field with no gaps.

• Review the job role: if applying for a position in the same field, confidently use a chronological resume.

• Review career stage: choose this resume layout when there is a lot of work experience to write about. If entry-level in a field or early in a working career, the chronological resume format might not be the right fit as it will look sparse.

Functional resume format

A functional resume is a strong fit for career changers or anyone with gaps in employment history, as it puts transferable skills front and center.

• Review work history: if there are gaps in employment or varying job roles across different industries, a functional resume is a strong match.

• Review the skill requirements: use a functional resume when the job ad emphasizes technical and soft skills rather than minimum years of work experience in a specific field.

• Review the company culture: check the company's history, website, and LinkedIn page to understand if they prefer a traditional resume or creative resume.

Hybrid resume format

A hybrid resume highlights relevant skills upfront, making it a strong option for anyone re-entering the workforce or navigating a career change.

• Review work history: if there are gaps in employment or a career change is underway, a hybrid resume puts key skills first and minimizes timeline concerns.

• Review the job level: leverage the flexibility of a hybrid resume to showcase skills and experience if the role is middle or senior level.

• Review the skills match from job descriptions: if the goal is to emphasize transferable skills while sharing some role achievements, this format works well.

Combination resume format

A combination resume is a well-rounded choice for targeting a specific role or industry, balancing a strong skill set with consistent work experience.

• Review space in the resume: if there are relevant skills and experience across different roles, a combination resume balances both equally.

• Review the job role: use a combination resume when applying for a specific position where both skills and a solid work history are equally important.

• Review career progression: if there is a diverse skill set and stable work history, a combination resume can show professional skills and career journey together.

How to format a resume in Word

Formatting resume layout and design

Getting the layout right is just as important as choosing the right resume type. Clear formatting helps a resume pass the ATS and makes a strong first impression with recruiters. Follow these layout and design tips below.

• Margins: apply one-inch margins on all sides to ensure the resume is readable and none of the content is lost if printed out.

• Colors: stick to two dark colors, such as black and navy blue, so headings and body text look different, remain accessible to readers, and are scannable by ATS.

• Alignment: use a traditional left alignment so the text is ATS-friendly and looks organized. The header and body text should match for a consistent look.

• Bullet points: use bulleted lists over short paragraphs to ensure key skills and achievements are easy to scan by ATS and time-poor recruiters.

• Social media and work example links: use hyperlinks instead of pasting the full website URL to save space and maintain a tidy look and feel.

• Fonts and font sizes: select a font that represents personality while fitting the chosen job role and profession. While Calibri and Aptos are ATS-friendly fonts, check out the full guide to find the best font for a resume.

Formatting resume name and contact details

The header is the first thing a recruiter sees, so making it clear and professional sets the right tone from the start. Follow these below name and contact detail recommendations.

• Always include a full name at the top of the resume in a sans serif font for legibility.

• Consider using a different color from the resume body text, such as navy blue, and add bold styling so it stands out.

• Add a short job title in a smaller font beneath the name to make an immediate impression.

• Include one professional email address and a phone number with the full phone code.

• Share a portfolio, personal website, or LinkedIn profile by hyperlinking to anchor text rather than pasting long URLs.

• Place contact details beside or below the name on the left side of the resume.

Formatting work experience and skills in resumes

Presenting work experience and skills in a consistent format helps recruiters and ATS quickly identify the most relevant information. Follow the recommendations below.

• Apply left alignment consistently for clarity.

• Share the names of the company, exact job title, and dates worked in bold styling.

• List job duties and key achievements in bulleted lists instead of paragraphs.

• Use action verbs like "managed", "developed", and "delivered" to describe accomplishments.

• Include metrics where possible to quantify impact, such as "increased sales by 20%".

Formatting references on a resume

Most employers request references later in the hiring process, so make sure to use a clear and consistent format to easily share. Explore the best reference format for a resume below.

• Create a separate reference page using the same font, margins, and color scheme as the resume for a cohesive look.

• Include three to five professional references, such as former managers, colleagues, or mentors who can speak to relevant skills and work ethics.

• For each reference, list the full name, job title, company name, professional email address, and phone number.

• Add a one-sentence description of the professional relationship, such as the role held and how long the working relationship lasted.

• Always ask any references for their permission before sharing any contact details with new employers.

How Copilot can format a resume online

Use Copilot in Word to effortlessly format a resume by applying structure, consistency, and professionalism in just a few minutes.

1. Open Word for the web and select a resume template to begin. By starting with a template gives Copilot a clear structure to work.

2. Next, start chatting with Copilot in Word. Attach an existing resume if you have one to the chat.

3. Ask Copilot to apply a consistent layout and structure, like using headings, margins, and spacing.

4. Improve section hierarchy by asking Copilot to help clarify what stands out, like section titles and emphasize job titles and dates.

5. Resumes are easier to read when achievements are scannable, so ask Copilot to turn long paragraphs into bullet points while keeping bullet points concise and action‑focused.

6. Clean up inconsistent fonts and styling choices by applying a widely recognized, professional font, correct size, and styling.

7. Copilot can help balance resume density without overcrowding, like adjusting line spacing, cut down to one or two pages, and remove unnecessary whitespace.

8. Prompt Copilot to remove tables or complex layout and keep formatting clean and text‑based to improve ATS readability.

Learn more about how to write a resume with AI or explore AI writer for more drafting tips.

Top three mistakes to avoid when formatting a resume

Avoid overloading with graphics

Heavy graphics, images, and complex design elements can prevent ATS software from reading a resume correctly. Stick to clean formatting with minimal visual elements and use a professionally designed resume template to maintain a polished look without sacrificing ATS compatibility.

Apply ATS resume requirements

Applicant tracking systems scan resumes for specific keywords, section headings, and formatting structures. Use standard section headings like 'work experience' and 'education', avoid placing text inside tables or text boxes, and incorporate relevant keywords from the job description throughout the resume.

Keep a consistent resume layout

Inconsistent fonts, uneven spacing, and mismatched alignment make a resume look unprofessional and harder to read. Choose one font for headings and one for body text, maintain uniform margins, and ensure bullet point formatting is consistent throughout the entire draft.

Put resume format knowledge into action using the Microsoft Word resume builder. Find more inspiration on what to write in each resume section in how to write a resume with AI, or explore how to format a cover letter.