How to format a CV

If you’re exploring career opportunities in academia or seeking employment abroad, you may need to create a Curriculum Vitae (CV) as part of your job search. Similar to a resume, a CV offers potential employers a comprehensive overview of your professional and academic achievements, helping them determine if you’re the right fit for the role. Crafting a well-structured CV is crucial for ensuring that your document is polished, professional, and easy to navigate.

There are three main CV formatting options to consider: chronological, functional, and combination. In this article, we’ll guide you through the process of creating and formatting a CV, explain the key differences between a CV and a resume, break down essential CV components, provide an example CV, and share practical formatting tips to help you build a standout CV.

What is a curriculum vitae?

A Curriculum Vitae (CV), derived from the Latin term meaning “course of life,” is an extensive professional document that provides a comprehensive overview of your educational background, work experience, and accomplishments. Unlike a resume, which is typically more concise, a CV delves deeper into your academic history and achievements, often including additional sections like professional references, relevant coursework, research, fieldwork, and even hobbies or interests that align with your profession.

You may also opt to include a personal profile at the beginning of your CV. This section highlights your key skills, strengths, and attributes, offering potential employers a well-rounded view of your personality and accomplishments. By sharing your CV on platforms like Indeed, you can showcase your complete professional journey, increasing the likelihood that employers will take notice and invite you for an interview.

CV vs. Resume

In the U.S., specific industries—such as academia, education, science, and research—may require a Curriculum Vitae (CV) instead of a resume for job applications. A CV differs from a resume in several key ways. It is usually a longer, more detailed document that provides a comprehensive record of your academic and professional achievements. In addition to the standard sections found in a resume, a CV often includes additional content such as research, publications, presentations, and professional affiliations.

While resumes are typically limited to one page, summarizing your most relevant experience and skills, CVs generally span two or more pages due to their in-depth nature. Outside the U.S., however, the terms “CV” and “resume” are often used interchangeably. In these cases, your one-page resume may be acceptable when an employer requests a CV as part of the job application process.

Expert’s tip: Christen Mazura-Morris Сertified professional resume writer (CPRW)

If you’re unsure whether to submit a CV or a resume, consider reaching out to the employer or carefully reviewing the job posting. Some industries or regions may have specific expectations, even if the terms seem interchangeable. Additionally, it’s always wise to tailor your document to the role. For instance, when applying for an academic or research position, prioritize including your published work and research projects in a CV. On the other hand, if you’re in a field where brevity is valued, like marketing or tech, a resume highlighting key accomplishments might be more impactful. Always consider the industry standards to maximize your chances of success.

CV Components

When crafting your Curriculum Vitae (CV), it’s essential to include specific sections that comprehensively showcase your professional journey and academic achievements. Here’s an overview of the key components your CV should include:

1. Contact Information

• Full name
• Address
• Phone number
• Email address

Ensure your contact details are up to date and professional. If applicable, you may also want to include a LinkedIn profile or personal website.

2. Academic History

• List all educational experiences, starting from high school and extending to postdoctoral studies (if applicable).
• Include the degree or certification earned, the year of graduation, and the name of the institution.
• You may also include relevant coursework or academic distinctions.

3. Professional Experience

• Include the name of the organization, your job title, and the dates of employment.
• Provide a brief summary of your responsibilities, accomplishments, and key contributions in each role.
• This section should demonstrate how your experience aligns with the role you’re applying for.

4. Qualifications and Skills

• Highlight a mix of hard and soft skills developed throughout your career.
• Focus on skills relevant to the position you’re seeking, such as technical proficiencies, leadership abilities, or language skills.

5. Awards and Honors

• List any awards or honors you’ve received.
• Include the name of the award, the year it was received, the organization that presented it, and any relevant details (e.g., significance or frequency of the award).

6. Publications and Presentations

• Publications: Provide a full citation for each publication, including co-authors, publication date, title, journal name, volume, page numbers, and DOI number.
• Presentations: List the title of your presentations, the date, and the venue or conference where you presented.

7. Professional Associations

• List memberships in professional organizations.
• Include the name of the organization, chapter (if applicable), location, and dates of active membership.

8. Grants and Scholarships

• Include the name of the grant or scholarship, the date it was awarded, and the institution or organization that provided the award.
• You may also include a brief description of the project or purpose for which the grant was awarded.

9. Licenses and Certifications

• List all relevant licenses and certifications you’ve earned.
• Provide the name of the license or certification, the issuing institution, and the date of attainment.
• Include any renewal dates if applicable.

Each section of your CV should be presented clearly and organized logically, making it easy for potential employers to review your qualifications and accomplishments. This detailed approach helps ensure that your CV stands out and effectively communicates your expertise.

How to Format a CV

Proper formatting is crucial to making your CV professional, readable, and visually appealing. Here are four key factors to consider when formatting your CV:

1. Choose the Right Font Type and Size

Your CV should be easy to read and follow. Selecting the appropriate font and size enhances readability and professionalism. Opt for a sans-serif font between 10 and 11 points, as these fonts are clean, modern, and free of unnecessary detail.

Recommended Fonts for CVs:

• Arial
• Avenir
• Calibri
• Helvetica
• Lato
• Roboto
• Proxima Nova
• Verdana

By choosing a simple, legible font, you ensure that your CV is easy on the eyes of hiring managers and applicant tracking systems (ATS). We have covered fonts in more detail in our article “What size font should a CV be“.

2. Check Your Margins

Margins play a critical role in the overall appearance of your CV. Aim to keep your margins between 0.5 to 1 inch. Margins that are too large create too much white space, giving the impression that your CV lacks content. Conversely, overly narrow margins can make your document appear crowded and overwhelming.

Tip: While saving your CV as a PDF will preserve its formatting, not all applicant tracking systems (ATS) can properly parse this format. To ensure your CV can be read by all ATS, consider using the .docx format.

3. Utilize Your Space Effectively

CVs can become lengthy, especially if you have extensive experience. To optimize space and ensure readability, consider the following formatting techniques:

• Organize with Bulleted Lists: Use bulleted lists to make information, such as skills and accomplishments, easier to digest. This breaks up large blocks of text and improves readability.
• Use Section Headers: Clearly define each section of your CV (e.g., Education, Experience, Skills) by making the headers stand out. You can bold, enlarge, or underline them to ensure easy navigation.
• Bold Keywords: In addition to section headers, consider bolding other essential keywords, such as your name, job titles, and company names. This helps draw attention to critical information and highlights your qualifications.
• Remove Irrelevant Information: Space on your CV is valuable, so focus on showcasing only the most relevant and impressive aspects of your background. Remove older experience (typically more than 15 years) and dates from your education section if you have more than five years of professional experience.

Tip: Before sending your CV, thoroughly review it for spelling, grammar, and syntax errors. An error-free CV not only enhances readability but also demonstrates attention to detail and professionalism.

4. Consider Length and Layout

• CV Length: Unlike a resume, which is typically one page, a CV can extend to two or more pages depending on your experience. However, ensure that the content is relevant and well-organized to avoid overwhelming the reader.
• Visual Balance: Maintain a balance between text and white space to create a visually appealing layout. Overloading your CV with information can make it hard to read, while too much white space can make it seem sparse.

Example CV

Below is an example of a well-structured CV. This layout includes all the essential sections and follows the formatting tips discussed earlier. For illustration purposes, fictional data has been used.

John Doe
1234 Elm Street, Anytown, USA 12345
Phone: (123) 456-7890
Email: [email protected]
LinkedIn: linkedin.com/in/johndoe
Website: www.johndoeportfolio.com

Professional Summary

An experienced environmental scientist with over 10 years of expertise in climate change research, data analysis, and environmental policy development. Proven track record in leading research projects, publishing in peer-reviewed journals, and presenting findings at international conferences. Passionate about sustainable development and environmental advocacy.

Education

Ph.D. in Environmental Science
University of California, Berkeley, CA
Graduated: May 2014

• Dissertation: “Impact of Climate Change on Coastal Ecosystems: A Comparative Study of Pacific and Atlantic Shorelines.”

M.Sc. in Environmental Studies
University of Michigan, Ann Arbor, MI
Graduated: May 2010

• Thesis: “Renewable Energy Policy in Urban Settings: A Case Study of Solar Energy Adoption in Detroit.”

B.Sc. in Environmental Biology
University of Oregon, Eugene, OR
Graduated: May 2008

Professional Experience

Senior Environmental Scientist
Global Environment Research Institute, San Francisco, CA
June 2017 – Present

• Lead and manage interdisciplinary research projects focused on the impact of climate change on biodiversity and ecosystem services.
• Authored over 15 peer-reviewed publications and presented findings at major conferences, including the International Climate Change Summit.
• Collaborated with policy makers to develop climate adaptation strategies for coastal communities in California.
• Supervised and mentored junior researchers and graduate students.

Environmental Policy Analyst
Green Energy Solutions, Washington, D.C.
June 2014 – May 2017

• Analyzed environmental policies and their implications for renewable energy initiatives across the U.S.
• Developed and implemented advocacy campaigns that influenced federal renewable energy legislation.
• Conducted impact assessments for new environmental policies and provided policy recommendations to the board.
• Published policy briefs and reports on environmental economics and climate resilience.

Research Assistant
University of California, Berkeley, CA
August 2010 – May 2014

• Assisted in climate modeling research that contributed to the university’s Coastal Ecosystems Study.
• Collected and analyzed environmental data, providing technical support to senior researchers.
• Co-authored three research papers published in Environmental Science and Policy.

Publications

• Doe, J., Smith, A., & Green, L. (2021). “Mitigating Climate Change Impacts on Coastal Wetlands: A Global Review.” Journal of Environmental Science, 29(4), 567-590. DOI: 10.1016/j.envsci.2021.04.002.
• Doe, J. (2019). “Renewable Energy Adoption in Urban Settings: The Role of Local Policy.” Environmental Policy Review, 16(2), 235-258. DOI: 10.1038/envpolrev.2019.02.015.

Presentations

• Doe, J. (2022). “Climate Adaptation Strategies for Coastal Communities.” Presented at the International Climate Change Summit, Berlin, Germany.
• Doe, J. (2021). “Renewable Energy Policy: Lessons from U.S. Cities.” Presented at the Global Energy Conference, New York, NY.

Awards and Honors

• Best Research Paper Award, Global Climate Change Conference (2021)
• Outstanding Dissertation Award, University of California, Berkeley (2014)
• Excellence in Environmental Research, University of Michigan (2010)

Grants and Scholarships

• National Science Foundation Research Grant, $250,000, awarded for the study “Impact of Climate Change on Coastal Ecosystems” (2020)
• Environmental Research Fellowship, University of California, Berkeley (2011)

Professional Associations

• Member, American Association for the Advancement of Science (AAAS), 2015 – Present
• Board Member, Coastal Conservation Network, 2018 – Present
• Member, International Society for Environmental Science, 2012 – Present

Skills

• Climate Modeling and Data Analysis
• Environmental Policy Development
• Research and Technical Writing
• Public Speaking and Presentations
• Project Management
• Statistical Software (R, SPSS)
• GIS Mapping

Licenses and Certifications

• Certified Environmental Scientist, National Environmental Certification Board, issued June 2015
• Project Management Professional (PMP), Project Management Institute, issued October 2017

Languages

• English: Native
• Spanish: Proficient

This example CV adheres to professional formatting standards while clearly presenting the candidate’s qualifications, experience, and achievements. By utilizing effective space management, clear section headers, and strategically bolded keywords, the document is both visually appealing and easy to navigate.