How to write a CV—plus a free template

If the process of creating a CV seems as daunting as deciphering Latin, take heart and read on. This article offers information and insights about when, where, why and how to write a CV.

There can be some flexibility in how you arrange your achievements on your CV. Format can vary by field, so seek specific instruction from advisors, professors and others within your discipline. A CV should also be tailored to align with the particular positions for which you are applying. Place the most relevant details earlier in the document.

Even with freedom, following a standard format and layout is helpful for crafting a compelling CV. Academic hiring committees may be considering hundreds of applicants for one opening. They don’t have time to sift through a confusing, convoluted CV. To stand out against the competition, your CV should be clear, concise and readable.

Here are a few guiding principles for writing a CV:

• Arrange topics to emphasize your strengths as they relate to the roles for which you are applying
• Wax eloquent on achievements and skills in each category
• List items per topic in reverse chronological order, starting with the most recent
• Insert additional headings when appropriate to showcase certifications, licensures, training, workshops, languages, and book reviews
• Present content in a simple, reader-friendly manner 

You are creating a compelling profile of your scholarly accomplishments, so steer clear of bland and banal phrases like “responsibilities included.” Also, avoid overusing bullet points; they can negatively affect the appearance of the CV.

Instead, try a strategy referred to as gapping, which uses incomplete sentences to concretely and clearly explain your experiences. For example, you could write:

“I taught undergraduate writing classes for four years, during which I also planned activities, graded exams, met with students and presented at conferences.”

It’s clearer to instead write:

“Writing instructor (2020–2024). Planned courses. Graded assignments. Met consistently with students. Presented regularly at conferences.”

This approach takes out unnecessary words, so the reader can quickly glean your experience.

A second effective technique for how to write a CV is called parallelism. This strategy means you keep the structure of your sentences and phrases consistent throughout the curriculum vitae. If you use verb phrases in one section of your CV to detail your responsibilities, then use those same verb phrases in the other sections.

If you held the position of writing instructor, for example, responsibilities could be listed as, “Planned and co-taught a research-intensive writing course,” followed by, “Utilized instructional technology to explain pedagogical methodology.” “Planned” and “utilized” are conjugated the same way, thereby creating a parallel structure.

Another issue of consistency to watch for is abbreviations and line breaks. If you abbreviate state names in a section, for example, be sure to abbreviate them in the rest of the sections too. For line breaks, pick one size (like 12 point) and employ that after each section.

With this in mind, there are some essential sections to include in a CV. They are:

• Heading
• Education
• Relevant experience
• Publications
• Presentations (oral and physical)
• Honors and awards
• References

The heading should be at the top of the page and include your contact information: name, phone, professional email address, mailing address (work or private). To draw attention to this portion, you may slightly alter the font or alignment, but not too much. Each section of the document should be divided and clearly labeled so that your reader can readily skim and see your relevant qualifications.

Education typically follows the contact section and flows in reverse chronological order with the highest degree or most recent listed first. Cite the name of the school, degree, area of study and year the degree was obtained. You may also include the title of your dissertation or master’s thesis as well as primary advisors’ names. No need to include your GPA, and you can generally leave off any educational experience prior to the bachelor’s degree. 

As you progress in your career, a CV reflecting more experience may include additional details like your service in professional organizations or ways you have benefited your department. Be sure to include titles, organization names and dates. Publications should include titles and reference any co-authors and publication details regarding your scholarly reviewed publications. If a manuscript is in process, ensure you speak with a faculty advisor on how to accurately claim credit for work not yet completed. You may format your references according to the major documentation system used in your field.

More niche fields like zoology may call for an industry-specific CV. This type may follow the heading with a professional summary that highlights your passion for expanding conservation efforts through research. The rest of the section could explain how your work would enhance an individual’s understanding of what certain species need to survive and thrive. You can close this section with an affirmation of the type of zoologist position you are seeking. 

Even with several excellent CV samples at your fingertips, a downloadable CV template can simplify your efforts and increase confidence as you learn how to write a CV. By downloading this free template, you can worry less about the when and where and instead focus on describing your accomplishments and success.

Since CV means “course of life,” consider your CV a living document that needs to be updated as you grow in your career.