Your resume is often scanned first by Applicant Tracking Systems (ATS), not humans. If your layout, fonts, or structure confuse the parser, your resume can be rejected before a single recruiter sees it.
Universities like Yale and Harvard emphasize that proper formatting is essential. Yale’s Office of Career Strategy lists “Formatting and Common Errors” as a core resume guideline. Harvard’s Mignone Center also provides sample templates and warns that poorly formatted resumes diminish clarity.
In this post, we’ll cover:
- Key US formatting rules
- Best practices from Harvard & Yale
- Common mistakes to avoid
- Actionable tips you can implement today
Basic Layout & Structure Rules
1.1 Page Length & Sections
For U.S. resumes, one page is standard for early-career or recent graduates.
Yale allows 1–2 pages depending on study level, and doctoral or research roles may extend to 2–3 pages.
Yale specifically warns that inconsistent formatting is a common resume error.
1.2 Margins, Font & Readability
- Margins: 0.5 to 1 inch on all sides
- Font: Serif or sans-serif that’s clean — e.g. Times New Roman, Helvetica, Arial, Calibri — in 10–12 pt range
- Formatting consistency: Keep bolding, italics, indents, and bullet styles uniform
- Color: Use black text on white background, minimalist and easy to scan
- Avoid colors or creative backgrounds unless you’re in a design field.
Yale recommends omitting zip codes and keeping contact info concise yet visible.
1.3 Header / Contact Info
Include these elements clearly at the top of your resume:
- Full name (slightly larger font, ~14pt)
- Professional email address
- Phone number
- City and state (no street address needed)
- LinkedIn URL or personal website (optional)
The header should be flush at the top — no graphics, logos, or multiple lines.
1.4 Photos on a Resume (U.S. Standards)
In the United States, do not include a photo on your resume.
A photo can introduce unintended bias and may cause Applicant Tracking Systems (ATS) to misread your file.
Both Harvard and Yale career services explicitly recommend submitting a photo-free, text-based resume.
Photos are only appropriate in countries where it’s the cultural norm (such as parts of Europe or Asia) or for specific industries like modeling, acting, or creative portfolios.
Layout & Structure Best Practice
- Harvard’s resources state that a resume should be a “concise, informative summary” of your experience.
- Use reverse chronological order for experience and education.
- The header should be flush at the top, no graphics, logos, or multiple lines.
- Keep your resume clean and professional, name, contact details, experience, education, but no image.
Section Headings & Order
Use clear, conventional section headings.
Both humans and Applicant Tracking Systems (ATS) depend on recognizable labels.
Recommended Order:
- Summary / Objective (optional, especially for senior roles)
- Skills / Core Competencies
- Professional Experience (or Relevant Experience)
- Education
- Projects / Research / Certifications
- Volunteer / Leadership / Activities
Don’t use creative titles like “Journey” or “My Story.”
Stick to Experience, Education, Skills for clarity and ATS compliance.
Writing Bullets & Descriptions
3.1 Action Verbs & Impact
Use action verbs that describe what you accomplished, not just what you did.
Use quantifiable results whenever possible.
Example: Managed a team of 6, increased monthly revenue by 15% within one quarter.
Avoid passive phrasing and generic verbs.
3.2 Format Consistency
- Use bullets, not paragraphs, for experience
- Keep each bullet short (1–3 lines)
- Use consistent punctuation (either all bullets end with a period or none do)
- Maintain parallel structure (“Led X, Managed Y, Created Z”)
3.3 Tailoring & Keywords
Scan your job description and extract keywords (skills, tools, certifications).
Mirror these naturally in your resume ATS systems reward alignment, not repetition.
Avoid keyword stuffing or “hidden text” (for example, white-on-white tricks).
That backfires with modern ATS.
Yale now even encourages students to use AI tools to compare resumes against job descriptions.
4. Common Formatting Mistakes to Avoid
Common Formatting Mistakes to Avoid
| Mistake | Why It’s Bad | How to Fix |
|---|---|---|
| Tables, text boxes, multi-column layouts | ATS may misread or skip content | Use single-column layout only |
| Using images, logos, charts | Text inside images isn’t parseable | Convert charts to bullets, drop logos |
| Inconsistent date formats | Confuses chronological order | Use “Month YYYY – Month YYYY” format |
| Mixing fonts or sizes | Looks unprofessional and confuses parsing | Keep a consistent font throughout |
| Too many or too few margins | Overflows or leaves excessive white space | Stick to 0.5–1 inch margins |
| Passive language | Weakens impact | Use active voice + strong verbs |
| Omitting key headings | ATS may not understand sections | Always include Experience, Education, and Skills |
5. Links, URLs & Anchors
- Use full URLs (https://…) for personal website or LinkedIn
- Don’t embed links behind text (ATS can’t parse them)
- Avoid using hyperlinked headings, leave them plain text
- If including project links, place them at end or in an unobtrusive format
Always write full URLs instead of embedding them:
- LinkedIn: https://linkedin.com/in/yourname
- Portfolio: https://yourname.com
6. Final Checklist & Tips
- One-column layout
- 10–12 pt clean font
- 0.5–1 in margins
- Clear headings
- Use bullets with action verbs + metrics
- Highlight relevant skills & keywords
- No images, charts, or fancy formatting
- Consistent formatting (dates, bold, punctuation)
- Proofread, no typos, grammar errors
- Upload to ATS Resume Checker and see your formatting score
Methodology
This article was created using official university career guides and trusted U.S. government career resources.
Formatting standards and best practices were compiled from authoritative sources and verified through internal Employers.io ATS simulations.
We analyzed university resume guides, HR best practices, and ATS compatibility research to ensure every recommendation aligns with U.S. hiring standards.
Sources
- Harvard FAS Mignone Center for Career Success – Create a Strong Resume
- Yale Office of Career Strategy – Resume Formatting Guide
- CareerOneStop – Resume Guide (U.S. Department of Labor)
- Harvard T.H. Chan School of Public Health – Resume Guide (PDF)
Conclusion
A strong resume isn’t about design, it’s about clarity, structure, and compatibility.
Simple layouts, consistent formatting, and measurable results help both hiring managers and Applicant Tracking Systems (ATS) understand your value.
Before you apply for your next job, test your resume with our Free Resume Checker.
You’ll get instant feedback on formatting, keyword optimization, and readability, helping you stand out and get noticed faster.