Modern day resumé writing

Resumé writing is one of those tasks most people put off because it feels uncomfortable, confusing and sometimes downright discouraging. Trying to explain your entire work life on two pages can feel like trying to summarize a novel on a sticky note. On top of that, you are often writing after a long workday, during a job search that may already feel stressful or uncertain.

If you have ever stared at a blank document wondering how you are supposed to sound confident without sounding arrogant, you are not alone. The good news is resumé writing is a skill that improves with practice — and small changes can make a big difference in how you are seen by potential employers.

One of the biggest changes in hiring today is there are really two kinds of job application processes happening at the same time. Some employers rely heavily on technology and automated systems to screen resumés, while others still prefer the traditional approach where a real person reads every application.

Understanding which one you are dealing with can shape how your resumé should be written.

When a company uses AI or software to screen resumes, the first reader is not human. It is a system that scans your resumé for specific words and phrases taken directly from the job posting. If your resumé does not include enough of those words, the software may decide you are not a match, even if you would be excellent at the job. This means your resumé has to “speak the language” of the job ad. If the posting lists project management, scheduling, budgeting or client relationships, and you have done those things, those exact words should appear.

This is not about being dishonest. It is about clearly connecting your experience to what the employer is asking for, using the same terms it is using.

When a robot is screening your resumé, it is important you submit it as plain text. You do not want it to be confused by a sidebar or a swirly font. You need it to be straightforward and legible. (If you want to show creativity, you can submit a fancier version if you are selected for an interview.)

When the hiring process is more traditional and a human being is reading your resumé, the focus shifts slightly.

People look for clarity, relevance and a sense of who you are as an employee. They want to quickly understand what you do well and how you might fit into their team. A human reader notices tone, organization and whether your experience flows in a logical way. They care about outcomes and achievements, not just duties. Saying you were responsible for something is less powerful than showing what changed or improved because you were there.

In both types of hiring, one rule holds true: a resumé should not be a list of everything you have ever done; it should be a carefully chosen summary of the things that matter most for that job.

This often means rewriting your resumé for different roles. The version you used to apply for one position will probably not be the best version for another. This is normal and expected.

A strong resumé is not just about your history, it is about telling the right story for the opportunity in front of you. Sending the same resumé to every job posting may feel efficient, but it usually works against you. Think of the job posting as an open-book test. The answers are right there; your job is to show how your past work matches what they need now.

Cover letters are another piece of the puzzle that many people underestimate.

Some job seekers skip them entirely, assuming no one reads them. Others send the same letter to every employer and just change the company name at the top. Hiring managers can tell when this happens and it rarely makes a good impression. A cover letter is your chance to sound like a real person, not just a list of skills.

A great cover letter shows you understand the role and you took the time to learn something about the company. Mentioning a project it recently completed, its values or the kind of work it is known for shows genuine interest. It also helps the reader imagine you as part of the team rather than just one more name in a pile of applications. A cover letter is where you connect the dots: you explain why your experience matters and how it fits with what it is looking for.

It is also where your personality can come through in a professional way. Your resumé shows what you have done. Your cover letter shows why you care. Together, they create a fuller picture of who you are and how you might show up at work.

In the end, the most effective job searching strategy is not sending out as many applications as possible. It is sending fewer applications that are stronger, more thoughtful and more personal. When a hiring manager opens your resumé and cover letter, the goal is for them to feel like you are genuinely interested in their job, not just any job. People respond to effort. They notice when an application feels intentional rather than rushed.

Resumé writing will probably never be anyone’s favourite activity, but it does not have to be overwhelming. With a clear understanding of how hiring works today and a bit of care in how you present your experience, the process becomes far more manageable.

Every strong application is a small step forward and each one gets easier than the last. When a hiring manager reads your application and pauses because it feels like it was written just for them, that is when you know you have done it right.

Tory McNally, CPHR, BSc., vice-president, professional services at TIPI Legacy HR+ (formerly Legacy Bowes),

is a human resource consultant, strategic thinker

and problem solver. She can be reached at

tmcnally@tipipartners.com