How to Write Effective Resumes and CVs for Doctoral Students and Postdocs
Why Resumes and CVs Matter
A strong resume or CV shows employers how your skills and experience align with their needs. For industry roles, a concise, results-driven resume (1-2 pages) highlights problem-solving, technical expertise, and measurable impact. For academic positions, a CV provides a full record of your research, teaching, and publications. Employers won’t sift through dense descriptions to figure out why you’re a great fit—you need to make it clear from the start
A strong resume or CV:
- Gets you noticed—Recruiters scan hundreds of applications; a well-crafted document ensures yours stands out.
- Secures interviews—Tailored, impact-driven resumes/CVs increase your chances of making it past screening filters.
- Builds confidence—When you clearly articulate your strengths and achievements, you’ll enter job applications and interviews with greater self-assurance.
Too often, highly qualified PhDs and postdocs undersell themselves because they assume their work “speaks for itself.” But in job applications, clarity and positioning matter just as much as the work you’ve done.
Resume vs. CV: Understanding the Differences
Resume
- Length: 1-2 pages
- Purpose: Focuses on key skills, achievements, and measurable impact
CV (Curriculum Vitae)
- Length: Often multiple pages, sometimes unlimited
- Purpose: Provides a comprehensive record of academic work, including research, teaching, publications, and grants
A common mistake is using the same document for every application. Employers across sectors look for different things—tailoring your resume or CV to match their expectations is important.
What Different Career Paths Expect
Each sector prioritizes different aspects of your experience. A targeted resume or CV helps hiring managers or committee members quickly see how you fit their needs.
Career Path | Preferred Document | Key Focus Areas |
|---|---|---|
| Academia (Research, Tenure-Track, Teaching, Fellowships) | CV | Research, publications, grants, teaching, academic service |
Industry (Tech, Biotech, Pharma, Energy, Engineering) | Resume | Transferable skills, technical expertise, impact-driven results |
Consulting (Management, Life Sciences, Data Science) | Resume | Problem-solving, leadership, structured thinking, analytical skills |
Government & Policy (Science Policy, Think Tanks, Regulatory Affairs) | Resume (or CV) | Policy-related experience, technical expertise, public service contributions |
Nonprofits & NGOs (Science Outreach, Public Health, Environmental Policy) | Resume | Program development, grant writing, stakeholder engagement, leadership |
Finance & Business (Quant Finance, Venture Capital, Market Research) | Resume | Data analysis, economic modeling, risk assessment, business strategy |
Science Communication & Journalism (Writing, Editing, Public Engagement) | Resume | Writing samples, audience engagement, ability to translate complex topics |
Entrepreneurship & Startups (Founder, Product Development, Strategy) | Resume | Innovation, leadership, market analysis, technical skills, fundraising |
Law & Intellectual Property (Patent Law, Technology Transfer) | Resume (or CV) | Technical expertise, IP law exposure, contract writing, regulatory affairs |
Healthcare & Clinical Roles (Medical Science Liaison, Clinical Research, Public Health) | Resume (or CV) | Scientific communication, regulatory compliance, clinical trials, patient interaction |
Education Administration & Higher Ed Leadership | Resume (or CV) | Program development, institutional leadership, student support |
Creative & Media (UX Research, Science Filmmaking, Game Design, Art Conservation) | Resume (or Portfolio) | Creativity, interdisciplinary collaboration, audience engagement |
A one-size-fits-all resume or CV rarely makes an impact. Customizing your document to highlight the skills and experiences that align with your target field increases your chances of getting noticed and moving forward in the hiring process.
How to Structure a Resume
For non-academic careers, resumes must be concise (1-2 pages), easy to scan, and impact-driven. Employers want to quickly understand how your skills and experiences align with their needs.
- Header – Name, email, phone number, LinkedIn, optional portfolio (no full address needed)
- Professional Summary (Optional) – Briefly summarize expertise and career focus
- Education – Degrees earned (without unnecessary details like thesis title or advisor)
- Skills – Highlight technical and transferable skills relevant to the job
- Experience – Reverse chronological order, emphasizing achievements and measurable impac
- Optional Sections – Certifications, leadership roles, volunteer work, selected publications (if relevant)
- Alignment with the job – Your most recent and relevant experiences should be easy to find
- Clear, measurable outcomes – Emphasize quantifiable results (e.g., “Improved workflow efficiency by 30 percent”)
- Keywords from the job description – Ensures your resume passes applicant tracking systems
- Dense paragraphs – Bullet points improve readability
- Listing tasks instead of accomplishments – Focus on impact and contributions
- Including outdated or irrelevant experience – Every item should support your application
How to Structure a CV
For research and academic careers, CVs provide a comprehensive record of professional achievements. However, clarity and logical organization remain essential. A lengthy CV should still be easy to navigate.
- Header – Name, email, phone number, institutional affiliation
- Education – Degrees earned, dissertation title (if relevant), advisor (if well-known)
- Research Experience – Highlight projects, methodologies, and contributions
- Teaching Experience – List courses taught, guest lectures, and mentoring experience
- Publications – Peer-reviewed articles, book chapters, conference papers
- Grants & Fellowships – Funding secured, research contributions
- Presentations & Conferences – Invited talks, poster sessions, speaking engagements
- Academic Service & Leadership – Committees, journal reviewing, student organizations
- Skills (Optional) – Technical, research, or language skills relevant to your field
- Professional Affiliations (Optional) – Memberships in academic societies
- Research output and funding – Publications, grants, and fellowships demonstrate scholarly impact
- Teaching experience – Critical for tenure-track and faculty positions
- Conference presentations and professional engagement – Shows active participation in the field
- Poor organization – Essential information should be easy to find
- Unnecessary details – Undergraduate coursework and unrelated activities are not relevant
- Vague research descriptions – Clearly define your contributions to each project
Formatting for Readability
- Use clear section headings for easy navigation
- Bullet points make accomplishments stand out
- Stick to professional fonts (Calibri, Garamond, Arial, Times New Roman)
- Maintain consistent formatting (spacing, font sizes, alignment)
- Save as a PDF unless specified otherwise
A well-structured resume or CV makes it easier for decision-makers to quickly assess your qualifications and move your application to the next stage.
Writing High-Impact Bullet Points & Showcasing Achievements
PhDs bring valuable expertise to every field, but how that expertise is communicated in a resume or CV makes all the difference. Bullet points should clearly convey the impact of your work rather than just listing responsibilities. A well-written bullet point helps employers and hiring committees quickly see why your contributions matter.
A basic bullet point states what you did.
A strong bullet point demonstrates value by highlighting impact and measurable results.
Formula for an Effective Bullet Point
Start with a strong action verb, describe what you did, and highlight the outcome or impact of your work.
This approach ensures that each bullet point is specific, results-driven, and easy to understand. Here’s how to apply it:
- Begin with an action verb that clearly describes what you did (e.g., “Developed,” “Designed,” “Led,” “Analyzed”).
- Describe the task or project you worked on, focusing on specific skills, techniques, or methodologies used.
- Show the impact of your work by including results, improvements, or contributions (e.g., “Increased efficiency by 20%,” “Secured $100K in grant funding,” “Published findings in a top journal”).
Each part of the formula adds value:
- The action verb makes it clear that you played an active role in the work.
- The description provides specific details about what you did.
- The impact highlights why your work was meaningful.
Examples of Basic vs. Impactful Bullet Points Across PhD Disciplines
Basic: Conducted CRISPR experiments on cancer cell lines.
Effective: Designed and executed CRISPR gene-editing experiments on cancer cell lines, identifying two novel genetic targets that increased treatment efficacy by 30 percent.
Basic: Analyzed survey data on public health policy.
Effective: Conducted statistical analysis on a 10,000-participant survey assessing the impact of public health policy changes, providing key recommendations that shaped state-level healthcare initiatives.
Basic: Modeled fluid dynamics for aerospace applications.
Effective: Developed computational fluid dynamics (CFD) models for next-generation aerospace materials, improving aerodynamic efficiency by 15 percent and reducing prototype costs by $50,000.
Basic: Built machine learning models to analyze large datasets.
Effective: Developed a machine learning pipeline that processed five million genomic data points, improving disease prediction accuracy by 25 percent and reducing analysis time by 40 percent.
Basic: Wrote dissertation on early modern political philosophy.
Effective: Conducted archival research across five European libraries, producing a 250-page dissertation on early modern political philosophy, later adapted into a peer-reviewed journal article.
Basic: Synthesized new polymer materials for industrial applications.
Effective: Designed and synthesized a novel polymer with enhanced thermal stability, reducing manufacturing defects by 20 percent and receiving recognition at an international materials conference.
Basic: Taught undergraduate course on education policy.
Effective: Designed and led an undergraduate course on education policy for 30 students, increasing student engagement through interactive case studies and receiving a 95 percent teaching evaluation score.
Key Takeaways for Writing Strong Bullet Points
- Use strong action verbs – Avoid passive phrases like “responsible for” or “worked on.” Instead, use developed, designed, implemented, optimized, published, secured, built, synthesized, led, collaborated, created.
- Be specific – What techniques, methods, or tools did you use?
- Show impact – Did you save time, improve efficiency, increase engagement, reduce costs, secure funding, get published, contribute to policy, or win an award?
- Quantify when possible – Even academic achievements can be measured (e.g., number of students taught, funding secured, data analyzed, efficiency gains).
A resume or CV filled with strong bullet points ensures that employers and hiring committees immediately recognize the depth of your expertise, the relevance of your contributions, and the potential you bring to their organization.
More Resume & CV Resources
Flip through our Guidebooks & Samples
Watch our pre-recorded Resume Video
For Humanists: Translating a CV into a Resume
Resume Samples from the Doctoral Life Design Studio
Frequently Asked Questions
Use a functional or hybrid resume format that highlights skills over job titles. Emphasize transferable skills, relevant coursework or certifications, and practical experience gained through side projects, consulting, or volunteering. Reframe past work experience in terms of problem-solving and impact.
If possible, include activities undertaken during the gap (e.g., freelance work, personal projects, professional development, volunteering). Use a Skills-Based Resume to emphasize qualifications rather than the timeline. Be honest but brief in addressing gaps during interviews.
In the U.S. and Canada, resumes should be 1-2 pages, achievement-focused, and not include personal details such as age, gender, or a photo. In Europe (e.g., Germany, France, Italy), CVs often include personal details, language skills, and sometimes a photo, and may extend to two or more pages.In Asia (e.g., China, Japan, India), CVs can be more detailed, and some employers expect additional personal information such as nationality or marital status. Always research country-specific expectations.
For jobs in the U.S., Canada, and the UK, do not include these details. In some European and Asian countries, they may be standard, but always check the employer’s preference.
If eligible to work without sponsorship, clarify this in the resume or cover letter (e.g., “Authorized to work in the U.S. without employer sponsorship”). If you require sponsorship, it’s best to wait until later in the hiring process to discuss this unless the job posting specifically asks.
Yes. Employers don’t expect candidates to meet 100% of the qualifications. Focus on transferable skills from your PhD, such as research, data analysis, project management, and problem-solving. Highlight relevant experience and reframe your academic work in industry-friendly terms.
Industry values skills and impact over job titles. Your PhD gave you experience in managing projects, analyzing data, and solving problems. Avoid academic jargon and emphasize collaboration, leadership, and measurable outcomes.
Translate your experience into business-relevant language. Instead of listing research topics, focus on problem-solving, technical skills, and leadership. Remove excessive academic details and keep it concise and results-driven.
Only include select publications relevant to the job. Use a “Selected Publications” section or incorporate research highlights into your experience descriptions. Full publication lists belong on academic CVs, not industry resumes.
Yes. Every PhD has transferable skills. Employers value skills that go beyond technical expertise, such as:
- Project Management – Planning experiments, managing timelines, coordinating collaborations
- Problem-Solving – Designing research questions, troubleshooting experiments, developing innovative solutions
- Data Analysis & Critical Thinking – Processing complex information, identifying patterns, drawing conclusions
- Communication – Writing publications, presenting at conferences, explaining concepts to different audiences
- Collaboration & Leadership – Mentoring students, leading lab meetings, working with interdisciplinary teams
- Adaptability & Independence – Learning new methods, adjusting to setbacks, working with minimal supervision
Rather than forcing industry buzzwords, use clear and relevant language that naturally connects your skills to the job. Focus on what you actually did and how it aligns with the role you’re applying for. Instead of saying “Ran a lab,” highlight the key responsibilities by stating “Led a team of researchers, managed budgets, and coordinated project timelines.” Likewise, rather than simply noting “Wrote papers,” emphasize the impact by saying “Synthesized complex data into clear reports for diverse audiences.” This approach ensures that employers can easily recognize the value of your experience without needing to interpret academic jargon.