Federal Resumes: Declassified
A Guide to Writing Resumes for Federal Departments and Agencies
Federal resumes are specialized documents used to apply for jobs within U.S. government agencies and departments. There are various differences that set these documents apart from private sector resumes. This guide explains how federal resumes differ, what to include, and how to align your application with current federal hiring standards.
| Differences between Federal Resumes and Private Sector Resumes | ||
| Federal Resume | Private Sector Resume | |
| Length | Students are recommended to aim for two pages or less** | 1 Page |
| Candidate Information | • Name • Contact Information • Full address • Citizenship (even if you are a U.S. Citizen) • No Photos Applicable Hiring Paths: • Veteran Status (including military spouse) • Students and Recent Graduates • Individuals with a disability under Schedule A • Family member of an overseas employee • Native American or Alaska Native • Peace Corps or AmeriCorps VISTA alum | • Name • Contact Information • Does not need to include a full address • No photos |
| Level of Detail in Work Experience Section | • Highly detailed – includes specific metrics • Content may be presented in paragraph form, bullet point statements, or a combination of both • Include the employer’s address, average hours per week Optional Info: ○ Salary ○ Supervisor contact info (highly advisable) ○ If the work experience was a federal civilian position | • Detailed but concise – include specific metrics • Bullet Point Statements |
| References | • Required ○ List their name, contact information, reference type (personal, professional), and their employer and title if relevant | • Not included on the resume |
**The “Merit Hiring Plan” issued by the Office of Personnel Management directs agencies to prohibit long-form federal resumes, which had been the norm. The memo limits all federal resumes to two pages.
Why “Minimally Qualified” Matters in Federal Hiring
In the federal hiring process, resumes that do not demonstrate that a candidate is “minimally qualified” are automatically disqualified. This means that when writing a federal resume, a candidate must include information that addresses all of the criteria in a job description. This can relate to specific skills (Excel, coding language, etc.), to basic demographic information (U.S. Citizenship).
In the private sector, there is more flexibility, and a candidate does not necessarily have to meet every required and preferred qualification.
Candidates should thoroughly read a job description before applying. To avoid applying to a position where the applicant does not meet the minimum requirements, a candidate can use search filters to make sure they are finding only relevant positions. For example, many positions—and pay scales— are tied to the level of education. Please reference the Grading Scale to ensure you are applying to jobs that match your level of education.
| Grade – General Schedule (GS) | Level of Education Requirements |
| GS-1 | Enrollment in high school Enrollment in a GED program |
| GS-2 | Completion of high school Obtaining a GED diploma |
| GS-3 | Completion of 1 full academic year of post-high school study |
| GS-4 | Completion of 2 full academic years of post-high school study Obtaining an associate’s degree |
| GS-5 | Completion of 4 academic years of post-high school leading to a bachelors or equivalent degree |
| GS-7 | Completion of 1 full academic year of graduate level education Eligibility under Superior Academic Achievement Provision (3.0/4.0 GPA or higher) and completion of a bachelor’s degree |
| GS-9 | Completion of 2 full academic years of graduate level education A master’s Degree or equivalent graduate degree |
| GS-11+ | For research positions, completion of all requirements for a master’s or equivalent graduate degree. For non-research positions, completion of all requirements for a PhD or equivalent Degree |
Candidates should still strive to be beyond “minimally qualified,” but assessing the minimum requirements is a good indicator that an applicant is applying to an appropriate position.
Why you Should use USAJOBS:
USAJOBS is the official job site of the U.S. federal government. In addition to hosting the vast majority of job opportunities for federal departments and agencies, USAJOBS is designed to standardize and streamline the federal hiring process. The platform allows candidates to build federal resumes consistent with the expectations of federal agencies and departments.
It also hosts a robust help center with informative articles you can reference as you build your resume:
- Create a resume
- Build a resume
- Edit a resume
- Upload a resume
- Make a resume searchable
- Print a resume
**Note: Though USAJOBS and federal resumes are intended to standardize the federal hiring process, agencies and departments have individual preferences and requirements. Some may deviate from the standard format and expect specific details and formatting. Before applying, make sure to reference the department or agency’s official website to check if they have a page listing guidance on their expectations for federal resumes.
USAJOBS Resume Builder
Step #1: Click on your Profile
Step #2: Navigate to Documents
Step #3:
Click on “Build a Resume” to enter the resume builder tool.
**You may also upload a resume you created using another tool or word processor, but it needs to be text-based to be searchable.
Step #4:
Start inputting your information to start building your federal resume.
Resume Limits:
On USAJOBS, you can have up to 5 federal resumes and 10 uploaded supplemental materials (transcripts, certifications, etc.) on the platform at any given time. It is advisable to have a comprehensive federal resume—sometimes called a ‘Master Resume’—to use as a baseline.
Applicants can duplicate and edit a resume to ensure that it is tailored to a specific position. For your reference, you can retitle the resume to include the position, department/agency, and the job announcement number. If you need to contact a human resources representative or point of contact for a position in the federal government, you should include the job announcement number to expedite the communication.
