How to Review a Resume in 10 Steps: Resume Review Tips for Employers

The hiring landscape is evolving faster than ever. With the advent of new technologies, shifting skill demands, and the emergence of AI-generated resumes, employers are facing growing challenges in identifying qualified candidates.

Making smarter, faster hiring decisions starts with applying a structured approach to screening and leveraging proven resume review tips to spot the right fit. We’ll break down practical strategies and insights to help you review resumes more efficiently and choose the right candidates with confidence.

Why Employers Need to Improve the Resume Review Process

According to the World Economic Forum’s Future of Jobs Report, many of today’s core skills could become obsolete by 2030. The growing skills gap challenges employers’ ability to find qualified talent, and with rapid advances in technology and AI reshaping professions, employers are tasked with hiring for learning potential and adaptive, future-oriented skills.

To ensure positive candidate experiences that attract top talent, eliminate the risk of hiring employees without the right skills for the job, and make better hires, employers need to stay informed about evolving trends, clearly define which skills will drive long-term success, and adopt a structured, candidate-focused hiring process.

How to Review a Resume in 10 Easy Steps

The following steps guide you through a fair and strategic resume review, from defining key requirements upfront to evaluating each section in detail using a scoring rubric to rank applicants.

1. Start With a Clear Job Description

One of the most overlooked resume review tips is that efficient screening starts long before you open the first application. A well-defined job description helps you evaluate each resume objectively and avoid wasting time on unqualified candidates.

Before diving into the resume pile, take time to clarify exactly what you’re looking for in a candidate. List your must-have qualifications (essential skills, certifications, or experience) separately from your nice-to-have qualities (preferred but nonessential attributes). This distinction keeps your review process focused and consistent among all applicants.

2. Create a Structured Resume Screening Process

Once your criteria are clear, create a resume review checklist that mirrors the job description. Use it to score or rank candidates based on how closely they align with the role’s requirements.

To keep evaluations consistent, use the example below to assign points for key criteria, such as experience, skills, and education, and generate an overall score.

How to Review a Resume: Checklist & Scoring Criteria

• Candidate Name:
• Position:
• Reviewer:

Each item is scored from 1 to 5:

• 1 – Not qualified: Candidate does not meet the criteria at all
• 2 – Below average: Candidate shows some experience or skills, but is missing key elements
• 3 – Meets expectations: Candidate adequately meets the job requirements
• 4 – Above average: Candidate exceeds standard expectations
• 5 – Highly qualified: Candidate demonstrates exceptional achievement

This scoring system allows the reviewer to assign a score for seven key criteria, for a potential total of 35 points based on:

• Relevant experience: Does the candidate have work experience that matches the role?  
• Skills match: Are the key skills from the job description present?  
• Education & certifications: Does this candidate meet the minimum requirements?  
• Achievements & results: Are accomplishments measurable and impactful?
• Career progression: Does the candidate show career growth or increased responsibilities?
• Cultural fit & soft skills: Does the candidate show evidence of teamwork, leadership, or adaptability? Can they mesh well with the team?
• Red flags: Are there any inconsistencies, errors, or exaggerations in the resume?

Total Score: ___/35

• Score each category according to the 1-5 scale described above, based on the applicant’s resume (and cover letter, if applicable).
• Focus first on must-have qualifications, then use soft skills and achievements to differentiate top candidates.
• Multiple reviewers can use the same rubric to keep evaluations consistent and fair.

While a hiring checklist helps you maintain a structure for scoring candidates’ qualifications, you still want to take your time getting the whole picture. As you sift through resumes, ensure you’re analyzing them thoroughly by using a solid rubric as well as your own discernment.

3. Do a Quick Initial Scan

A fast initial review helps you filter out unqualified candidates without spending too much time on each resume. Spend 30 to 60 seconds looking for:

• Relevant keywords and core qualifications that match the job description
• Career progression that demonstrates growth or increasing responsibility
• Formatting and spelling errors that indicate a lack of attention to detail

If there are candidates that don’t meet even the most basic requirements for the job, put those in the discard pile or keep them in your company’s talent database for future reference.

4. Pinpoint Results, Not Generic Duties

After the initial scan, dig deeper into what the candidate has accomplished rather than just the tasks they performed.

• Look for quantifiable achievements, such as metrics, percentages, revenue impact, or efficiency improvements.
• Distinguish candidates who only list responsibilities from those who demonstrate measurable results.
• Identify transferable skills that apply to the role, even if the candidate’s background differs slightly.

Analyzing results is crucial when comparing candidates with similar career paths or skill sets. Note which candidates have the most impressive measurable achievements, meet talent gaps you need to fill, or show improvement and potential.

While it’s important to score candidates as fairly as possible, there’s also an element of intuition involved; after all, as an employer, you have a unique insight into your team’s needs and company culture, so trust your gut!

5. Review Work History Thoroughly

When reviewing a candidate’s work experience, look for a clear, logical career progression and consistent timelines. Steady advancement, promotions, or expanded responsibilities are signs of strong performers. Employment gaps or job changes are normal, so avoid deeming them red flags or jumping to conclusions. Simply look, or ask, for context explaining these transitions.

Focus on how the candidate’s experience aligns with the job description. Even if their background differs, consider how transferable skills like communication, leadership, or project management can add value.

6. Evaluate Promotions and Awards

Many candidates include a section for promotions or awards on their resume, and it’s worth paying attention to.

Promotions point to a strong work ethic and the ability to take on bigger responsibilities over time. They also demonstrate that the candidate has earned the trust of their previous employers, which speaks volumes about their potential performance on your team.

Awards and recognitions, whether internal or industry-wide, are another sign of excellence. Mentions of things like “Employee of the Month,” leadership awards, or professional honors suggest the candidate doesn’t just meet expectations—they exceed them.

When you’re choosing between two applicants with similar experience, these achievements can give you valuable insight into who’s more likely to thrive and make a real impact in your organization.

7. Assess Education and Credentials

Although the education section is often treated as a box to check off basic requirements, digging deeper can reveal much more about a candidate’s potential.

First, confirm that they have the required degree, if one is required. Next, consider any additional credentials, certifications, or specialized coursework that could bring extra value to your team.

For example, candidates who supplement their degree with industry-relevant certifications, technical training, or professional development courses demonstrate a commitment to staying current and improving their skills.

8. Analyze Whether the Candidate Is Overqualified or Underqualified

Balance is key when evaluating whether a candidate is the right fit, and this can often be assessed during the resume screening process.

• Overqualified candidates may bring valuable experience and skills, but they can also present challenges. They might expect higher salaries, become bored with routine tasks, or leave sooner than expected if the role doesn’t align with their career goals.
• Underqualified candidates may initially struggle to meet all the demands of the position, yet they can offer qualities that can benefit your team long-term, such as a fresh perspective and a willingness to learn.

Ideally, you want to find a candidate who meets a majority of the job requirements and has clear room for growth. Don’t neglect the importance of key core skills and credentials, but don’t fall into the trap of trying to find the perfect candidate who meets every single requirement.

9. Spot Common Resume Red Flags

Even strong resumes can hide warning signs. When reviewing resumes, candidates may seem great on paper, but a few telltale signs indicate you should proceed with caution and ask clarifying questions if you decide to move forward with the candidate:

• Unexplained employment gaps that lack context
• Frequent job-hopping without clear reasons
• Buzzwords, like “team player” or “hardworking,” with no examples or proof

While red flags warrant caution, consider that there might be some context you’re not aware of. Some employment gaps or career changes, for example, have valid reasons. Sometimes, the most unlikely candidates can bring a fresh perspective to the team.

10. Review Cover Letters for Additional Qualifications

If your job posting requires a cover letter, review it carefully. While resumes highlight skills and experience, cover letters can reveal more about the candidate’s personality, values, and qualifications.

A strong cover letter can help you assess whether a candidate is a good cultural fit, shows genuine enthusiasm for the role, or offers unexpected skills that could benefit your team. It also provides insight into their communication and writing abilities, which are essential in nearly every profession.

Candidates who tailor their cover letter to your job and company demonstrate attention to detail and genuine interest, which are qualities that often set top applicants apart.

What to Do After Resume Screening

Once you’ve carefully evaluated job applications, the next phase is about making informed decisions and setting a clear path forward for both your team and candidates.

1. Check for Unconscious Bias

Even with a structured screening process, unconscious bias can creep in. Take a moment to reflect on your own impressions: Are you favoring candidates from certain schools, backgrounds, or previous employers without clear justification?

Consider implementing anonymous resume reviews by removing names, photos, or other identifying details to ensure evaluations focus solely on skills and experience. By checking for bias at this stage, you create a fairer, more inclusive hiring process.

2. Compare Notes With the Hiring Team

Share your evaluations with other team members involved in the hiring process and compare notes. Use the scoring system above to make discussions objective and productive. This step helps reconcile differing opinions and ensures everyone aligns on what “qualified” really means.

3. Communicate With Candidates Promptly

Timely communication improves the candidates’ experience and reinforces your employer brand. Be respectful of candidates’ time by notifying those who won’t be moving forward as soon as possible.

For top candidates, confirm next steps quickly, whether that’s scheduling interviews or requesting additional materials. Even a brief email acknowledging receipt of their application and outlining the timeline shows professionalism and keeps strong candidates engaged.

Frequently Asked Questions About Resume Reviews

Here are answers to common questions about resume reviews in the hiring process:

1. What’s the best way to review resumes quickly?

The best way to review resumes quickly and effectively is by using a rubric that establishes the key requirements for the job and “nice-to-haves.” Score candidates based on how they meet the criteria, and then compare your reviews with those of other team members to reach an informed decision.

2. How many resumes should I shortlist per job?

While there’s no one-size-fits-all number, a good range is to shortlist 5 to 10 top candidates to ensure you have enough options to compare while keeping the interview process manageable. The exact number may vary based on the position’s requirements, the size of the candidate pool, and your hiring timeline. 

Focus on quality over quantity by shortlisting candidates who meet your must-have qualifications and demonstrate measurable results or transferable skills.

3. What tools help automate resume screening?

Several tools can help you streamline the resume screening process and save time:

• Applicant tracking systems (ATS): Filter, organize, and rank resumes based on keywords and qualifications (e.g., Greenhouse, Lever, Workable).
• AI-powered screening tools: Some platforms analyze resumes for skills, experience, and cultural fit to identify top candidates more quickly.
• Collaboration and productivity tools: Google Sheets, Trello, or HR software can help multiple reviewers track scores, notes, and shortlisted candidates.

Even with automation, it’s essential to combine technology with human review. Keywords alone don’t tell the whole story, and intuition about culture fit and potential still matters.

4. How can I use AI in the hiring process?

There are various AI platforms you can use for different parts of the hiring process, from sourcing candidates and screening resumes to scheduling and assessing interviews so you can find an ideal fit. 

Using AI in the hiring process can help reduce bias, improve the candidate experience, and identify patterns for smarter long-term hiring decisions. Consider AI-powered tools like Hiretual, Lindy.ai, Eightfold.ai, and Pymetrics.

A Smarter Resume Review Leads to Better Hires

Taking the time to ensure your resume review process is organized, structured, and efficient will make it easier to hire the best candidate for the job. Establish a clear description of must-have qualifications, use a checklist or rubric to score candidates objectively, and collaborate with other team members to guarantee an effective and fair hiring process.