Resume Mistakes We See Daily — and How to Fix The

By Karyn Tellez, Vice President of TES Staffing

Your resume is your first impression — and in today’s fast-moving job market, first impressions matter more than ever.

At TES Staffing, we review hundreds of resumes every week for Rochester-area job seekers in education, healthcare, administrative, and skilled trades positions. Some are polished and powerful. Others? They’re full of small mistakes that quietly push great candidates to the bottom of the stack.

The good news: most of these mistakes are easily fixable.

We’re breaking down the most common resume missteps we see every day — and how to fix them — so your next application stands out for all the right reasons.

1. Too Long or Too Short — Finding the “Sweet Spot”

A resume should tell your story, not your entire autobiography.

What we see:
Some job seekers send in a 5-page resume listing every position they’ve ever held since high school. Others try to cram everything onto one page with a size-8 font. Neither approach works well.

How to fix it:
Aim for 1–2 pages max, focusing on the past 10 years of relevant experience. Include measurable accomplishments (like “Improved patient check-in efficiency by 20%”) and remove outdated or irrelevant details.

If you’re newer to the workforce, one page is plenty. If you’re an experienced professional or executive, two pages may be warranted.

TES Tip: Employers spend an average of 7 seconds scanning a resume before deciding if they’ll keep reading. Make those seconds count with a clean, readable layout and clear sections.

2. Overusing Buzzwords Without Proof

What we see:
Everyone is a “hard-working, detail-oriented team player” — but without real examples, those words mean nothing.

How to fix it:
Replace vague phrases with concrete accomplishments. Instead of saying:

“Strong leadership skills”

Try:

“Led a team of five employees to implement a new inventory system that reduced supply costs by 15%.”

TES Tip: Use action verbs like managed, improved, implemented, developed, or supported. They show impact instead of intention.

3. Missing Keywords for Local Job Searches

Recruiters and HR software use Applicant Tracking Systems (ATS) to filter resumes based on relevant keywords.

What we see:
A great candidate’s resume gets filtered out simply because it doesn’t use the right phrasing.

How to fix it:

• Look at local job postings in Rochester or surrounding areas and mirror the language they use.
• Include specific job-related terms like “Microsoft Excel,” “care coordination,” or “equipment maintenance.”
• Add the city or region if you’re searching locally — e.g., “Administrative Support | Rochester, NY.”

TES Tip: We’ve found that resumes with localized keywords (like “Rochester administrative support” or “Monroe County educator”) rank higher in searches by employers using geographic filters.

4. Forgetting the Human Side of the Story

Yes, your resume needs to be professional — but it should also sound like you.

What we see:
Resumes written in stiff, robotic language that don’t capture any sense of personality.

How to fix it:
Show your voice. You don’t need to list hobbies or quote your favorite author, but your tone should sound approachable and authentic.

For example, swap:

“Executed client service protocols and ensured stakeholder satisfaction metrics were achieved.”

With:

“Provided outstanding customer support, helping over 200 clients find the right solution and improving customer satisfaction scores.”

TES Tip: Employers hire people, not bullet points. Write as if you’re telling your story across the table — not reading from a script.

5. No Customization — One Resume for Every Job

What we see:
One resume, copy-pasted for every position.

How to fix it:
Create a core resume template — then tweak it slightly for each application. Highlight the experience and skills most relevant to that role.

Example:

• Applying for a customer service job? Move “Communication & Conflict Resolution” to the top of your skills list.
• Applying for an office administration role? Emphasize scheduling, organization, and software skills.

TES Tip: Think of your resume like a marketing brochure. The more tailored it is to your audience, the better it performs.

6. Ignoring Formatting and Readability

A strong resume doesn’t just read well — it looks clean.

What we see:
Too many fonts, bright colors, heavy borders, or hard-to-read layouts.

How to fix it:
Stick with a professional, minimalist design. Use one font (Arial, Calibri, or Helvetica), clear section headers, and consistent bullet points.

Formatting checklist:

• Use 10–12 pt font for text
• Bold or underline section titles only
• Keep margins between 0.5–1 inch
• Save and submit as a PDF, not Word — this preserves your layout

TES Tip: ATS systems can struggle with text boxes, columns, and images. Keep it simple for both humans and technology to read.

7. Missing or Unclear Contact Information

It sounds basic — but you’d be surprised how often we see resumes missing a phone number, email address, or city.

How to fix it:
Include at the top:

• Full name
• Phone number (mobile preferred)
• Email (use a professional one, not “partygirl09@…”)
• City and state (you don’t need your full address)
• Optional: LinkedIn or portfolio link

TES Tip: If you’re applying locally, include “Rochester, NY” or “Western New York” — this signals to employers that you’re nearby and ready to start.

8. Typos and Grammar Errors

Even one typo can derail an otherwise strong resume. It signals a lack of attention to detail — a red flag for many employers.

How to fix it:

• Use Grammarly or another free grammar checker.
• Ask a friend or mentor to proofread.
• Print it out and read it aloud — you’ll catch errors you missed on-screen.

TES Tip: We once saw a resume where “Manager” was misspelled as “Manger.” Guess which one stuck in the hiring manager’s mind?

9. Missing Quantifiable Results

Employers love numbers because they show impact.

What we see:
Bullet points that describe responsibilities, not results.

How to fix it:
Whenever possible, include measurable outcomes.

Example (Before/After):

Before:

“Responsible for inventory management.”

After:

“Reduced inventory costs by 18% through improved ordering and tracking systems.”

Numbers help employers see your value — and they make your experience easier to visualize.

10. No Summary or Objective Statement

A brief professional summary at the top of your resume can immediately tell employers who you are and what you bring to the table.

What we see:
Resumes that start with education or job history and skip any form of introduction.

How to fix it:
Write a 3–4 sentence summary that highlights your experience, strengths, and career goals.

Example:

“Detail-oriented administrative professional with 5+ years supporting healthcare and education teams across Rochester. Skilled in scheduling, data entry, and client communication. Passionate about delivering exceptional service and improving daily operations.”

TES Tip: Think of your summary as your elevator pitch — short, strong, and memorable.

11. Using Outdated Templates or File Formats

If your resume looks like it was made in 2001, employers will assume your skills might be too.

How to fix it:
Use a clean, modern layout (TES can help with templates). Save it as a PDF for consistency across devices. Avoid using outdated file formats (.doc instead of .docx).

12. Forgetting to Update Contactable References

Employers often contact references to confirm reliability and performance. Having outdated or incorrect references can delay hiring decisions.

How to fix it:

• Make sure all references are aware and willing to speak on your behalf.
• Keep your list updated annually.
• Include name, title, company, phone, and email.

13. No Connection Between Experience and Job Goal

Your resume should connect the dots between your background and what you’re applying for.

What we see:
A candidate applying for a healthcare position who lists only retail experience — with no context.

How to fix it:
Reframe your previous roles around transferable skills.

Example:

Retail experience: “Provided compassionate, customer-focused service, resolving issues quickly and maintaining accuracy in transactions.”
Translation for healthcare: “Experienced in providing compassionate, high-volume service environments — skills directly applicable to patient care coordination.”

TES Tip: Every job you’ve ever had has skills that can carry forward — you just need to frame them strategically.

14. No Local Connection

For Rochester employers, local roots matter.

What we see:
Generic resumes that don’t show awareness of the community or industries in Western New York.

How to fix it:
If you’ve worked with local organizations, volunteered, or attended school nearby, mention it. Employers love candidates who understand the area and its workforce culture.

Example:

“Volunteer, Foodlink Rochester — Assisted in weekly community meal prep and distribution.”

Adding even a small local touch builds immediate familiarity and trust.

15. Forgetting That Your Resume Is a Living Document

Your resume shouldn’t be static.

What we see:
Resumes that haven’t been updated in years — sometimes missing recent experience or skills.

How to fix it:
Update your resume at least twice a year, even if you’re not job hunting. This ensures your accomplishments are fresh, accurate, and ready to send when opportunity knocks.

At TES Staffing, we don’t just connect candidates with jobs — we help build careers. A clear, accurate, and confident resume is your first step in that process.

By avoiding these common mistakes and applying these simple fixes, you’ll put yourself ahead of the pack.