Contact Information on a Resume: Your Complete Guide to Essential Details
Your resume’s contact information section may seem straightforward, but it serves as the critical bridge between impressing an employer and actually getting that interview call. Despite its apparent simplicity, this section presents numerous opportunities for errors that can cost you job opportunities. A phone number with an incorrect digit, an unprofessional email address, or missing information can all prevent recruiters from reaching you—rendering even the most impressive qualifications useless.
This comprehensive guide covers everything you need to know about resume contact information. You’ll learn which details are mandatory, which are optional, and how to format this crucial section for maximum professionalism and effectiveness. Whether you’re crafting your first resume or updating an established career document, understanding the nuances of contact information helps ensure nothing stands between you and your next opportunity.
Why Contact Information Matters More Than You Think
The contact information section typically occupies prime real estate at the top of your resume, and for good reason. It’s the first thing recruiters see and the essential information they need to move you forward in the hiring process. Despite its importance, many job seekers treat this section as an afterthought, leading to preventable problems.
The Gateway to Opportunities
Your contact details represent the only mechanism employers have to reach you. No matter how perfect your qualifications, if a recruiter can’t contact you quickly and easily, your application effectively ends. In fast-moving hiring processes, recruiters often call top candidates within hours of reviewing applications. An incorrect phone number or full voicemail box can mean the difference between getting an interview and being passed over.
First Impressions Begin Here
Employers form initial impressions from every element of your resume, including contact details. An unprofessional email address like “[email protected]” or a phone number with an inappropriate voicemail greeting creates an immediately negative impression. Conversely, clean, professional contact information signals attention to detail and professional self-awareness.
Applicant Tracking System Considerations
Many companies use applicant tracking systems (ATS) that parse resume information into searchable databases. Your contact information needs to be formatted in ways these systems can recognize and extract correctly. Poorly formatted phone numbers or creative section headers may not be processed correctly, potentially making your application invisible in database searches.
Essential Contact Information Elements
Every resume should include certain basic contact details. These mandatory elements ensure employers can reach you and identify your application correctly.
Your Full Name
Your name should appear prominently at the top of your resume, serving as the title of the document. Follow these guidelines:
Use your legal or professional name: Include the name you use professionally, which should typically match what appears on your identification documents and employment records. If you commonly use a nickname professionally, you can include it: “Robert (Rob) Johnson” or “Elizabeth ‘Beth’ Williams.”
Format it prominently: Your name should stand out as the most prominent text on the page. Use a larger font size (typically 16-22 points), bold formatting, or both. This helps recruiters quickly identify whose resume they’re viewing.
Be consistent: Use the same name format across all application materials, including your cover letter, LinkedIn profile, and any portfolio or personal website. Consistency helps employers connect your various professional materials.
Avoid unnecessary additions: Professional titles, degrees, or certifications shouldn’t typically appear next to your name unless they’re specifically relevant or required in your field. “John Smith, MBA” might be appropriate for business roles, but most credentials belong in the education or certifications section.
Phone Number
Your phone number is often the primary way employers reach out for interviews. Make sure yours is correct and accessible:
Include only one number: List a single phone number where you can reliably be reached. Having multiple numbers can create confusion about which to call.
Use a number you answer: Choose the number where you’re most likely to answer or return calls promptly. This is usually a mobile phone.
Format consistently: Common acceptable formats include:
- (555) 123-4567
- 555-123-4567
- 555.123.4567
Choose one format and use it consistently across all application materials.
Ensure professional voicemail: Record a clear, professional voicemail greeting. Avoid music, jokes, or casual messages that might give recruiters pause. A simple “You’ve reached [Your Name]. Please leave a message and I’ll return your call as soon as possible” works perfectly.
Keep voicemail available: Regularly check that your voicemail isn’t full and is functioning properly. A recruiter who can’t leave a message may not try again.
Email Address
Email is the most common method employers use for initial contact, interview scheduling, and sending formal communications:
Use a professional email address: Your email should ideally incorporate your name in a straightforward format:
Avoid addresses that include:
- Birth years or ages
- Nicknames or informal names
- Numbers unless necessary for uniqueness
- References to hobbies, interests, or personal characteristics
Choose a reputable provider: Gmail, Outlook, and similar mainstream providers project professionalism. Very old email providers might suggest you’re behind on technology, though this is less important than having a professional address format.
Check email regularly: During active job searches, check your email at least twice daily. Job opportunities can move quickly, and delayed responses may cost you consideration.
Review your email signature: If you use an email signature, ensure it’s professional and not too elaborate. A simple signature with your name and phone number is sufficient for job search communications.
Location Information
How much location information to include has evolved significantly in recent years:
City and state (or city and country): At minimum, include your city and state or province. This tells employers your general location and timezone without revealing your exact address. Format: “Chicago, IL” or “Toronto, ON”
Full street address (optional): Traditional resume advice called for complete mailing addresses, but this is increasingly unnecessary and potentially problematic:
- Privacy concerns make many candidates uncomfortable sharing exact addresses
- Remote work has made precise location less relevant for many roles
- ATS systems typically just need city and state for geographic filtering
Remote or relocating: If you’re applying for remote positions or willing to relocate, you can note this:
- “Remote” or “Open to Remote”
- “Denver, CO (Open to Relocation)”
- “Currently in Austin, TX; Relocating to Seattle, WA in June”
Optional Contact Information Elements
Beyond the essentials, several additional elements can strengthen your resume’s contact section when used appropriately.
LinkedIn Profile
LinkedIn has become a standard professional networking tool, and including your profile URL is increasingly expected:
Customize your LinkedIn URL: LinkedIn allows you to create a custom URL (linkedin.com/in/yourname) rather than using the default string of numbers. This looks cleaner and more professional on your resume.
Ensure your profile is complete: Only include your LinkedIn if your profile is up-to-date, professional, and consistent with your resume. An incomplete or inconsistent profile can hurt more than help.
Format the link cleanly: Include just the essential URL:
- linkedin.com/in/johnsmith
- Not: https://www.linkedin.com/in/johnsmith?originalSubdomain=us
Professional Portfolio or Website
If you have a professional portfolio, personal website, or relevant online presence, including it can provide additional evidence of your qualifications:
Only include professional sites: Links should showcase your professional work, not personal blogs or social media unrelated to your career.
Ensure sites are current: Outdated portfolios with old work or broken links reflect poorly on you. Update or remove these before including them on your resume.
Consider the relevance: Portfolio links are most valuable for creative roles, technical positions, or any job where work samples demonstrate your capabilities. Tools like 0portfolio.com can help you create a professional portfolio that complements your resume effectively.
GitHub or Professional Repositories
For technical roles, particularly in software development, including relevant code repositories can be valuable:
Only include if relevant: GitHub profiles matter for developers and technical roles but aren’t necessary for most positions.
Curate your repositories: Pin your best, most relevant projects. Ensure code is clean and documented, and remove any embarrassing early projects or experiments.
Use your professional account: If you have both personal and professional GitHub accounts, include the one that best represents your work.
Social Media Profiles
Social media inclusion on resumes depends heavily on your field and the specific platform:
Twitter/X: Relevant for marketing, journalism, communications, or thought leadership positions where your social presence is professionally significant.
Instagram: Appropriate for creative roles, photography, design, or positions where visual portfolio matters.
Other platforms: Include only if directly relevant to the position and your professional brand.
General caution: Unless your social media directly supports your professional candidacy, keep it off your resume. Employers may still search for you online, so ensure public profiles are appropriate, but you don’t need to invite review of personal accounts.
Formatting Your Contact Information Section
How you format and present your contact information affects both visual appeal and practical functionality.
Placement and Layout
The contact information section should appear at the very top of your resume:
Centered or left-aligned: Both layouts are professional and acceptable. Centered headers create a formal, traditional appearance, while left-aligned headers may better accommodate longer URLs or additional elements.
Single line or stacked: Contact elements can appear on one line separated by dividers ([email protected] | (555) 123-4567 | Chicago, IL) or stacked on separate lines. Single-line formats save space; stacked formats improve readability for longer URLs.
Consistent spacing: Use consistent spacing between elements. Don’t crowd information together or leave awkward gaps.
Visual Hierarchy
Create clear visual hierarchy so your contact details are easy to scan:
Name prominence: Your name should be the most visually prominent element, larger than other text on the page.
Contact detail formatting: Keep contact details in a smaller but readable font size (10-12 points typically). All contact elements should be the same size and formatted consistently.
Dividers or icons: Some resume designs use icons (phone icon, email icon, location pin) or simple dividers (|, •, /) to separate contact elements. These can enhance visual appeal but aren’t necessary. If you use icons, ensure they don’t confuse ATS systems.
ATS-Friendly Formatting
Applicant tracking systems need to parse your contact information correctly:
Use standard section headers: “Contact Information” or simply placing contact details at the top without a header both work well. Avoid creative headers like “Get In Touch” that ATS may not recognize.
Avoid tables or text boxes: Some resume templates place contact information in tables or text boxes that ATS systems cannot read properly. Use standard text formatting.
Don’t embed contact info in headers or footers: Document headers and footers may not be parsed by ATS. Keep contact information in the main document body.
Use standard phone and email formats: Unusual formatting may prevent correct parsing. Stick with conventional formats for phone numbers and standard email syntax.
What NOT to Include in Contact Information
Just as important as knowing what to include is understanding what to leave off your resume’s contact section.
Personal Details to Exclude
Several types of personal information that were once common on resumes are now considered inappropriate or unnecessary in most situations:
Date of birth or age: Age discrimination is illegal, and providing your birth date invites potential bias. Unless specifically required (some international applications), omit this information.
Marital status: Your relationship status has no bearing on your job qualifications and should never appear on a resume.
Photographs: In the United States and many other countries, photos should not be included on resumes due to potential discrimination concerns. Some international resumes do include photos, so research norms for your target country.
Social Security or national ID numbers: Never include these sensitive identifiers on a resume. Legitimate employers don’t need them until you’re hired.
Religious or political affiliations: Unless directly relevant to the position (e.g., applying to a religious organization), these don’t belong on your resume.
Health information: Physical characteristics, disabilities, or health status should not be mentioned in contact information or anywhere else on your resume.
Unprofessional Email Addresses
Email addresses that may have seemed clever or funny when you created them can torpedo your professional image:
Examples to avoid:
If your current email address falls into unprofessional territory, create a new one specifically for your job search. It takes minutes and could make a significant difference in how you’re perceived.
Multiple Phone Numbers
Listing multiple phone numbers creates confusion and appears disorganized:
Problems with multiple numbers:
- Recruiters may call the wrong number and not reach you
- It suggests you’re disorganized or uncertain
- It uses valuable resume space unnecessarily
Choose your best, most reliable number and list only that one.
Outdated Contact Methods
Some contact methods that were once standard are now unnecessary or even counterproductive:
Fax numbers: Unless you’re in an industry that still commonly uses fax, this is outdated and wastes space.
Pager numbers: Definitely outdated for most professions.
Mailing address in full: As discussed earlier, full street addresses are largely unnecessary and may present privacy concerns.
Special Circumstances and Considerations
Certain situations require specific approaches to contact information.
International Job Applications
When applying for positions in other countries:
Include country codes: For phone numbers, include the international dialing code: +1 (555) 123-4567 for US numbers.
Specify your country: Include your country in your location: “Chicago, IL, USA” or “London, United Kingdom”
Research local norms: Some countries expect information (like photos) that would be unusual in others. Research expectations for your target country.
Career Transitions
When changing careers or industries:
Emphasize transferable professional identity: Your contact information should reflect your desired professional direction, not your current or past field.
Professional email from a neutral domain: Avoid email addresses tied to your current employer or industry-specific domains that might seem odd for your target field.
Privacy Concerns
If you have legitimate privacy concerns:
Use city-only location: Including just your city and state provides sufficient geographic information while protecting your exact address.
Consider a Google Voice number: If you’re uncomfortable sharing your personal phone number, Google Voice provides a free secondary number that forwards to your phone.
Create a job search-specific email: This allows you to control access to your primary email and makes it easy to manage job search communications separately.
Current Employment Considerations
If you’re job searching while employed:
Use personal contact information only: Never include your work email or phone number on a resume. This is unprofessional and could create problems with your current employer.
Be mindful of LinkedIn settings: Ensure your LinkedIn job search settings are appropriate for your situation.
Common Mistakes and How to Avoid Them
Many candidates make avoidable errors in their contact information. Here’s what to watch for:
Typos and Errors
Double-check everything: Have someone else review your contact information. Transposing two digits in your phone number or misspelling your own email address happens more often than you’d think.
Test your contact info: Send yourself a test email, call your own number, and verify that links to LinkedIn or portfolios work correctly.
Inconsistency Across Materials
Maintain consistency: Your name, phone number, and email should appear identically on your resume, cover letter, LinkedIn profile, and any other application materials. Inconsistencies create confusion and may raise red flags about attention to detail.
Outdated Information
Update regularly: If you change phone numbers, email addresses, or locations, update your resume immediately. Keeping outdated contact information on file means missing opportunities.
Over-complicated Formatting
Keep it simple: Elaborate formatting, multiple fonts, or decorative elements in your contact section can look cluttered and may not be processed correctly by ATS systems. Clean, simple formatting works best.
Testing Your Contact Information
Before sending out applications, verify that everything works:
Contact Verification Checklist
- Phone number is correct and functional
- Voicemail is set up with a professional greeting
- Email address is correct and actively monitored
- LinkedIn URL works and profile is up-to-date
- Any portfolio links are functional and current
- Information is consistent across all application materials
- Formatting is clean and professional
- Section is readable by both humans and ATS systems
Have Someone Else Check
Ask a friend, family member, or colleague to review your contact section. Fresh eyes often catch errors you’ve overlooked after staring at your resume for hours.
Conclusion
Your resume’s contact information section, while seemingly simple, plays a crucial role in your job search success. Getting this section right ensures that the time and effort you invest in crafting the rest of your resume can actually lead to opportunities. An incorrect phone number or unprofessional email address can derail even the most qualified candidate.
The key principles are straightforward: include all essential information (name, phone, email, location), add valuable optional elements when relevant (LinkedIn, portfolio), exclude personal details that don’t belong, format everything professionally, and double-check for accuracy. Follow these guidelines, and your contact information will serve its purpose—connecting you with the opportunities you’ve worked hard to pursue.
Take a few minutes now to review your current resume’s contact section against the standards outlined in this guide. Verify that every detail is correct, professional, and formatted for both human readers and applicant tracking systems. This small investment of time could make the difference between your resume reaching its intended audience and getting lost in the void.
