Academic CV checklist for European research jobs

Start with the vacancy, not a universal template

There is no single CV format used by every European university. The advert and application portal may prescribe a template, page limit, evidence matrix, publication list, or separate research and teaching statements. Those instructions override general advice—including this guide.

Before editing, copy the essential and desirable criteria into a private checklist. For each criterion, identify the strongest verifiable evidence in your record. Your CV should let a reviewer find that evidence without guessing from job titles or dense prose.

• Use the requested language, file type, naming convention, and page limit.
• Keep dates, institution names, degree titles, and employment status consistent across the portal, CV, and letter.
• Do not add sensitive personal details unless the application explicitly and lawfully requires them.

Choose an order that fits the career stage

A PhD applicant usually leads with education, thesis or project experience, methods, and evidence of research readiness. A postdoc CV should make the doctorate, relevant outputs, technical independence, collaboration, and project contribution immediately visible. Faculty selection often needs a broader record of research direction, funding, supervision, teaching, service, and leadership.

A reverse-chronological structure is a safe default, but relevance matters more than rigid chronology. A methods section near the top can help for technical roles; a selected-output section can help when the full publication list is long. Label selected lists honestly and provide the complete list where requested.

Build a clear evidence-based structure

Use descriptive headings and consistent entries. For research experience, state the problem, your contribution, the methods or infrastructure used, and the outcome. Avoid converting the CV into a long motivation letter; short evidence-rich bullets are easier to score.

• Name and professional contact details, plus ORCID or portfolio when useful
• Education, thesis titles, supervisors, expected completion dates, and distinctions
• Research appointments and projects with your specific contribution
• Methods, software, instruments, datasets, languages, and specialist certifications
• Publications and other outputs with accurate status
• Teaching, supervision, grants, awards, service, outreach, and relevant industry work
• Referees only in the form requested by the vacancy

Describe publications and contributions precisely

Separate published or in-press work from accepted manuscripts, preprints, submitted papers, and work in preparation. Never describe a submitted manuscript as forthcoming. Include a DOI or stable link when helpful and keep citation style consistent.

In large collaborations or fields where author order does not explain contribution, add a short contribution note for selected outputs. Include software, datasets, protocols, policy reports, exhibitions, or patents when they are valued by the role rather than forcing every research contribution into a journal-article format.

• Use the exact publication status on the date of application.
• Highlight your name consistently without altering author order.
• Explain co-first or corresponding authorship only when the publication supports it.
• Avoid journal metrics unless requested; describe the work and your contribution.

Tailor the CV without keyword copying

Use the vacancy’s terminology where it accurately describes your experience. If the role asks for single-cell analysis and you have used it, make that evidence easy to find. If you have adjacent experience only, name the transferable method and the learning gap honestly rather than repeating unsupported keywords.

A tailored CV and motivation letter should complement one another. The CV supplies evidence; the letter explains the fit, motivation, and proposed contribution. Repeating the same generic claims in both documents wastes limited reviewer attention.

Final quality-control checklist

Export the final PDF and inspect it rather than trusting the editor view. Check links, page breaks, embedded fonts, text selection, and file size. Ask a colleague to locate three essential criteria in under a minute; if they cannot, improve the hierarchy.

• Every date and output status is accurate.
• The first page shows why you fit this specific role.
• Acronyms are expanded at first use unless universal in the field.
• The file is readable in black and white and does not depend on decorative graphics.
• The portal fields, CV, publication list, and letter do not contradict one another.

Official sources

These primary sources were checked during the editorial review shown above. Rules and programme terms can change between reviews.

• Europass: Create your CVEuropean Union
• ORCID: Register and connect your researchORCID
• European Competence Framework for ResearchersEuropean Commission

Related guides

Put this guide into practice