Documentation Specialist Resume Example & Writing Guide

Use this Documentation Specialist resume example and guide to improve your career and write a powerful resume that will separate you from the competition.

Documentation specialists are responsible for creating and maintaining the content of an organization’s website, product manuals, or other written materials. They’re also tasked with keeping that content up to date and ensuring that it’s easy to read and understand.

If you enjoy creating and organizing information, working with words and numbers, and have a passion for learning, then you might be ready to pursue a career as a documentation specialist. Here are some tips and an example to help you write your own resume.

Mary Thompson
Phoenix, AZ | (123) 456-7891 | [email protected]

Technical writer and documentation specialist with more than 10 years of experience developing end-user documentation, user manuals, and help content. Proven track record of meeting tight deadlines and working under pressure in a fast-paced environment. Passionate about creating clear and concise documentation that helps users achieve their goals.

Arizona State University Jun '10
B.A. in English
Company A, Documentation Specialist Jan '17 – Current
  • Managed the documentation process for all projects, including gathering requirements and creating detailed project plans.
  • Developed training materials to ensure that employees are trained on new systems or processes before implementation.
  • Coordinated with vendors to determine timelines and milestones for each project and ensured that deadlines were met by communicating any issues early in the process.
  • Assisted with vendor selection based on technical capabilities, cost, and timeline/milestone adherence.
  • Provided support during testing phases of projects to ensure proper functionality is achieved prior to deployment across multiple platforms (web, mobile).
Company B, Documentation Specialist Jan '12 – Dec '16
  • Created and maintained electronic records for over 100 projects, including project documents, meeting minutes, email correspondence and presentations
  • Ensured that all documentation was properly classified according to company security procedures
  • Maintained a comprehensive knowledge of the company’s standard operating procedures (SOPs) and project management best practices
  • Provided training on document control processes to new hires as needed
  • Prepared weekly status reports summarizing progress on each project under development
Company C, Technical Writer Jan '09 – Dec '11
  • Developed technical documentation for software applications, including user guides, installation guides, and release notes.
  • Created and maintained documentation templates and style guides.
  • Researched, wrote, and edited technical articles for the company website and blog.
  • Certified Records Manager (CRM)
  • Certified Healthcare Privacy and Security Professional (CHPS)
  • Certified Electronic Health Record Specialist (CEHRS)

Industry Knowledge: Information Architecture, Data Modeling, Data Mining, Data Presentation
Technical Skills: Microsoft Office Suite, Tableau, Power BI, Google Docs
Soft Skills: Critical Thinking, Problem Solving, Teamwork, Communication, Interpersonal Skills, Leadership

How to Write a Documentation Specialist Resume

Here’s how to write a documentation specialist resume of your own.

Write Compelling Bullet Points

The best way to make your resume stand out is to use strong, specific language. And one of the best ways to do that is by using bullet points to describe your responsibilities and achievements.

For example, rather than saying you “wrote documentation for new software system,” you could say you “wrote user-friendly documentation for new software system, resulting in 100% adoption rate by end users within first month.”

The second bullet point paints a much clearer picture of what exactly you did and the outcome of your work. And that’s what hiring managers want to see—quantifiable evidence of your abilities and accomplishments.

Related: What Is a Documentation Specialist? How to Become One

Identify and Include Relevant Keywords

When you submit your resume online, it’s likely that it will be scanned by an applicant tracking system (ATS) for certain keywords. These programs look for certain terms related to the job opening, like “documentation” or “reporting” in order to determine whether your skills and experience are a match for the role. If your resume doesn’t include enough of the right keywords, the ATS might automatically reject your application.

One way to make sure your resume makes it past the ATS is to include keywords throughout all sections of your document. Here are some of the most commonly used keywords for documentation specialist roles:

  • Documentation
  • Microsoft Access
  • Teamwork
  • Administrative Assistance
  • Communication
  • Computer Literacy
  • Time Management
  • Research
  • Customer Service
  • Social Media
  • Event Planning
  • Public Speaking
  • Editing
  • Organization Skills
  • Microsoft Dynamics NAV
  • Team Leadership
  • Office Administration
  • Data Entry
  • Negotiation
  • Strategic Planning
  • Operating Systems
  • MYOB
  • Accounts Payable
  • Accounts Receivable (AR)
  • Purchase Ledger
  • Payroll
  • Financial Reporting
  • Financial Accounting
  • Financial Analysis
  • Auditing

Showcase Your Technical Skills

As a documentation specialist, you are responsible for managing and organizing company documents. This requires a familiarity with a variety of software programs and systems. Some of the most commonly used programs are Microsoft Office Suite (Word, Excel, PowerPoint), Adobe Acrobat, and SharePoint. Additionally, documentation specialists need to be familiar with the practices and procedures of records management in order to ensure that all company documents are properly stored and accesses.

Related: How Much Does a Documentation Specialist Make?

Remember The Basics

As you write your resume, it’s important to keep a few basic rules in mind.

Make Sure Your Resume Is Easy to Scan

There are a few things you can do to make your resume easier to read, such as left aligning your text, using a standard font type and size, and using bullets instead of paragraphs to list your experiences. You should also use all-caps and bold sparingly, and keep your bullets under two lines. Additionally, you can include some white space on the page to make the document easier to scan.

Be Concise

How long your resume should be really depends on you and how much experience you have to include. A one-page resume is perfect for recent graduates or those with less than five years of experience, while a two-page resume is more common for those with more than 10 years of experience. Just be sure to tailor your resume to the specific position and to focus on the most relevant information.


Proofreading your resume is important in order to make sure it looks professional and error-free. Spell checking is a must, as are punctuation and grammar checks. It is also helpful to have someone else proofread your resume for you, as they may catch mistakes that you have missed. Beware of easily confused words, and make sure that your tense is consistent throughout the resume.

Consider Including a Summary

Your resume should always include a summary statement, which is a brief overview of your skills and experience. This is a great opportunity to show off your best traits and to explain why you’d be a great fit for the role you’re applying for. The summary statement should be tailored to the job you’re applying for, so make sure to highlight the skills and experience that are most relevant. Keep it brief—just a couple of sentences should do the trick!

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