When submitting a physical copy of a multi-page resume or a complete application packet, job seekers often pause to consider the most professional way to bind their documents. This detail about securing paper copies can influence the first impression a hiring manager forms of an applicant’s attention to detail. The choice between using a staple or a paper clip relates directly to the practical handling of the application material within a modern HR environment.
The Standard Rule: Do Not Staple
The consensus among recruiting and human resources professionals is to avoid stapling a resume or accompanying documents. This preference is rooted in the practical workflow of a busy office, where ease of handling is a high priority. A stapled document creates a fixed, permanent bond that is not always convenient for the recipient.
Recruiters frequently need to disassemble application packets quickly to sort components, such as separating a resume from a cover letter or a reference sheet. A staple requires a deliberate action to remove, often involving a stapler remover or tearing, which interrupts the flow of processing. The goal is to make the reviewer’s job as simple as possible.
Why Stapling Creates Processing Issues
Staples present specific logistical hurdles in a hiring process that relies heavily on digital archiving and collaboration. Documents submitted in physical form are almost always converted into digital files for storage and distribution. This scanning process is significantly impeded by the presence of a metal staple.
An administrative assistant or HR coordinator must manually remove the staple before the pages can be fed through a high-speed document scanner. This action consumes time and risks tearing the paper, potentially damaging the content. Furthermore, the physical bulk of a staple can cause paper jams in automated machinery, creating delays for the processing staff.
Best Practices for Organizing Multi-Page Submissions
The preferred method for securing a multi-page resume and an accompanying cover letter is the use of a paper clip. A paper clip provides a temporary, non-damaging fastener that allows the recipient to effortlessly separate the pages for copying, scanning, or filing. This flexibility is highly valued by staff who process high volumes of applications.
Applicants should use a standard, smooth metal paper clip, typically placed in the top left corner of the documents. Oversized or colored novelty paper clips should be avoided to maintain a professional aesthetic. It is appropriate to clip the resume pages together and then clip the cover letter on top as a single unit.
When Exceptions Apply
While the “no staple” rule is a strong guideline, there are limited situations where deviating from the paper clip standard may be acceptable or even necessary. The most important exception is when the job posting or application instructions explicitly request a specific binding method. An applicant must always follow the hiring organization’s stated procedures, even if they contradict general etiquette.
In some highly formal or government-related application processes, or when submitting an extremely large, multi-section packet, a more formal binding might be required. Unless the documentation provides clear direction to use a staple or other fastener, the applicant should always default to the paper clip.
Overall Professional Presentation Tips
The physical presentation of a resume extends beyond the binding method to include the quality of the materials used. Selecting the correct paper weight is important, with 24 lb or 32 lb stock being the industry standard, offering a noticeably sturdier feel compared to the standard 20 lb copy paper.
The paper color should remain conservative, with bright white or a subtle ivory being the most accepted choices. Consistency in formatting is also important, and the resume should always be printed single-sided. When mailing a physical resume, use a large, 9×12 inch envelope to avoid folding the document.