The question of whether to secure a resume with a staple is a common point of confusion for job seekers preparing a physical application. The straightforward and definitive answer is that you should not staple your resume under nearly all circumstances. This standard practice is driven by the practical realities of high-volume document handling and internal processing requirements within human resources departments.
The Definitive Answer: Why Not to Staple
A staple introduces an unnecessary physical barrier that complicates the recruiter’s ability to efficiently manage application materials. Recruiters and hiring managers often need to quickly separate pages for individual reference, note-taking, or distribution to different reviewers. Removing a staple requires an extra step that breaks the flow of document review and frequently results in small tears or perforations. These tears can damage the document’s professional appearance. Any element that slows down or physically complicates the review process should be avoided.
Understanding the Resume Review Process
The prohibition against stapling is rooted in the mechanics of modern high-volume resume processing. Even when an applicant submits a physical copy, the document is frequently destined for immediate digitization into an Applicant Tracking System or internal database. HR staff use high-speed document scanners to convert paper to digital files. A staple is a rigid obstruction that can cause these scanners to jam, requiring manual intervention and resetting the equipment. This interruption creates unnecessary administrative work for the processing staff.
Best Practices for Multi-Page Resumes
When a resume requires more than one page, securing the pages with a standard paper clip is the accepted best practice. A simple, smooth metal paper clip holds the pages together temporarily but allows for immediate, damage-free separation by the reviewer. To maintain document integrity, every page of a multi-page document must include specific identifying information. The candidate’s full name and contact information should appear in the header of all subsequent pages. Incorporating clear page numbering, such as “Page 2 of 2,” ensures pages can be correctly reassembled if they detach during handling.
Rare Exceptions to the Stapling Rule
While the rule against stapling is firm in nearly all standard hiring environments, a few specific circumstances may require binding. These exceptions usually occur when applying for government, military, or academic roles where submission guidelines explicitly mandate physical binding. Another rare instance involves submitting the resume as part of a comprehensive portfolio or packet that must be permanently bound. In these cases, the applicant must follow the stated instructions precisely, recognizing these requirements are exceptions to standard professional etiquette.
Essential Tips for Physical Resume Presentation
The physical presentation of a resume significantly reinforces a candidate’s professionalism. Utilizing high-quality paper stock, specifically 24 lb. or 32 lb. weight, conveys a sense of seriousness and durability. These weights provide a more substantial feel compared to standard 20 lb. copier paper. Professional colors like bright white or ivory are the accepted standard, and the document should always be printed using a high-resolution laser printer to ensure sharp, smudge-free text. If the resume must be mailed, use a clean 9×12 envelope to avoid folding; if folding is unavoidable, a neat tri-fold is preferred.