Data Entry Resume Sample and Tips from HR Pros

You have a strong knowledge of MS Excel and QuickBooks and can average a typing speed of 70 WPM. You are proficient in transcription and are a numbers whizz.

But, how do you convince the hiring team that you have what it takes? You need a data entry resume that demonstrates your expertise and skills. Remember, recruiters spend just 7.4 seconds scanning your resume . So, you must make it as convincing, impressive, and attention-grabbing as possible.

In this data entry resume guide, we answer the questions:

• How do I describe my data entry on a resume?
• How can I write myself for a data entry job?
• What’s the best resume format for a data entry specialist?
• What are the common elements of a resume?
• What are data entry skills?

We’ll also share an adaptable data entry resume template and useful tips for writing a successful data entry resume.

Facts About Data Entry Job Market

Before we get into the details, here are some facts about data entry jobs:

We live in a data-driven world, meaning the data industry is in constant growth. No wonder many companies have vacancies for data entry clerks. This means with the right data entry skill set and a well-crafted data entry resume, you’ll be in high demand.

So, how much does a data entry clerk earn? According to PayScale , the average hourly pay for a data entry specialist is $14.62. Of course, the rates differ by industry, experience level, and roles in the company.

Another survey by Glassdoor suggests that the average salary for a data entry specialist is $38,842 per year, with the likelihood of making more depending on your skills, education, and career level.

Data Entry Job Description

Data entry is the process of entering or updating information and records into a database or computer system. Data entry professionals use computers and data processing programs to input data.

Data entry specialists may also transcribe data from recordings or phone conversations. As a data entry specialist, attention to detail is paramount, as mistakes can lead to significant problems for the company.

Some of the key roles and responsibilities of a data entry clerk include:

• Creating spreadsheets with vast numbers of figures without errors
• Transferring data from paper format to computer files or database systems
• Maintaining databases by entering new and updated customer details
• Purging files to eliminate duplication of data
• Scanning and printing required documents
• Generating weekly and monthly reports for a company
• Reviewing all data for errors and reporting unusual findings to management

To qualify as a data entry specialist, you will need at least a high school diploma, one year of experience in a relevant field, and a good command of English. In addition, you must be knowledgeable in MS Word and Excel, and have strong interpersonal and communication skills.

It goes without saying that you must be proficient in typing, with a speed of at least 40 WPM. You’ll also need to have experience working with data entry software and office computer systems.

How to Write a Data Entry Resume

Want to write a job-winning data entry resume? We share a data entry resume example and explore the various parts that you need to include in your resume to stand out.

Choose the Correct Format for your Data Entry Resume

You should know that 99 percent of Fortune 500 companies use an Applicant Tracking System to filter resumes. Therefore, not only should you use the best resume format, but it's also important to match each resume for the specific job.

What Exactly Is an ATS?

An applicant tracking system makes the work of hiring managers simpler. The ATS sorts resumes and ranks them, as per the set keywords and other parameters. This saves recruiters from having to manually review each resume.

Applicant tracking systems automatically scan resumes, ranking candidates by comparing the uploaded data on the resume to the job description. This means that only an optimally formatted resume will pass the scan.

To learn more about how an applicant tracking system works, read our article:

When formatting your resume, you need to use the right layout. Here are our recommendations:

• Use one-inch margins on all sides.
• Use a font that stands out, but not too much . Good fonts include Calibri, Roboto, Tahoma, and Verdana. Avoid fonts like Comics Sans and others that are meant for illustrations.
• Make sure your resume fits on one page . While a two-page resume is acceptable, around 17 percent of hiring managers consider it too long and may not read it.
• Use headings , such as H2, to make your resume clearer.
• Use bold fonts, italics, and underlining (albeit sparingly), to break up text and make the document easier to read.
• Maintain single or 1.15-line spacing
• Stick to the standard font size (11-12pt) for normal text and 14-16pt for headers.

When it comes to the best resume format , reverse chronological should be your first choice. In this format, your latest work experience is listed first, and is ideal for people with plenty of work history that is relevant to the position they are applying for.

You can also opt for other resume formats, which are:

• Functional resume . It focuses on skills rather than professional experience. It’s a great choice for people without a lot of work experience but who possess relevant skills for the position they are interested in. It's also a good choice if you have gaps in your employment history.
• Combination resume . This format combines the “Functional” and “Reverse-Chronological” resume formats. It emphasizes skills and work experience. This format is suitable if you have plenty of relevant work experience or if you want to change industries.

Data Entry Resume Example

Resume Sections

With the resume format and layout out of the way, let's get down into the nitty gritty of data entry resume writing.

Here are some of the sections to include on a data entry resume:

• Name and contact information
• Professional summary
• Professional experience
• Education
• Skills

You can also add these sections to make your resume stand out more:

• Memberships
• Certifications,
• Languages
• Publications
• Hobbies and interests
• Internships
• Awards and recognitions

Now, let us go through each section in more detail:

Name and contact information section

This is the header section of your resume, which carries your name and contact information. To most people, this section might seem like a no-brainer. However, you’ll be shocked at the number of silly mistakes people make, like forgetting the country code or using an unprofessional email address.

For your contact, you should include:

• Your full name.
• Your title – in our example, Data Entry Specialist.
• Phone number, including the area code.
• Email address. Please, use a professional email address. Not the one you created in 8th grade.
• Location (optional). This might be necessary if you're applying for a job abroad.

Also, consider adding the following in your header section:

• An online portfolio or website (if it's relevant to your work).
• Your social media profile (if it's relevant to the position). LinkedIn is a great option.

Professional summary section

Data entry jobs are flooded with experts having years of experience. This makes it hard to shine among the hundreds of job applicants. What’s more, recruiters spend only a few seconds on a resume.

This means if you don’t grab the HR manager's attention within the first five seconds, then your resume goes into the “Discard” bin!

Luckily, there’s a way to hook the hiring manager right off the bat. The summary section of your resume gives you the chance to impress the hiring team. The summary is a 2-3 sentence long paragraph that lets you briefly demonstrate your work experience, achievements, and accomplishments.

It displays your top skills for data entry and tells the hiring manager what they can expect to gain by hiring you.

Check out our example:

Recruiters will find this impressive because:

• it uses real data to support your points about your experience
• it mentions a few software programs the applicant is proficient in and that are relevant to data entry jobs
• it’s personalized to the (hypothetical) job description, focusing on what the employer is looking for (skilled in document digitization, data organization, and data accuracy)
• Mentions typing speed

Professional experience section

The work history or professional experience section is the most important on a resume. It shows the recruiters that you have worked in a professional environment and the skills you applied on the job.

To ensure your resume is organized and neat, use the following structure:

• Your Position
• Company name
• Years and months worked there
• 3-5 bullet points listing your roles and achievements

The data entry resume example we prepared shows you what the work experience section should look like:

In our data entry resume template, we talk about:

• The number of reports the candidate audited per month.
• Proficiency in MS Excel and Adobe Acrobat
• How much the candidate boosted efficiency

What if I don’t have work experience? If you're a student or recent graduate, you can list relevant courses you’ve taken, school projects, or internships. In addition, consider highlighting elements of your studies that demonstrate your passion for data, your savviness with data management systems, and your attention to detail.

Tips to consider when writing your work experience:

• Use action words, such as tailored, analyzed, adapted, improved, collaborated, etc., at the beginning of your statements. These words make your resume shine!
• Only display relevant work experience
• Use quantifiable metrics to illustrate your achievements

Education section

You may be wondering if you need to include the education section on your data entry resume? The short answer is yes! Most data entry positions require a high school diploma or higher.

This section is straightforward – simply list your educational experience in reverse chronological order. Here’s how to structure your cover letter education section:

• Name of school and location
• Degree type
• Year graduated

Tips to guide you when writing your education on a resume:

• If you haven’t completed your college or university, indicate “Present” as the end date. If you dropped out, you can write the years studied.
• List your high school education only if you don’t have a higher education.
• Mention your GPA if its higher than 3.5

Skills section

When adding skills to your resume, we recommend going back to the job ad to check for the skills the hiring manager is looking for. This way, you can include skills relevant to the position and increase your chances of getting invited for an interview.

To ensure the recruiter sees your skills, consider adding a dedicated “Skills” section on your resume. Some of the common data entry skills to put on your resume include:

Soft Skills:

• Accuracy
• Confidentiality
• Self-motivation
• Time management
• Attention to detail
• Communication
• Customer service
• Organizational
• Teamwork
• Multitasking
• People skills

Hard Skills:

• 10-key experience
• MS Excel
• MS Word
• QuickBooks
• Relational databases (MySQL)
• Data mining and data QA
• Spreadsheet design and maintenance
• Salesforce
• Xero

Here’s an example:

Additional (optional) resume sections

Remember, you're just one of the 250 job applicants that a vacant position attracts. Therefore, you want to do everything you can to increase your chances of getting hired.

The recruiter could be looking for someone with interesting qualities or remarkable achievements. That’s where the additional sections come in.

In our data entry resume template, we’ve added the “Awards and Recognition" section to shine a light on the candidate’s accomplishments through the years. It shows effort to become better at work and a commitment to going above and beyond to meet company expectations.

Other sections you may want to add include:

• Languages - to show you are proficient in other languages that may be valuable to the job.
• Certifications - to demonstrate your knowledge base and differentiate yourself from the rest.
• Interests and hobbies - to paint a picture of how well you can work with others.

Tips to Help You Write an Effective Data Entry Resume

According to a 2018 study by Ladders, the worst-performing resumes share these qualities:

• “Cluttered look and feel, with very little white space”
• Poor layout with little use of headers or sections that make for easier reading
• Keyword stuffing, where keywords are not presented in context or fail to make sense

So, what makes a data entry resume that rocks?

• Use the correct format and layout. Stick to simple layouts and use the reverse chronological resume format.
• Add a resume summary or objective at the top of your resume to grab the recruiter's attention.
• Focus on your achievements in the work experience section instead of just describing your responsibilities.
• Use “power words” to convey action.
• Be truthful on your resume. One Monster survey shows that 66 percent of employers are clued into the fact that employees exaggerate their skills and competencies. That lie might just be the thing that will get your resume rejected.
• Proofread your resume more than once to ensure there are no typos or grammatical errors. Something recruiters hate more than a disorganized resume is an error-ridden resume.

Boost Your Chances by Attaching a Cover Letter

A cover letter is still relevant when applying for jobs. In fact, 26 percent of employers read cover letters and are more likely to consider candidates who attach a cover letter to their resumes when applying for a job.

Cover letters provide recruiters with more details about your passion for the position, as well as work experience and qualifications.

Not sure how to write a cover letter? We have a guide for that! Data Entry Cover Letter Sample and Advice from HR Pros.