You’ve polished your resume, highlighted your skills, and double-checked for typos. But what if your carefully crafted document never even reaches a human eye? That’s the frustrating reality for many job seekers today. Most companies use Applicant Tracking Systems (ATS) to scan and filter resumes before a recruiter ever sees them. If your resume isn’t optimized for these systems, it could be rejected instantly—even if you’re the perfect fit.
The good news? With a few smart strategies, you can write a resume that sails through ATS filters and lands in front of the right people. Let’s dive into how to make your resume ATS-friendly and set yourself up for success.
Understanding How ATS Works
Before you can beat the system, you need to understand it. An ATS is software that scans resumes for specific information—keywords, skills, job titles, and experience. It ranks candidates based on how closely they match the job description. If your resume doesn’t include the right terms or is formatted in a way the system can’t read, it may be filtered out before a human ever sees it.
For example, if a job posting asks for “project management experience” and your resume only says “managed projects,” the ATS might not recognize the match. That’s why tailoring your resume to each job is so important. According to a report by Jobscan, up to 75% of resumes are rejected by ATS before they even reach a recruiter.
Use Standard Formatting and Fonts
One of the biggest mistakes job seekers make is using creative formatting that ATS can’t read. Fancy fonts, columns, tables, and text boxes might look great to the human eye, but they can confuse the software. Stick to standard fonts like Arial, Calibri, or Times New Roman, and use a simple, clean layout.
Avoid headers and footers—ATS often skips these sections, so important information could get lost. Instead, list your contact details at the top in plain text. Use standard section headings like “Work Experience,” “Education,” and “Skills.” This helps the ATS categorize your information correctly.
Tailor Your Resume to Each Job Description
Sending the same resume to every job posting is a common mistake. Instead, take a few minutes to tailor your resume to each position. Start by carefully reading the job description and noting the key skills and qualifications the employer is looking for.
For example, if the posting mentions “data analysis” and “team leadership,” make sure those exact phrases appear in your resume—if they match your experience, of course. Don’t just rely on generic terms; use the same language the employer uses. This increases your chances of matching the ATS keywords and getting noticed.
Optimize Your Skills Section
Your skills section is a goldmine for ATS keywords. List both hard and soft skills relevant to the job, using the exact terms from the job description. For instance, if the posting asks for “proficiency in Microsoft Excel,” don’t just write “spreadsheets.” Be specific.
Group your skills into categories like “Technical Skills,” “Languages,” or “Certifications” to make them easy for both ATS and recruiters to scan. If you’re applying for a remote job, consider highlighting skills like “time management” or “virtual collaboration,” as these are often sought after in digital work environments. For more ideas, check out our guide to the best remote jobs for digital nomads in 2023.
Use Standard Section Headings
Creative section headings like “Where I’ve Been” or “My Journey” might sound fun, but they can confuse ATS. Stick to standard headings such as “Work Experience,” “Education,” “Certifications,” and “Volunteer Experience.” This ensures the software knows exactly where to find each piece of information.
Under each heading, list your experiences in reverse chronological order, starting with your most recent role. Use bullet points to describe your achievements and responsibilities, and whenever possible, include quantifiable results. For example, “Increased sales by 20% over six months” is much more impactful than “Responsible for sales.”
Avoid Graphics, Images, and Unusual Characters
While a colorful infographic resume might catch a recruiter’s eye, it’s likely to confuse ATS. Stick to plain text and avoid using images, graphics, or unusual characters. Even something as simple as a bullet point made from an arrow symbol can cause issues.
If you want to add visual interest, use bold or italic text sparingly to highlight key points. But remember, the goal is to make your resume easy for both ATS and humans to read. For more tips on creating a standout profile, see our article on how to create a LinkedIn profile that gets you noticed.
Include Relevant Keywords Naturally
Stuffing your resume with keywords might seem like a good idea, but it can backfire. ATS is smart enough to detect keyword stuffing, and it can make your resume sound robotic. Instead, weave keywords naturally into your bullet points and summaries.
For example, instead of listing “teamwork, communication, leadership” in a block, integrate them into your experience: “Led a team of five to successfully complete a project ahead of schedule, demonstrating strong communication and leadership skills.” This approach keeps your resume authentic while still hitting the right notes for ATS.
Save and Submit in the Right Format
When it comes to file formats, always check the job posting for specific instructions. If none are given, a Word document (.doc or .docx) is usually the safest choice, as most ATS can read it easily. PDFs can sometimes cause issues, especially if they’re scanned or contain complex formatting.
Name your file something professional, like “FirstNameLastNameResume.doc,” rather than “ResumeFinalVersion3.” This makes it easy for recruiters to find and identify your document.
Test Your Resume with Online Tools
Before you hit “submit,” consider using an online ATS resume checker. Tools like Jobscan or Resume Worded let you compare your resume against a job description and see how well it matches. They’ll highlight missing keywords, formatting issues, and other areas for improvement.
These tools can give you peace of mind and help you catch mistakes you might have missed. For more strategies on landing freelance work, see our step-by-step guide to landing a freelance graphic design gig.
Frequently Asked Questions (FAQ)
What is an ATS and why does it matter?
An ATS (Applicant Tracking System) is software used by companies to screen and filter resumes. It matters because most large employers use it, and if your resume isn’t optimized, it may never reach a human recruiter.
How can I tell if a company uses ATS?
Most large and mid-sized companies use ATS, but you can sometimes tell by the application process. If you’re asked to fill out an online form or upload your resume to a portal, ATS is likely involved.
Should I use a template for my resume?
Templates can be helpful, but make sure they use simple, ATS-friendly formatting. Avoid templates with columns, tables, or graphics, as these can confuse the software.
How long should my resume be?
For most job seekers, one page is ideal. If you have extensive experience, two pages are acceptable, but always prioritize clarity and relevance.
Can I use abbreviations in my resume?
It’s best to spell out terms and include abbreviations in parentheses the first time you use them. For example, “Project Management Professional (PMP).” This ensures ATS recognizes both versions.
What if I’m changing careers?
Focus on transferable skills and use keywords from the new field. Tailor your experience to highlight relevant accomplishments, even if they’re from a different industry.
Conclusion
Getting past the ATS is all about making your resume easy for both software and humans to read. By using standard formatting, tailoring your content to each job, and including relevant keywords, you’ll dramatically increase your chances of landing an interview. Remember, the goal isn’t to trick the system—it’s to present your skills and experience as clearly and effectively as possible.
If you’re ready to take the next step, check out our guide to acing your virtual job interview for tips on making a great impression once your resume gets you in the door. With these strategies in hand, you’re well on your way to landing your dream job.