How to Write an ATS-Friendly Resume

Master the art of crafting resumes that pass Applicant Tracking Systems and land interviews

Table of Contents

What is an ATS?

An Applicant Tracking System (ATS) is software used by employers to manage job applications. Over 90% of Fortune 500 companies use ATS to screen resumes before they reach human recruiters.

The ATS scans your resume for relevant keywords, proper formatting, and qualifications. If your resume isn't optimized for ATS, it may be automatically rejected—even if you're the perfect candidate.

Key Insight: Studies show that 75% of resumes never reach a human recruiter because they're filtered out by ATS software.

Why ATS-Friendly Resumes Matter

1

First Impression

Your resume must pass the ATS before anyone sees it. It's your first and most important hurdle.

2

Competitive Advantage

Most candidates don't optimize for ATS. Doing so gives you a significant edge over the competition.

3

Time Efficiency

An ATS-optimized resume helps you get more interviews with less effort.

ATS-Friendly Formatting Rules

✅ Do:

  • Use standard fonts: Arial, Calibri, Georgia, Helvetica, or Times New Roman
  • Stick to simple formatting: Use standard headings and bullet points
  • Use standard section headers: "Work Experience," "Education," "Skills"
  • Save as .docx or .pdf: Most ATS systems handle these formats well
  • Use standard bullet points: Simple round bullets (•) work best
  • Use reverse chronological order: List most recent experience first
  • Include contact info in header: Name, phone, email, location, LinkedIn

❌ Don't:

  • Use tables or text boxes: ATS often can't read them properly
  • Add headers/footers: Information may be missed by ATS
  • Use images or graphics: ATS can't read visual elements
  • Use unusual fonts: Decorative fonts confuse ATS
  • Include special characters: Avoid %, &, #, etc. in headings
  • Use columns: Stick to single-column layouts
  • Submit as .pages or .txt: These formats often cause parsing errors

Using Keywords Effectively

Keywords are specific terms the ATS searches for based on the job description. Using the right keywords is crucial for passing ATS screening.

How to Find Keywords:

  1. Analyze the job description: Look for repeated terms, required skills, and qualifications. These are your primary keywords.
  2. Identify hard skills: Technical skills, software, certifications, and tools mentioned in the posting.
  3. Note soft skills: Leadership, communication, problem-solving, etc.
  4. Use exact phrases: If the job says "project management," use that exact phrase rather than "managed projects."

Run your final draft through TextCheck to catch grammar slips that could cost you keyword density without you noticing.

Where to Place Keywords:

  • Professional Summary: Include 3-5 key qualifications
  • Skills Section: List relevant technical and soft skills
  • Work Experience: Weave keywords naturally into bullet points
  • Education: Include relevant coursework or certifications

Warning: Don't keyword stuff! Use keywords naturally and honestly. ATS systems are smart enough to detect spam, and human reviewers will notice too.

Essential Resume Sections

1. Contact Information

Place at the top of your resume:

  • Full name
  • Phone number
  • Professional email address
  • City and state (full address not necessary)
  • LinkedIn profile URL

2. Professional Summary

2-3 sentences highlighting your experience, key skills, and value proposition. Include relevant keywords from the job description.

3. Work Experience

For each position include:

  • Job title
  • Company name
  • Location (city, state)
  • Dates (month/year format)
  • 3-5 bullet points describing achievements

4. Education

Include:

  • Degree name and major
  • School name
  • Graduation date (or expected date)
  • GPA (if 3.5 or higher)
  • Relevant coursework or honors (optional)

5. Skills

List 8-12 relevant skills. Include both technical skills (software, tools) and soft skills (leadership, communication). Match skills to job requirements.

Common ATS Mistakes to Avoid

❌ Using Creative Templates

Fancy templates with graphics, colors, and unusual layouts may look great to humans but confuse ATS software. Stick to simple, clean designs.

❌ Embedding Text in Images

ATS cannot read text that's part of an image. Keep all your information as actual text.

❌ Using Incorrect File Names

Name your file professionally: "FirstName_LastName_Resume.pdf" not "MyResume.pdf" or "FinalVersion2.docx"

❌ Ignoring Job Description Keywords

Customize your resume for each job. Generic resumes that don't match the job description will score poorly in ATS.

❌ Using Abbreviations Without Spelling Out

Write out acronyms on first use, then use abbreviation: "Search Engine Optimization (SEO)" not just "SEO"

ATS Optimization Checklist

Use this checklist before submitting your resume to ensure maximum ATS compatibility:

Need help with other career documents? Check out CVForge for professional Professional CV builder.

Ready to Build Your ATS-Friendly Resume?

Use ResumeFlex's ATS-optimized templates to create a resume that passes screening

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Disclaimer: This guide provides general recommendations for ATS-friendly resume writing. ATS requirements vary by employer and system. ResumeFlex cannot guarantee interview outcomes based on resume formatting alone.