ATS resume making is the process of formatting and wording your resume so that Applicant Tracking System (ATS) software can read, parse, and rank it correctly. If your resume isn’t ATS-friendly, it may never be seen by a human recruiter, regardless of your qualifications.
What Is an ATS and Why Does It Matter?
An Applicant Tracking System is software that employers use to collect, sort, and filter job applications. Large companies receive hundreds of resumes for a single opening, and ATS software helps recruiters manage that volume. The system scans your resume for specific keywords, skills, and job titles, then ranks candidates based on how well their resume matches the job description. If your resume is formatted in a way the ATS can’t parse, it may be discarded before a human ever sees it.
How ATS Parsing Works
When you submit a resume, the ATS extracts text from the file and organizes it into fields like name, contact info, work history, education, and skills. It then compares those fields against the job’s requirements. Most ATS software uses a scoring system, so a resume with more matching keywords ranks higher. The parsing process can be disrupted by complex layouts, images, tables, or unusual fonts. Even a simple two-column design can cause the system to read columns in the wrong order, scrambling your work history.
Key ATS Resume Formatting Rules
To make your resume ATS-friendly, follow these formatting guidelines:
- Use a standard single-column layout with clear section headings like “Work Experience” and “Education”.
- Save your resume as a .docx or PDF file, unless the job posting specifies otherwise. Some older ATS systems cannot read PDFs, so .docx is the safest choice.
- Use a common font like Arial, Calibri, or Times New Roman, in 10-12 point size.
- Avoid headers, footers, text boxes, tables, images, and graphics. These can confuse the parser.
- Use standard bullet points (•) and avoid symbols like diamonds or arrows.
- Do not use columns or sidebars for your contact information or skills.
Keyword Optimization: Matching the Job Description
Keywords are the most important part of ATS resume making. The system looks for specific terms that appear in the job description, such as “project management”, “customer service”, or “Python”. To optimize your resume, follow these steps:
- Read the job description carefully and highlight the required skills, qualifications, and duties.
- Incorporate those exact phrases into your resume, but only if they genuinely apply to you. Do not lie about skills you don’t have.
- Use both the full phrase and its acronym, e.g., “Customer Relationship Management (CRM)”.
- Include a “Skills” section with a list of your relevant hard and soft skills.
- Mirror the job title used in the posting, if it matches your actual experience. For example, if the posting says “Marketing Coordinator”, use that title instead of “Marketing Associate”.
Common ATS Mistakes and How to Avoid Them
Many candidates unknowingly sabotage their resumes. Here are the most common mistakes:
- Using a creative resume with graphics or infographics – these are visually appealing to humans but invisible to ATS.
- Submitting a PDF with scanned text or images – the ATS cannot read the text unless it’s selectable.
- Putting contact information in a header or footer – some systems skip this data.
- Using jargon or acronyms without spelling them out – the ATS may not recognize the abbreviation.
- Listing employment dates in a non-standard format – always use month/year to year (e.g., June 2020 – May 2023).
ATS vs. Human Review: Finding the Balance
While ATS is the first filter, your resume must also appeal to human recruiters. The best approach is to write a clear, professional resume that is both ATS-friendly and human-readable. Avoid keyword stuffing, which makes your resume sound unnatural. Instead, weave keywords naturally into your job descriptions and achievements. For example, instead of listing “team leadership” as a skill, write a bullet point like “Led a team of 5 to exceed quarterly sales targets by 15%.” This gives the ATS the keyword and gives the human a concrete achievement.
ATS Resume Template
Full Name
City, State | Phone Number | Email Address | LinkedIn URL
Professional Summary
_________________________________________________________
Work Experience
Job Title, Company Name, City, State | Month Year – Month Year
• _______________________________________________________
• _______________________________________________________
• _______________________________________________________
Education
Degree, Major, University Name, City, State | Year of Graduation
Skills
Skill 1, Skill 2, Skill 3, Skill 4, Skill 5
Sample (fictional):
Jane Doe | Austin, TX | 512-555-1234 | jane.doe@email.com
Professional Summary: Results-driven marketing specialist with 5 years of experience in digital campaigns and SEO.
Work Experience: Marketing Specialist, ABC Company, Austin, TX | Jan 2020 – Present
• Increased organic traffic by 40% through SEO optimization.
• Managed social media accounts with 10K+ followers.
Education: B.A. in Marketing, University of Texas, Austin, TX | 2019
Skills: SEO, Google Analytics, Content Creation, Email Marketing
Frequently Asked Questions
Do I need to pay for an ATS resume service?
No, you can create an ATS-friendly resume yourself by following the formatting and keyword guidelines above. Paid services can be helpful if you’re struggling, but they are not necessary.
Should I use a PDF or Word document for my resume?
Word (.docx) is the safest choice because it is readable by almost all ATS software. PDFs are acceptable if they are text-based, but some older systems cannot parse them. Check the job posting for specific instructions.
Can I use a two-column resume layout?
It’s risky. Many ATS systems read left-to-right, top-to-bottom, so a two-column layout can jumble your information. A single-column layout is the most reliable.
How do I know if my resume is ATS-friendly?
You can test it by copying the text from your resume and pasting it into a plain text editor like Notepad. If the content appears in a logical order, it will likely parse correctly. Also, use the same keywords as the job description.
Does ATS reject resumes with photos?
Most ATS software cannot read images, so a photo is ignored. However, some systems may flag resumes with photos as unprofessional. It’s best to omit photos unless the job explicitly asks for them.
Final Thoughts
ATS resume making is about ensuring your resume is both machine-readable and human-impressive. By using a simple layout, standard fonts, and targeted keywords, you can increase your chances of getting past the ATS and into the hands of a recruiter. Always tailor your resume for each job application, and remember that honesty and clarity are your best tools.