An ATS (Applicant Tracking System) resume is a resume formatted and written so that software—not a human—can read, parse, and rank it during the initial screening of job applications. To pass an ATS, your resume must use standard section headings, simple fonts, and keywords from the job description, avoiding tables, graphics, and unusual layouts that confuse the software.
What Is an Applicant Tracking System?
An Applicant Tracking System is software that employers use to collect, store, and filter job applications. According to industry estimates, over 90% of Fortune 500 companies use some form of ATS, and many mid-size and small companies use them too. The system scans each resume for specific information—contact details, work history, education, skills—and then ranks candidates based on how well their resumes match the job description. The top-ranked resumes are sent to recruiters or hiring managers for human review.
ATS software does not “read” resumes the way a person does. It extracts text into a database, then searches that text for keywords, phrases, and patterns. If your resume contains a table or a text box, the ATS may scramble the information or miss it entirely, causing your application to be rejected before a human ever sees it.
How ATS Parsing Works
When you submit your resume, the ATS parses it into fields. It looks for:
- Your name, email, phone number, and location
- Job titles, company names, and dates of employment
- Education degrees and institutions
- Skills, certifications, and technical proficiencies
Parsing is not perfect. If your resume uses a two-column layout, the ATS may read the left column first, then the right, mixing up your work history and skills. If you use headers or footers for contact information, the system may ignore them. Even a simple table can cause the parser to read cell by cell, jumbling the order.
The most ATS-friendly format is a single-column layout with standard headings like “Work Experience,” “Education,” and “Skills.” Use a common font such as Arial, Calibri, or Times New Roman, and save the file as a .docx or PDF (unless the job posting asks for a different format). Avoid images, logos, charts, and text boxes.
Keywords and How to Use Them
Keywords are the terms the ATS searches for to determine if you are a good match. These come directly from the job description. For example, if the posting asks for “project management” and “Agile,” your resume should include those exact phrases, not synonyms like “managed projects” or “Scrum” (unless Scrum is also listed).
To find the right keywords:
- Read the job description carefully and highlight repeated terms.
- Look for specific skills, certifications, and tools mentioned.
- Include those exact words in your resume, especially in the skills section and in the bullet points of your work experience.
But do not stuff keywords unnaturally. The ATS may flag resumes that use a keyword too many times, and human recruiters will notice if your resume reads like a list of buzzwords. Use keywords in context, such as “Led a team of five in Agile project management” rather than just listing “Agile” in a skills column.
Common ATS Resume Mistakes
Many candidates are rejected by ATS not because they lack qualifications, but because their resume format confuses the software. Common mistakes include:
- Using tables, columns, or text boxes
- Including graphics, charts, or logos
- Putting contact information in headers or footers
- Using unusual fonts or decorative elements
- Saving as an image file (like a JPEG)
- Using a non-standard section heading like “Professional Summary” instead of “Summary”
Another frequent issue is the use of acronyms. If you write “MBA” but the job description says “Master of Business Administration,” the ATS may not recognize the abbreviation. The safest approach is to spell out the full term the first time and include the acronym in parentheses, such as “Master of Business Administration (MBA).”
How to Choose an ATS-Friendly Resume Template
Not all resume templates are ATS-friendly. Many popular designs from graphic-heavy sites use columns, icons, and colored headers that look great to humans but fail in ATS. When choosing a template, look for:
- A single-column layout
- Standard headings in plain text
- No tables, text boxes, or images
- Simple bullet points (not icons or symbols)
- White space and clear section breaks
You can create your own ATS-friendly resume in a word processor by using a simple layout with bold or underlined headings. Avoid using the “header” function for your contact information—put it at the top of the body of the document.
ATS vs. Human Review: Balancing Both
While you need your resume to pass the ATS, it also has to impress a human recruiter. The best resumes are both ATS-compatible and visually appealing. This means using a clean, professional design that is easy to scan quickly. Use action verbs like “managed,” “increased,” and “developed” to show impact. Quantify achievements where possible, such as “increased sales by 20% in six months.”
Remember, the ATS is not your enemy—it is a filter. If your resume is well-written and matches the job description, it will likely rank high. The key is to make it easy for the software to read and for the human to appreciate.
Frequently Asked Questions
Do I need a different resume for every job?
Yes, it is best to tailor your resume for each job description. ATS systems rank resumes based on keyword matches, so customizing your resume to include the specific terms from the job posting increases your chances of passing the filter. Even small changes, like reordering your skills to match the posting, can help.
Should I use a PDF or a Word document?
Most ATS systems can read both PDF and Word documents, but some older systems have trouble with PDFs. The safest choice is to follow the instructions in the job posting. If no format is specified, a .docx file is generally the most compatible. If you use a PDF, make sure it is text-based, not a scanned image.
Can I use a two-column resume?
It is risky. Many ATS systems parse two-column layouts incorrectly, reading the left column first and then the right, which can jumble your work history. If you want to use a two-column design, test it by copying the text from the PDF and pasting it into a plain text editor—if the order looks wrong, the ATS will read it wrong too.
How do I know if my resume is ATS-friendly?
You can test your resume by copying the text into a plain text file and checking that the order makes sense. Some online tools offer ATS resume checkers, but they vary in accuracy. The simplest test is to save your resume as a .txt file and see if all the information is present and in the right order.
What if the job description asks for a “resume” and a “CV”?
In the United States, a resume and a CV are different. A resume is a one-page summary of your experience, while a CV is a longer academic-style document. If the posting says “resume,” submit a standard resume. If it says “CV,” submit a more detailed document. If both are mentioned, submit the resume unless the posting specifies otherwise.
ATS Resume Template
| Section | Content |
|---|---|
| Contact Information | Name, Phone, Email, City, State |
| Professional Summary | 2-3 sentences highlighting your key skills and experience |
| Work Experience | Job Title, Company, Dates, Bullet points with achievements |
| Education | Degree, Major, University, Graduation Year |
| Skills | List of relevant skills, separated by commas |
| Certifications (optional) | Name of certification, Issuing Organization, Year |
Sample (fictional):
John Doe | johndoe@email.com | (555) 123-4567 | Austin, TX
Professional Summary: Results-driven project manager with 5 years of experience in Agile software development.
Work Experience: Project Manager, Tech Solutions Inc., 2020–2023. Led a team of 8 to deliver projects on time and under budget.
Education: B.S. in Computer Science, University of Texas, 2018.
Skills: Agile, Scrum, Jira, Team Leadership, Budget Management.