How to Fully Optimize Your Resume for ATS (Applicant Tracking System)?
Contents
What Is an ATS—and Why Should I Care?
How Does an ATS Actually Work?
Why Do Some Resumes Never Make It to a Human?
What Does an ATS-Friendly Resume Look Like?
What Keywords Should I Include in My Resume?
Should I Customize My Resume for Every Job?
How Do I Format My Resume So the ATS Can Read It?
Can I Still Be Creative with My Resume?
Are Resume Builders and Templates ATS-Friendly?
How Can I Test If My Resume Passes the ATS?
Conclusion
How Does an ATS Actually Work?
Why Do Some Resumes Never Make It to a Human?
What Does an ATS-Friendly Resume Look Like?
What Keywords Should I Include in My Resume?
Should I Customize My Resume for Every Job?
How Do I Format My Resume So the ATS Can Read It?
Can I Still Be Creative with My Resume?
Are Resume Builders and Templates ATS-Friendly?
How Can I Test If My Resume Passes the ATS?
Conclusion
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Landing an interview in today’s highly competitive job market requires understanding how to optimize a resume for applicant tracking system (ATS) software. Employers use ATS software to filter and rank resumes by keywords, skills, and relevant experience. If you don’t optimize your resume for ATS, a hiring manager might never even see it, even if your qualifications are strong. Understanding the ATS resume meaning will enable you to boost your application’s visibility.
The best ATS resume optimization techniques include tailoring your resume to the job description and using relevant keywords and a resume format for applicant tracking systems. Whether you use resume templates, a resume builder, or create your own document, ATS optimization will dramatically increase your chances of success.
What Is an ATS—and Why Should I Care?
Many job seekers often wonder, "What is an ATS applicant tracking system?"—put simply, it’s a type of recruiting software that automates the hiring process. It allows employers to post job openings, collect applications, store applicant data, and screen resumes for potential matches with the job description.
You should care about an ATS because if your resume isn’t ATS optimized, it might not make it through the system’s screening and could be rejected before anyone even sees it.
ATS software scans resumes for keywords, skills, experience, and qualifications that align with the job requirements. It’s crucial to understand how an ATS functions so you can create an ATS-friendly resume and increase your chances of moving forward in the hiring process.
Advanced ATS tools equipped with AI and machine learning can even predict candidate success by matching resumes to ideal candidate profiles. To ensure your qualifications are accurately recognized and ranked appropriately, optimizing your resume for these tracking systems will make your application more competitive.
How Does an ATS Actually Work?
An ATS automates and organizes many steps of the hiring process so recruiters can efficiently manage a large number of applications. The ATS records key details from job postings like job title, required skills, and experience.
When you submit your resume—whether in PDF or DOCX format—the ATS extracts and standardizes information like your contact details, work experience, education, and keywords into a searchable format within the system’s database.
Next, the ATS filters resumes by comparing all extracted keywords and skills to the recruiter’s job criteria. It then ranks candidates by how closely their resumes align with the job requirements so that recruiters can quickly identify the most qualified applicants before even reviewing any of the submissions.
An ATS also has a candidate tracking function that allows recruiters to monitor the status of applicants from submission to interviews and final decisions. This can benefit applicants because even if you're not selected for a particular role, your resume could be saved for future job openings that align with your qualifications.
In summary, ATS tools streamline the hiring process through keyword matching, data parsing, resume ranking, and pipeline management. Once you understand how ATS systems work, you can create an ATS-friendly resume that ensures the system accurately reads and ranks your application, increasing your chances of being noticed by hiring managers.
Why Do Some Resumes Never Make It to a Human?
Because the ATS automatically screens out applications that fail to meet specific criteria, many resumes never even get seen by a hiring manager. One of the biggest reasons resumes get rejected by ATS software is improper formatting. Fancy designs, unusual fonts, or complex layouts can confuse the ATS and prevent it from interpreting your information correctly.
Another common error by applicants is not including relevant keywords. If you don’t include critical skills, qualifications, or specific phrases, the ATS might flag your resume as irrelevant and filter it out.
It’s also crucial to choose the proper file format, since most ATS software functions best with standard .docx or plain text formats. File types like PDF or non-standard formats like Google Docs can hinder the ATS’s ability to accurately process your resume.
Some other factors that can lead to automatic rejections include improper abbreviations, missing essential sections like job locations or education, inconsistent section headers, or unexplained career gaps. Likewise, failing to follow application instructions or simply turning in overly lengthy resumes can reduce your chances of passing the ATS screening.
Ultimately, not optimizing your resume for ATS compatibility can keep it from reaching a human, regardless of your skills or experience. Using an ATS-friendly format, incorporating keywords from the job posting, and adhering to all application instructions will increase your chances of getting your resume in front of a hiring manager.
What Does an ATS-Friendly Resume Look Like?
An ATS-friendly resume is designed to be clean, simple, and easy for applicant tracking software to scan. Typically, this includes using a reverse-chronological format, which highlights your most recent work experience first. Keep the formatting simple, as complex layouts can confuse the ATS.
It’s also crucial to use standard section headings like “Professional Summary,” “Work Experience,” “Skills,” and “Education” so the ATS can quickly and accurately categorize your information. Bullet points in the “Work Experience” section help the ATS easily scan duties and accomplishments. Avoid tables, graphics, images, headers, footers, or text boxes, as these can interfere with ATS parsing.
It’s best to choose standard, easy-to-read fonts like Arial, Calibri, or Times New Roman in sizes 10-12 points without any unusual colors or symbols. This ensures your resume looks professional and is easy for both the ATS and humans to read.
Be sure to include relevant keywords from the job description throughout the resume, especially within your skills and experience sections. Start your bullet points with strong action verbs to help accentuate your accomplishments.
The .docx file type is generally safest to guarantee ATS compatibility. Using well-made ATS resume templates through platforms like Microsoft Word can be hugely helpful, as it will save you time in formatting and reduce the likelihood of errors.
What Keywords Should I Include in My Resume?
Including keywords found from the job description’s “requirements” and “responsibilities” sections in your resume is essential for ATS optimization. Since the ATS applicant tracking system scans your resume for exact matches to these terms, it’s important to make sure you include this specific language throughout your resume. There are four main categories of keywords:
- Skills-based keywords: Hard skills and core qualifications directly from the job description.
- Action verbs: Words that demonstrate how you achieved your accomplishments, such as “managed,” “developed,” or “led.”
- Industry-specific terminology: Terms and acronyms that demonstrate fluency in the field, like “SEO” for marketing or “Python” for IT roles.
- Soft skills: These highly transferable skills, like “communication,” “teamwork,” or “leadership,” emphasize how you interact and collaborate with others.
Tools like keyword scanners can help you identify which keywords to include by analyzing the job description and generating a list of terms. Be sure to include the job title and company name in the appropriate locations since the ATS often uses these to match candidates to specific positions.
Place keywords properly in resume sections like your summary, skills list, and bullet points within your work experience to ensure your resume is both ATS optimized and appealing to hiring managers.
Should I Customize My Resume for Every Job?
Since ATS software scans for the specific keywords and skills outlined in the job description, tailoring your resume to highlight those terms will significantly improve your chances of passing the ATS screening and having your resume seen by hiring managers. Ensure your resume sounds authentic by emphasizing the most relevant skills rather than just copying the job description word for word.
Using tools like resume builders or ATS resume templates can be helpful when customizing resumes, since this step can be time-consuming. These tools improve efficiency by suggesting keywords and phrases based on the job you’re targeting.
Ultimately, a well-tailored resume that highlights relevant experience in a natural and authentic way can improve your ranking within applicant tracking systems and increase your chances of landing an interview.
How Do I Format My Resume So the ATS Can Read It?
Formatting your resume to be ATS-friendly ensures your information is parsed and ranked properly. Choose a clean, simple layout without complex design elements and use standard section headings such as PROFESSIONAL SUMMARY, WORK EXPERIENCE, SKILLS, and EDUCATION in all caps to make it easier for the ATS to categorize your information. Keep your resume specific but concise, using bullet points to describe your achievements and responsibilities.
Many ATS systems struggle to read headers or footers correctly, so place your contact information in the main body of the document. Select easy-to-read and widely supported fonts like Arial, Calibri, or Times New Roman, sized between 10 and 12 points.
Generally, a .docx file or, in some cases, a well-formatted PDF, is the best format to use, but always check the job posting for specific instructions. Don’t use overly elaborate templates or special characters or symbols that might confuse the ATS. You can opt for trusted ATS resume templates or resume builders designed for ATS compliance to help build your resume in an optimized format.
Following these formatting guidelines will improve your chances of progressing in the hiring process by ensuring the applicant tracking system properly understands and ranks your resume.
Can I Still Be Creative with My Resume?
While you want to avoid overly complex designs, graphics, images, or unusual fonts that can confuse ATS software and cause it to misread or discard your information, you can still express creativity in an ATS-friendly resume. Craft compelling, well-structured bullet points that highlight your achievements through strong action verbs and quantifiable results to set yourself apart.
You can also choose a clean, modern resume template that’s visually appealing while staying compliant with ATS formatting rules. These templates can help guide you on where it’s ok to use color (such as section headers) to appeal to human readers once your resume gets past the ATS stage.
Are Resume Builders and Templates ATS-Friendly?
Many modern resume builders and templates are specifically designed to be ATS-friendly, using clean, simple formatting and structured layouts to ensure your information is correctly parsed by ATS software.
You can take advantage of these templates to save time and reduce the risk of your resume being rejected due to formatting errors.
These templates often include ATS-friendly section headings like “Work Experience,” “Skills,” and “Education,” encourage fonts like Arial or Calibri, and avoid complex elements like tables or images. Many resume builders, such as Jobscan and Teal, help you customize your resume with keywords directly from the job description to help pass the ATS screening.
How Can I Test If My Resume Passes the ATS?
You can test whether your resume is ATS optimized before submitting a job application using online tools called ATS resume checkers or graders. These tools evaluate your resume’s compatibility with applicant tracking systems by scanning your document to determine if the ATS software can accurately parse your information, including key skills and keywords, work experience, and education.
These resume checkers allow you to upload your resume and indicate whether the ATS can accurately interpret your resume and which keywords or skills it highlights. Some tools can even identify formatting issues like tables, images, or unsupported file types that can cause errors.
You can also copy and paste your resume’s text into a plain text editor to see how much formatting is lost or becomes disorganized. This can indicate that the ATS might have difficulty processing your information accurately.
Some ATS resume checkers can even provide personalized recommendations to enhance your resume format for applicant tracking system compatibility. By regularly testing your resume, you can stay competitive in the face of automated tracking systems and increase your chances of reaching a hiring manager.
Conclusion
The key to passing applicant tracking systems and reaching hiring managers to land interviews requires an ATS-optimized resume with relevant keywords, clean formatting, and tailored content for each job. Use proper ATS-friendly resume templates and test your resume’s compatibility through ATS resume checkers.
If you still feel uncertain about optimizing your resume or other application materials, consider working with a professional resume writing service like YES, which specializes in creating ATS-friendly documents.
You can also explore our blogs and watch videos on the YES Channel to gain valuable insight into the job search and application process and refine your strategy.
Frequently Asked Questions
What does ATS mean in a resume?
ATS stands for Applicant Tracking System, which is a software that automatically reads and ranks your resume based on keywords, clear formatting, and content that matches the job description. Always tailor your application materials to pass this initial screening and reach hiring managers.
How do I know if my resume is ATS-compliant?
You can use ATS resume checker tools available online to scan your resume to determine whether the ATS will be able to parse your information correctly and identify necessary keywords.
A compliant resume typically uses standard section headings and common file types like .docx and is free of tables, images, and complex formatting.
Can I submit a PDF resume to an ATS?
While many ATS software programs can read PDF files if they are properly formatted, not all ATS handle PDFs well, especially if they contain non-standard fonts or graphics. Because of this, your safest approach is to use the .docx format unless the job posting explicitly requests PDF.
If you must use a PDF, make sure your document is text-based and not an image to avoid parsing problems.
How many keywords should be in an ATS resume?
While there is no fixed number of keywords typically required, the best practice is to focus on the most relevant keywords rather than overloading your resume in a way that sounds unnatural and triggers ATS flags for keyword stuffing. Choose the most appropriate words from the job description and balance technical skills with soft skills, including industry-specific terms and action verbs.
Do ATS systems reject resumes with graphics or columns?
Since most ATS systems have difficulty processing resumes that include graphics, images, tables, or columns, stick to simple layouts. To make your resume ATS-friendly, use a clean, text-based format with standard section headings to enhance compatibility with ATS systems.
About the Authors
Katherine Metres Akbar is the founder and president of YES Career Coaching & Resume Writing Services, one of Washington metro’s two top-rated career success companies. She and her team have helped over 5,000 people and organizations perfect their resumes, master networking, get interviews, receive offers for dream jobs, resettle employees through outplacement, and optimize their teams. Katherine is the world’s only Interview AikidoTM coach, a Certified Talent Optimization Consultant, Certified Professional Career Coach, and a Certified Professional Interview Coach. An award-winning writer, she previously served as a U.S. diplomat and executive director of a civil rights non-profit. She holds a Bachelor of Arts from the University of Michigan—Ann Arbor and a Master of International Affairs from Columbia University.
Michael Akbar is the co-owner and vice president of YES Career Coaching & Resume Writing Services. He is a Certified Professional Career Coach, Certified Federal Career Coach, Certified Business Advisor, and Certified Talent Optimization Consultant helping leaders build their dream teams. Michael leverages his business development background to help coachees get their dream job, often on the hidden job market. Michael has spent 15 years as an entrepreneur coaching business owners to break through their barriers to success. After talking his way into two jobs in order to get a work visa, Michael was inspired to create Interview AikidoTM to help people get jobs, even when they are underqualified. He holds a Bachelor of Science from McGill University and a Master of Science from the City University of London.
The home team is completed by Farah Akbar, a joyful, stubborn, and—some say—adorable terrier/pitbull mix the Akbars adopted from the shelter after a traumatic early life.
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