Resume screening software—applicant tracking systems, or ATS—is used by most mid-size and large companies to filter, rank, and sometimes parse applications before a human ever sees them. If your resume isn’t built with ATS in mind, you can be qualified and still get passed over. Here’s how to make sure your resume gets through and into the hands of recruiters and hiring managers.
Why ATS Exists (and Why It Matters for You)
Employers use ATS to manage high volume: they collect applications, store them, and often run simple rules (keyword match, required fields, experience level) to surface the most relevant candidates. The goal isn’t to reject you—it’s to narrow the pile so recruiters can focus on strong fits. When your resume is easy to parse and aligned with the job description, you’re more likely to land in that “review” pile. When it’s formatted in a way systems can’t read well, or it doesn’t speak the same language as the posting, you may never get a human look. Understanding that helps you see ATS not as a wall but as a first gate you can pass with the right structure and content.
Use a Simple, Scannable Layout
ATS work best with straightforward structure. Stick to clear, standard headings like Experience, Education, Skills, and Summary (or Profile). Avoid graphics, text boxes, headers and footers that embed text, or multiple columns that can cause the system to read content in the wrong order. Use a single column, consistent font, and normal bullet points. Tables are risky—some parsers handle them poorly. The same clarity that helps ATS also helps busy recruiters skim your resume quickly.
Match Keywords From the Job Description
ATS and recruiters often look for terms that appear in the job posting—job titles, tools, methodologies, and skills. Include those phrases in your resume, especially in your summary and bullet points, where they fit naturally. Don’t stuff: keyword stuffing can look odd and may backfire. Instead, use the employer’s language when it accurately describes what you’ve done. If the job asks for “stakeholder management” and you’ve led cross-functional projects, say so in those terms. Small shifts in wording can significantly improve how well you match.
Spell Out Acronyms Once
Abbreviations can be ambiguous for both systems and people. Use the full form first, then the acronym in parentheses—e.g. “Bachelor of Science (B.S.)” or “Key Performance Indicator (KPI).” That way, a recruiter or ATS searching for either form will find you. Do this for degrees, certifications, and technical or role-specific terms that might appear in the job description.
Save as PDF or DOCX
Submit in a common, widely supported format. PDF is fine for most systems and preserves your layout; DOCX is also widely accepted and sometimes parsed more reliably. Avoid images of text (e.g. a resume saved as a picture), unusual file types, or password-protected files. If the employer specifies a format, follow their instructions. When in doubt, a clean PDF is a safe default.
A Quick Format Checklist
Before you submit, run through this list:
- Headings: Standard section names, no images or graphics as headings.
- Font: One readable font, 10–12 pt for body text.
- Lists: Simple bullets or numbers; no symbols that might not parse.
- Contact info: Name, email, phone in a clear block (often at the top).
- Dates: Consistent format (e.g. “Jan 2020 – Mar 2023” or “2020–2023”).
- File: PDF or DOCX, single file, no password.
A resume that passes this checklist is in good shape for most ATS.
Example: What an ATS-Friendly Bullet Looks Like
A good bullet is specific, uses the employer’s language, and is easy for a system to parse. Compare:
Weak (vague, no keyword): “Helped the team with projects and improved things.”
Strong (ATS-friendly): “Led cross-functional project that reduced order-processing time by 25% using process automation and stakeholder alignment.”
The strong version includes a clear action verb, a result (25%), and terms like “cross-functional” and “stakeholder” that often appear in job postings. It’s one line, in a normal bullet format—no tables or graphics—so ATS can read it reliably. When you write or improve your resume, aim for this level of clarity and keyword relevance in every bullet.
How to Check If Your Resume Is ATS-Friendly
You don’t need special software to do a basic check:
- Copy your resume text into a plain document. Paste the content (without images) into Notepad or a blank doc. If the order looks wrong or chunks are missing, your layout (e.g. columns or text boxes) may be breaking the parse. ATS often read in a similar way.
- Compare with the job description. List 8–10 important terms from the posting (job title, tools, skills). Search your resume for each. If half are missing, add them where they fit honestly in your summary and bullets.
- Use “Find” for section headings. Search for “Experience,” “Education,” “Skills.” If you used non-standard names (e.g. “Where I’ve Worked” or graphics instead of text), ATS may not recognize sections. Standard headings fix that.
- Try a free ATS checker (optional). Some job boards and career sites offer “resume review” or “ATS check” tools that give a rough score or feedback. Use them as a sanity check, not gospel. The steps above already get you most of the way.
If you’re using a builder, choose one that outputs clean, standard structure and avoids complex layout. Building or improving your resume with an ATS-optimized tool from the start can reduce the guesswork.
Testing Your Resume (When Possible)
Some job boards and career sites offer “resume review” or “ATS check” tools that give a rough score or feedback. You can also try pasting your resume text into a simple document and checking whether key terms from a target job description appear in it. If you’re using a builder, choose one that outputs clean, standard structure and avoids complex layout.
Frequently Asked Questions
Do I have to use a single column? Single column is the safest for ATS. Two-column layouts can cause some systems to read content in the wrong order. If you use two columns, at least keep headings and key sections in a logical flow when read top to bottom.
Will ATS reject me if I use a PDF? Most modern ATS handle PDFs well. PDF is a common and acceptable choice. Avoid image-only PDFs (e.g. a scan or a resume saved as a picture); those are hard for systems to parse. When the employer specifies a format, follow their instructions.
How many keywords should I add? Enough to show a clear match—not so many that it sounds stuffed. Weave in the job description’s main terms (title, tools, skills, methodologies) in your summary and in 2–3 bullets per role where they’re accurate. Natural language beats a list of keywords.
Getting past ATS is mostly about clarity and alignment: clear structure, standard format, and language that matches the job. Once your resume passes that first gate, you can focus on making a strong impression with the person on the other side.
Use SupaResume to create and improve ATS-optimized resumes for free.
