How to Build a Resume That Gets Past ATS Systems

What Is an ATS and Why Does It Matter?

An Applicant Tracking System (ATS) is software that employers use to collect, sort, scan, and rank job applications. When you submit a resume online, it almost certainly goes through an ATS before any human reads it. According to Jobscan’s 2025 recruiting technology report, 97.4% of Fortune 500 companies and approximately 75% of all employers use some form of ATS.

Popular ATS platforms include Greenhouse, Lever, Workday, iCIMS, Taleo (Oracle), and BambooHR. Each handles resume parsing slightly differently, but they all share the same core function: extracting structured data from unstructured resume documents.

How ATS Parsing Works

When you upload your resume, the ATS:

1. Extracts text from your document (PDF, DOCX, or plain text)
2. Identifies sections by looking for standard headings (Work Experience, Education, Skills)
3. Parses details like job titles, company names, dates, and contact information into structured fields
4. Matches keywords from your resume against the job description’s requirements
5. Ranks candidates based on keyword match, experience level, and other criteria

If the ATS cannot parse your resume correctly, your qualifications literally do not exist in the system. A beautifully designed resume that confuses the parser is worse than a plain-text resume that parses perfectly.

Formatting Rules for ATS Compatibility

The number-one reason resumes fail ATS screening is not a lack of qualifications — it is formatting that breaks the parser. According to a 2025 study by TopResume, 43% of resumes have formatting issues that cause parsing errors. Here are the rules:

Use Standard Section Headings

ATS systems look for conventional headings to identify resume sections. Stick to these:

Avoid Tables, Columns, and Text Boxes

Multi-column layouts and tables are the most common ATS-breaking formatting choices. When an ATS encounters a two-column layout, it often reads across both columns simultaneously, jumbling your work experience with your skills section. Text boxes are frequently ignored entirely.

Rule of thumb: if you copy and paste your resume into a plain text editor (like Notepad) and the content reads in the correct order, the ATS will parse it correctly.

Use a Simple, Clean Layout

• Font: Use standard fonts (Arial, Calibri, Times New Roman, Garamond). ATS can read any system font, but unconventional fonts may display incorrectly if the recruiter opens the file.
• Font size: 10–12pt for body text, 14–16pt for headings.
• Margins: 0.5–1 inch on all sides.
• Bullet points: Use standard round bullets. Avoid custom symbols, checkmarks, or icons.
• Headers and footers: Do not put critical information (name, phone, email) in the header or footer — many ATS systems skip these areas entirely.

No Images, Graphics, or Icons

ATS cannot read text embedded in images. This includes:

• Headshot photos (also not recommended in the U.S. for legal reasons)
• Skill bar charts or infographics
• Company logos
• Icons next to contact information (phone icon, email icon)

Keyword Optimization: The Core of ATS Matching

Keywords are the single most important factor in ATS ranking. A 2025 study by Ladders found that resumes with 60%+ keyword match to the job description were 3x more likely to be shortlisted by recruiters who used ATS filtering.

How to Identify the Right Keywords

1. Read the job description carefully. Highlight every skill, tool, certification, and qualification mentioned.
2. Note repeated terms. If “project management” appears three times, it is a high-priority keyword.
3. Include both the acronym and full term. Write “Search Engine Optimization (SEO)” so the ATS matches either form.
4. Check similar job postings. If three out of five similar postings mention “Agile methodology,” include it even if one posting does not.

Where to Place Keywords

• Summary/Profile section: Include your top 3–5 keywords naturally in a 2–3 sentence professional summary.
• Skills section: List hard skills (tools, technologies, certifications) as a dedicated section.
• Work experience bullets: Weave keywords into your accomplishment statements.
• Job titles: If your actual title was ambiguous, consider adding a parenthetical clarification (e.g., “Growth Lead (Digital Marketing Manager)”).

Avoid Keyword Stuffing

ATS is getting smarter. Modern systems and the recruiters reviewing ATS output can detect keyword stuffing — repeating terms unnaturally or hiding white text. This will get your resume flagged or discarded. Every keyword should appear in a natural, contextually relevant sentence.

File Format: PDF vs. DOCX

The file format debate has a clear winner for ATS:

Best practice: Submit as DOCX unless the job posting specifically requests PDF. If you are applying through LinkedIn Easy Apply or a modern ATS like Greenhouse, PDF works fine. When in doubt, DOCX is the safest choice because every ATS on the market can parse it accurately.

Common ATS Mistakes That Kill Applications

1. Using a “Creative” Resume Template

Templates from Canva, Behance, or design marketplaces often use multi-column layouts, text boxes, and image overlays. They look great as PDFs but parse terribly. According to a 2025 survey by Resume Genius, 1 in 4 job seekers use a creative template, and those templates have a 35% higher ATS rejection rate than standard single-column layouts.

2. Omitting Dates From Work Experience

ATS systems use employment dates to calculate years of experience. If you omit dates, the system may rank you as having zero experience for experience-level filters. Always include month and year (e.g., “March 2022 – Present”).

3. Using Acronyms Without Spelling Them Out

If the job description says “Customer Relationship Management” and your resume only says “CRM,” some ATS systems will not make the connection. Always include both forms on first use.

4. Submitting One Generic Resume for Every Job

This is the biggest strategic mistake. Each job description uses different keywords and priorities. A Jobscan analysis of 1 million resumes found that tailored resumes had an average ATS match rate of 72%, compared to 47% for generic resumes. That 25-percentage-point gap is the difference between getting an interview and getting filtered out.

5. Putting Contact Info in the Header

Many ATS systems cannot read document headers or footers. Put your name, phone number, email, and LinkedIn URL in the main body of the document, at the very top.

How to Test Your Resume

Before submitting your resume, run these checks:

The Plain Text Test

Copy your entire resume and paste it into a plain text editor. If the content reads in the correct order with no jumbled sections, your formatting is ATS-safe.

The ATS Scanner Test

Use an ATS resume scanner to check your keyword match rate against a specific job description. Aim for 70%+ keyword match. Our AI Resume Scorer analyzes your resume against ATS best practices and provides actionable feedback.

The Five-Second Recruiter Test

After your resume passes ATS, a recruiter will glance at it for approximately 6–7 seconds (according to a 2018 eye-tracking study by Ladders). Make sure your name, current role, and key skills are immediately visible at the top of the page.

ATS-Optimized Resume Checklist

Use this checklist before every application:

• Single-column layout (no tables, text boxes, or multi-column designs)
• Standard section headings (Work Experience, Education, Skills, Summary)
• Contact info in the document body, not the header/footer
• Standard fonts (Arial, Calibri, Times New Roman) at 10–12pt
• Standard bullet points (round dots, no icons)
• No images, graphics, charts, or logos
• Keywords from the job description included naturally
• Both acronyms and full terms spelled out (e.g., “SEO” and “Search Engine Optimization”)
• Employment dates in month/year format
• File saved as .docx (or .pdf if specifically requested)
• Plain text test passes (copy/paste reads correctly)
• 70%+ keyword match with target job description

Frequently Asked Questions