How to Write a Resume That Gets Past ATS & Recruiters: Insider Tips

Understanding the ATS: What It Is and Why It Matters

Before diving into resume writing tactics, it’s vital to understand what Applicant Tracking Systems actually do. ATS software scans resumes submitted via job portals, parsing details such as work history, skills, education, and keywords to determine whether candidates meet the job requirements. Resumes that don’t score well are often never reviewed by a human.

Common ATS Filtering Criteria

• Keyword Matching: The system looks for role-specific keywords and phrases based on the job description.
• Resume Formatting: Complex formatting, images, or unusual fonts can confuse the parser.
• Sections and Headings: Clear section headers help ATS identify relevant information easily.

Understanding these helps explain why many candidates never hear back even if they seem qualified on paper: their resumes failed to “read” correctly by the software.

How Recruiters Review Resumes Beyond the ATS

Once a resume passes the ATS gatekeeper, it lands on a recruiter’s desk — and here, a whole different set of criteria come into play. Recruiters often skim dozens or hundreds of resumes daily, so your resume must grab attention quickly and communicate your value clearly.

Key Recruiter Preferences

• Clarity and Readability: Clean layouts with logical flow help recruiters scan key info fast.
• Relevant Experience: Highlighting achievements and skills tailored to the role is crucial.
• Conciseness: Avoid lengthy paragraphs; bullet points with impact-driven statements work best.
• Proof of Results: Quantifiable achievements stand out more than vague duties.

Keep in mind: recruiters want to see how you make an impact. They don't just want to know what you did—they want to understand the result and potential benefit for their company.

Tip #1: Use a Simple, ATS-Friendly Resume Format

Complex designs, tables, images, and unusual fonts often break ATS parsing. When we advise candidates, we strongly recommend sticking with formats that are both scanner-friendly and recruiter-friendly.

What to Use

• Standard fonts like Arial, Calibri, or Times New Roman.
• Simple layouts using bullet points and consistent headings (e.g., Work Experience, Education, Skills).
• Left-aligned text; avoid centered or justified text blocks.
• Save your resume as a .doc or .docx file unless the job specifies PDF and you’re confident it's ATS-compatible.

Although visually creative resumes can be tempting, save those for industries like design where ATS isn’t often the gatekeeper. For most roles, simplicity wins.

Tip #2: Leverage Keywords Without Overdoing It

Keyword optimization is essential, but there’s a fine line between using keywords strategically and keyword stuffing. ATS algorithms look for natural inclusion of terms, but if overused or shoehorned awkwardly, your resume can read poorly to human eyes.

How to Identify Right Keywords

• Review multiple job descriptions similar to the role to find recurring skills, tools, and responsibilities.
• Use exact phrases where possible, especially for technical or niche terms (e.g., "project management," "JavaScript," "CRM software").
• Incorporate both hard and soft skills but prioritize those emphasized in the listing.

In practice, that means weaving keywords seamlessly into your professional summary, skills section, and work experience achievements. For instance, instead of a laundry list of terms, try this:

Managed cross-functional teams to deliver software projects using Agile methodology within tight deadlines.

This demonstrates your skills and uses keywords naturally.

Tip #3: Format Your Sections with Clear, Standard Headings

Label your sections with typical headings so the ATS software recognizes them easily:

• Professional Summary or Objective
• Work Experience
• Education
• Skills
• Certifications (if applicable)

We’ve seen resumes falter when candidates use creative or inconsistent section headers like “My Journey” instead of “Work History.” It’s a small detail, but it impacts how your info is categorized and ranked.

Tip #4: Focus on Achievements, Not Just Duties

Rather than describing your job responsibilities, concentrate on accomplishments that illustrate your impact. Recruiters want to see what results you delivered, ideally with numbers and specifics.

Examples That Work

• ✔ Increased sales revenue by 25% over 12 months through targeted client engagement strategies.
• ✔ Led a team of 8 software developers to successfully launch a new app, achieving 50,000 downloads in the first quarter.
• ✔ Streamlined customer support workflows, reducing average resolution time by 35%.

This approach not only reads better but also helps your resume’s keywords shine in the context ATS scans for.

Tip #5: Keep It Concise and Skimmable

Time is limited. Recruiters often spend just 6 to 7 seconds initially scanning a resume, so make every word count.

Practical Tips:

• Use bullet points, not large blocks of text.
• Limit your resume to two pages max, unless you’re applying for very senior or specialized roles.
• Summarize earlier roles briefly if they’re not highly relevant to the current application.
• Place most important info (key skills, relevant achievements) near the top.

When in doubt, ask yourself: Does this help the recruiter quickly understand why I’m the right fit? If not, trim it out.

Tip #6: Avoid Graphics, Images, and Fancy Elements

We’ve seen clients lose ATS compatibility by trying to “stand out” with logos, photos, charts, or icons embedded in their resumes. These elements are rarely interpreted correctly by ATS and will often cause your resume to be rejected outright.

Keep your resume a straightforward, text-based document. If you want to showcase visual creativity, consider linking to an online portfolio or personal website instead.

Tip #7: Use Action Verbs and Quantify Wherever Possible

Opening your bullet points with strong action verbs grabs attention. Words like "Led," "Implemented," "Designed," and "Achieved" demonstrate initiative and ownership. Quantifying your results wherever possible also makes your claims credible.

Try not to write generic phrases like “Responsible for managing projects” without context. Instead, write:

Spearheaded project management for 3 simultaneous marketing campaigns, delivering all on time and under budget.

Tip #8: Tailor Your Resume for Each Job Application

One size does not fit all in resume writing. In our experience, tailoring your resume per each job opening can boost ATS hits and recruiter interest dramatically. It doesn’t mean rewriting your entire resume, but adjusting keywords, examples, and your professional summary to align with the specific job description.

This also shows recruiters you’re engaged and have done the homework — a big plus in competitive markets.

Tip #9: Don’t Neglect Contact Information and Online Profiles

Make your contact details clear and easy to find. Typically, candidates put this in the header with their full name, phone number, professional email, and optionally LinkedIn URL. Avoid confusing formats — recruiters want to reach you quickly.

Including your LinkedIn profile or a link to a professional portfolio not only helps recruiters verify your background but also adds credibility — especially if your online presence is well-maintained.

Tip #10: Proofread and Test Your Resume Through ATS Checkers

Typos, formatting errors, or inconsistent tense usage can hurt both ATS parsing and recruiter perception. Always run a thorough spell check and ask a trusted peer or mentor to review your resume.

Additionally, use available online ATS simulators to see how your resume fares before submitting. They can help identify problematic formatting, missing keywords, or structural issues that could block your chances.

While no ATS test guarantees success, they are valuable tools to refine your resume further.

Additional Resources

For a deeper dive on CV and resume best practices, be sure to explore our detailed pillar resource on CV writing best practices. It complements this guide with tailored insights across industries and career levels.

Conclusion: Crafting a Resume That Speaks Both ATS & Recruiter Language

Writing a resume that successfully navigates ATS software and impresses human recruiters is more art than science. It requires a clear understanding of how ATS parses documents combined with a recruiter’s need for engaging, relevant, and concise information.

By adopting simple, structured formatting; integrating keywords naturally; showcasing measurable achievements; and tailoring your content to the job, you put yourself in the best position to stand out amid a pile of applications.

Remember, your resume is not just a historical record of your work—it's a marketing document designed to open doors. Paying attention to both ATS algorithms and recruiter expectations shows that you understand the hiring process and respect the reader’s time — qualities every employer values.

Take these insights and start refining your resume today. Small changes can yield big results in your job search journey.