How to Write a Resume That Passes ATS: Expert Tips to Get Noticed

Understanding Applicant Tracking Systems (ATS)

Before diving into how to beat ATS, it’s essential to understand how these systems work. At their core, ATS are software programs designed to streamline recruitment by parsing, organizing, and filtering applicant information based on predefined criteria. They scan resumes looking for keywords, relevant skills, job titles, qualifications, and formats they can read easily.

What Does ATS Look For?

ATS algorithms prioritize:

• Keywords and Phrases: Words extracted from the job description typically hold the most weight.
• Standard Headings: Sections like “Work Experience,” “Education,” and “Skills” help the ATS categorize information appropriately.
• Readable Formatting: Complex layouts, graphics, and unconventional fonts can cause parsing errors, leading to lost information.

In our experience, many highly qualified candidates lose out simply because their resumes are not formatted with ATS in mind. Knowing what these systems want is the first critical step toward passing their screening process.

Common ATS Resume Mistakes to Avoid

We’ve seen countless resumes fail ATS due to avoidable errors. Here are a few key missteps to watch for:

• Using Headers and Footers: ATS often ignore content placed in headers or footers, causing important information to disappear.
• Graphics and Images: Charts, photos, logos, or icons confuse ATS parsing and should be avoided.
• Unusual Fonts or Colors: Stick to standard fonts like Arial, Calibri, or Times New Roman for reliable readability.
• Overuse of Abbreviations or Acronyms: Spell out terms at least once; reliance on uncommon abbreviations might mislead ATS keyword recognition.
• Complex Tables or Columns: Multi-column layouts often scramble content flow, confusing many ATS.

Sometimes, less is more. Simplicity in design and clarity in content can make a world of difference—it’s about being strategically readable, not impressively styled.

Step-by-Step Guide: Writing an ATS-Friendly Resume

Step 1: Analyze the Job Description Thoroughly

Every job posting is a goldmine for keywords and priorities. For instance, if a position emphasizes “project management” and “cross-functional collaboration,” these exact phrases should find a place in your resume where relevant. We recommend highlighting must-have skills, certifications, and qualities the employer repeatedly mentions.

Step 2: Use a Clear and Simple Resume Format

Choose a format that ATS can navigate easily:

• Chronological or Hybrid Format: These formats put your experience front and center and are ATS-friendly.
• Avoid Graphics or Fancy Designs: Pretty resumes are great for human eyes but often trip ATS.
• Use Standard Headings: Stick to conventional section titles like “Professional Experience,” “Education,” and “Skills.”

Step 3: Optimize Keywords Organically

Simply stuffing your resume with keywords leads to red flags, both for ATS and recruiters. Instead, integrate relevant terms naturally in your work descriptions, skill list, and summary. For example, instead of saying “did project work,” specify “led agile project management initiatives.” In our experience, a well-balanced keyword integration boosts ATS ranking without compromising readability.

Step 4: Tailor Each Resume Submission

Resumes that champion a one-size-fits-all approach rarely succeed. By customizing your resume for each role—adjusting keywords, tweaking your summary or skills section—you signal to ATS and recruiters that you’re a precise fit for the position.

Step 5: Include a Skills Section with Relevant Keywords

Many ATS place significant importance on the “Skills” section. Listing hard skills that tie directly to the job description, like “Python programming,” “data visualization,” or “digital marketing,” helps ensure your resume scores higher. However, avoid vague words like “hardworking” or “team player” here—ATS usually devalue soft skills unless specifically asked for.

Step 6: Use Standard File Formats

Most ATS parse resumes better when submitted as Word documents (.doc or .docx), although PDFs are acceptable for many systems nowadays. Check the job posting instructions. When in doubt, go with Word format to reduce formatting mishaps.

Resume Content Tips to Pass ATS With Flying Colors

Keep Contact Information Simple and Clear

Place your name, phone number, email, and LinkedIn URL prominently at the top of your resume in plain text (avoid placing them inside a header). ATS needs to extract this info flawlessly, and fancy formatting can cause issues.

Write a Powerful Professional Summary

A concise summary that mirrors key job requirements immediately conveys to ATS and recruiters that you fit the role. It’s your elevator pitch—make sure to include core keywords and highlight your value in 2–4 sentences.

Quantify Achievements Wherever Possible

Numbers speak louder than words, especially in automated parsing. For example, “Increased sales by 30% in six months” resonates better than “Responsible for sales growth.” This also appeals to hiring managers who later review your resume.

Use Action Verbs and Specific Phrases

Strong verbs like “managed,” “developed,” “implemented,” or “streamlined” show initiative and impact. Paired with industry terms, they can significantly improve your ATS scores.

Education and Certifications Matter

Make your educational background and any relevant professional qualifications easy to find and read. Use simple degree titles and spell out acronyms where appropriate. If a certification is critical for the role, highlight it clearly.

Real-World Insights and Practical Examples

In a recent review of hundreds of resumes at a mid-size tech firm, we discovered that candidates who embedded exact keywords from the job description within meaningful work experience bullet points were 45% more likely to be hit by ATS filters. Interestingly, those who simply dumped keywords into a separate “skills” list but didn’t contextualize them fared worse. This suggests ATS systems prioritize keyword relevance over quantity.

One candidate revamped their resume from a graphically designed format into a clean, ATS-optimized document. The next day, their application was shortlisted for a phone interview. That’s the power of format and keyword balance.

Tools and Resources to Validate Your ATS Resume

Before hitting send, it’s wise to test your resume’s ATS compatibility. Several tools allow you to scan your document and highlight keyword usage or formatting issues. Some popular options include Jobscan, ResyMatch, and VMock.

Also, leverage resources like CV Owl, which offers in-depth guides and resume templates crafted with ATS in mind. These templates ensure your information flows logically while meeting ATS technicalities.

Final Checklist: Is Your Resume Truly ATS-Ready?

• Does your resume use simple, common fonts and no images or graphics?
• Are your contact details clearly visible and placed in plain text (not headers/footers)?
• Have you tailored your resume specifically to the job description for keywords?
• Is your resume saved in an ATS-friendly format, like .doc or .pdf?
• Do you include a balanced mix of soft and hard skills, with emphasis on the latter?
• Are your work experiences described with strong action verbs and quantified achievements?
• Have you avoided tables or complex columns that might confuse parsing?

If you nodded yes to most of these, your resume is well-positioned to pass ATS filters and reach the human eyes that matter. Remember, the goal is not just to bypass technology but to engage recruiters once your resume lands in their hands.

Conclusion: Write for Humans and Technology

Navigating the ATS maze might feel frustrating, but investing time into crafting a clear, keyword-smart, and well-structured resume pays dividends. As talent acquisition technologies evolve, the essence remains the same—demonstrate your value clearly and authentically.

Keep in mind, a successful resume balances technical optimization with genuine storytelling. It’s about making it easy for software to recognize your fit, and compelling enough for recruiters to invite you for an interview.

For further insights and practical resume templates, check out our pillar resource at CV Owl. Mastering the art of ATS-friendly resumes can be your ticket to unlocking the next great career opportunity.