What Is an ATS Resume? How to Write a Resume That Passes ATS

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Table of contents

What Is an Applicant Tracking System Resume?
How to Write an ATS Resume in 8 Steps
5 ATS-Friendly Resume Templates
ATS Resume FAQ

Applicant tracking systems (ATS) have become a staple of the hiring process, which means that to land the job you want, you need a resume that's made to impress the ATS. Your resume needs to be built for both human recruiters and AI systems—but what does it mean to make an ATS-friendly resume?

This guide will show you:

What an ATS resume is
How an ATS scans resumes
How to write a resume that beats an ATS
ATS-friendly resume templates

Want to make sure your resume is ATS-friendly? Try Resume Now's ATS Resume Checker to analyze your current resume's ATS performance. Or, use our AI Resume Builder to make an ATS resume quickly. Upload your resume or start a new one, choose a customizable template, and fill it out with generated suggestions tailored to your needs.

What Is an Applicant Tracking System Resume?

An ATS resume is any resume that is optimized for applicant tracking systems, or ATS.

ATS software is used during the hiring process to automatically sort and rank job applicants. Most ATS scan resumes for specific qualifications and keywords to find the most qualified candidates for the role. This saves the employer time, but it can result in unoptimized resumes being filtered out.

Recent data from Select Software Reviews indicates that:

99% of Fortune 500 companies use applicant tracking systems (ATS) on a regular basis.
70% of large companies currently rely on an ATS as part of their hiring process.
20% of small and mid-sized businesses use an ATS to manage and evaluate job applications.
75% of recruiters use an ATS or another technology-driven recruiting tool to review applicants and improve the overall candidate experience.
94% of recruiters agree that their ATS has had a positive impact on their organization's hiring processes.

If your resume is not formatted correctly or if you use unfamiliar language, an ATS might remove you from consideration even if you are extremely qualified.

So, how do you avoid this and make an ATS resume? First, you need to understand how they work.

How Does an Applicant Tracking System Work?

An ATS can't read your resume the way a human would. Instead, it scans resumes for keywords often listed in the job description and matches them to its list of prerequisite skills and metrics desired by the employer.

For example, your resume profile might read:

"Detail-oriented marketing professional with over 5 years of advertising agency experience in end-to-end campaign management. Led a team of media buyers and media planners to implement cross-channel digital marketing campaigns."

While a human could pick up on the subtle nuances and context clues, an ATS is trained to scan and pick out keywords. Here's what the ATS would likely see:

Detail-oriented
Over five years of experience
Advertising agency
Led a team
Cross-channel digital marketing campaigns

The ATS will then cross-reference your qualifications with what the company is looking for and rank you against other candidates. If you pass a certain threshold, your resume is likely passed along to the relevant hiring manager to take a closer look. This threshold depends on the specific role, but there are ways of making a close estimate and optimizing your resume to meet ATS expectations.

How to Write an ATS Resume in 8 Steps

Before focusing on ways to impress recruiters, you must write a resume that can be read by an ATS; otherwise, it might never be seen by the hiring manager.

Follow these eight steps to ensure your resume makes it past this initial scan.

If you'd like to see what an ATS-friendly resume looks like, check out our resume examples library.

1. Pick the Right Layout

Many qualified applicants are rejected because the ATS software can't read their resumes.

Picking a resume template with a simple layout using a logical hierarchy that aligns with reading patterns can be the difference between getting the call for an interview and having your resume discarded before it's even seen.

An ATS-friendly resume template uses a clean, single-column layout with clearly labeled section headings and consistent formatting throughout. Content should flow top to bottom without relying on text boxes, tables, columns, or graphic elements that can disrupt how an ATS parses information.

Here are two particular problem areas in resume layouts:

Headers and footers: While humans can easily contextualize information in these resume areas, some applicant tracking systems cannot identify vital details commonly stored here, like contact information. It's best to avoid placing vital information in a designated header or footer.
Columns: Some applicant tracking systems will read columns left to right instead of column by column, meaning that your neatly arranged columns will become jumbled and indiscernible to the ATS. Stick to a simple layout to ensure your info isn't scrambled by incorrect formatting.

2. Use an Easy-To-Read Font

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ATS scans your resume best when you use a clear, easy-to-read font like Times New Roman, Helvetica, Calibri, Arial, Tahoma, or Garamond.

You should also consider font size. While some people use the smallest size possible to fit more information, it's best to stick to the standard 10- to 12-point font on your resume. Your section headings should be a few points larger than your resume text.

3. Use Standard Formatting

While intricate resume designs may look interesting to the human eye, some ATS may be unable to read them. Here's where you can use resume formats to your advantage.

When creating an ATS-compatible resume, it's best to avoid fancy formatting like:

Tables: An ATS may not read the information in a table in the correct order.
Logos: The ATS won't pick up what the logo says, equating to wasted resume space.
Images: Many image files aren't compatible with ATS software.
Graphics: The ATS may not be able to interpret information in a graphic correctly.
Text boxes: The ATS may be confused by the information hierarchy of a text box.

Instead, try using formatting styles that won't confuse an ATS if the resume is converted to a plain-text file, such as:

Bold
Italics
Underline
Colors
Bullets

Many applicant tracking systems will convert your resume to a text-only file, meaning much of the fancy formatting you use will get lost. Using text-only modifications will ensure that the ATS doesn't miss out on valuable information in your resume.

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4. Use Clear, Concise Headings

Stick to conventional headings like "Work Experience," "Education," and "Certifications" to convey your message.

The top half of your resume is the most valuable space since it's what a hiring manager likely looks at first, so you should also list your headings in order of importance.

Start with an objective statement or professional summary. Then, your work experience should sit in this prime real estate if you've been out of school for a few years and have significant work experience.

On the other hand, if you're a student searching for an internship, it might be more prudent to put your education in the top spot to downplay a lack of work experience.

5. Tailor It With Appropriate Keywords

Now that your formatting choices are on point, it's time to ensure that your resume is ATS-friendly from a content perspective.

Tailoring your resume to each position is crucial to creating a bot-proof job application. One-size-fits-all resumes are a thing of the past, and these days, the best applicants take keywords from the job description and integrate them into their resumes to create a targeted resume designed to pass through ATS screening.

It's important to know how to incorporate these keywords correctly. While you could pull keywords from the job description and list them all under a skills section, some ATS automatically assign a mere six months of experience to any skill listed without an exact date.

Instead, incorporate your keywords throughout your work history and other relevant sections. Your resume should "show" rather than "tell" employers how you've put your most relevant skills to work.

6. Quantify Your Achievements

If tailoring your resume to include relevant keywords helps you stand out, quantifying it allows the ATS to better understand and potentially rank your resume.

By adding measurable work experience, particularly with accomplishments, you help your resume stand out with unique metrics that the ATS and the hiring manager can easily see.

Additionally, quantifying your job history helps underscore your value as an employee, which can help convince the hiring manager to interview you.

In your bulleted list under the job title, use the format of [action verb] + [specific responsibility] = [measurable result].

For example:

"Managed a 12-member sales team during a 6-month initiative that increased revenue by 57% YoY.''

The applicant tracking system will pick up on this data and present it to the hiring manager, who can then connect your skills to your impact.

7. Get the File Name Right

An easy way to customize your resume is to use a standard, customized file name. However, many job applicants make the mistake of sending in an unprofessional or untidy file name.

Your file name should follow a format like this:

Sarah-Smith-Resume.pdf
Sarah-Smith-Marketing-Coordinator.docx

Many people make the mistake of including dates or numbers in their resume, and while this may not seem like a big deal, a clean file name that uses your full name shows attention to detail and is less likely to get lost in the shuffle.

8. Use the Correct File Format

One of the most common misconceptions is that an ATS can't read PDF files. While there's nothing wrong with making your resume in a Word doc, applicant tracking systems have just as much difficulty reading a Word doc if you put your content in a header, table, or column as they would a PDF.

It's best practice to save your resume in multiple file formats so you can submit the one that is most appropriate for your situation or the one the employer specifically requested.

Be sure to convert your resume to a plain text file as well. To do this, copy your resume into a plain text document without formatting and check the results. You'll want to look for things like disorganized headings, scrambled words, or missing details from the original resume.

5 ATS-Friendly Resume Templates

Consider using an ATS-friendly resume template to help you pass the screening. By using such a template, you can save yourself a lot of worry about whether or not your resume will be compatible.

Check out the following ATS resume designs and try one that fits your style.

ATS Resume FAQ

Why do I need an ATS-friendly resume?

You need an ATS-friendly resume because most companies today use applicant tracking systems to manage the large number of applications they receive for each job posting. If your resume isn't formatted or written to be ATS-compatible, it could be rejected before it ever reaches a recruiter or hiring manager.

ATS software scans for specific criteria, and if your resume lacks these elements or includes features like complex formatting, the system might fail to process it correctly. This could result in your application being overlooked, even if you're highly qualified.

What is the best ATS-friendly resume format?

The best ATS-friendly resume is the chronological resume. Chronological formats put your job history at the forefront, and an ATS is designed to read work history. Not to mention that's where the bulk of your keywords should be.

But you can find ATS-friendly versions of other resume formats, like functional and combination resumes. Either of these formats is a good choice for a candidate who wants to emphasize skills over experience. The proper use of fonts and other formatting elements is more important than the placement of sections.

What should I avoid in my ATS resume?

You should avoid formatting choices that make your resume harder for ATS programs to read.

An ATS resume should avoid the following:

- Unusual fonts

- Graphics

- Tables

- Logos

- Images

- Text boxes

If you aren't sure whether your resume is ATS-friendly, try using a premade ATS-friendly resume template.

Is a two-page resume OK for ATS?

Two-page resumes are fine for applicant tracking systems. In fact, since two-page resumes can help you include more keywords, they can give you an advantage in getting picked up by an ATS.

Remember—only use a two-page resume if you have at least 8 to 10 years of professional experience. You don't want to stretch your career history thin when you add a second page.

Does ATS prefer Word or PDF?

ATS does not necessarily prefer Word or PDF. Both file formats work for most ATS scans. What matters more than file type is that your resume is properly formatted.

Always check which file format the employer prefers. Sometimes, they will list the format they prefer in the application portal.

Do ATS systems rank resumes?

Yes, many ATS systems rank resumes based on how well they match the job posting's requirements. This ranking is determined through algorithms that evaluate factors like the presence of relevant keywords, the amount of relevant work experience, and how well your qualifications align with the job description.

The system then assigns a score or ranking to your resume, often compared against other applicants. Higher-ranked resumes are more likely to be forwarded to recruiters or hiring managers for further review.

This ranking process is why tailoring your resume for each job application is crucial. By aligning your resume with the job description, you can improve your ranking and increase the likelihood that your resume is seen by a decision-maker.

How can I make my resume summary ATS-friendly?

To make an ATS-friendly resume summary, you will want to:

- Use keywords. Match skills and qualifications from the job description (e.g., "project management, "data analysis").

- Highlight hard skills. Focus on specific abilities like SEO, coding, or leadership.

- Quantify achievements. Include measurable results (e.g., "Increased sales by 20%").

- Keep it simple. Avoid jargon or creative language; use clear, professional terms.

- Write concisely. Limit your summary to three to four sentences.

- Avoid formatting issues. Place your summary in the main body of your resume.

- Tailor to the job. Customize your summary for each application to meet ATS criteria.

If you need help, use our

AI Resume Summary Generator

to come up with a profile that highlights your best qualifications for applicant tracking systems and hiring managers alike.

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Don is a Certified Professional Resume Writer (CPRW) with more than 10 years' experience creating digital content, including four years helping job seekers develop their careers. He holds an M.S. in Journalism from Northwestern University.