Writing an ATS Resume [+Templates]

An applicant tracking system (ATS) is software used during the hiring process to sort and rank job applicants automatically. This software can screen applicants, check references and complete new hire paperwork.

Many large companies use an ATS to preliminarily vet applicants so hiring managers don’t have to spend all their time sorting through piles of resumes.

This isn’t always a bad thing — in fact, hiring managers make up their minds about a candidate by looking at their resume for an average of just 7.4 seconds, and companies that use ATS software can often afford more time than that to each resume that makes it past the initial screen.

But applicant tracking systems are far from perfect — 62% of companies admit that qualified candidates slip through the cracks with an ATS, and only 25% of resumes screened by an ATS are eventually seen by a real person.

Nonetheless, it’s clear that the ATS is here to stay, so how do you make an ATS resume? We’ll get to that in a second — first, we’ll tell you how the systems operate.

How does an ATS resume scanner work?

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

For example, your resume summary might read:

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
• 5+ 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.

So how can you create a resume that gets you past the applicant tracking system? Keep reading to learn how to target your resume to beat the bots.

You have to write a resume geared toward making it through the ATS resume checker — otherwise, it’ll never be seen by an employer.

How do you do it? Follow these seven steps to ensure your resume makes it past this initial scan.

P.S. If you need more guidance, check out our library of resume examples.

1. Pick the right layout

Did you know that up to 75% of qualified applicants have been rejected because the ATS software couldn’t read their resumes?

Picking a resume template with a simple layout, logical hierarchy and easy-to-read font can be the difference between getting the call for an interview and having your resume discarded before it’s even seen.

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 any that have information stored 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

Similar to the layout, applicant tracking systems can best scan your resume 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 12-point font on your resume.

For important text like your name or section headings, it’s good practice to size these headings no more than double your smallest font — keeping these titles in 24-point font or smaller is best.

It’s easy to underestimate the importance of fonts on your resume, but these days, you need to design your resume for both humans and bots. If it’s done right, hiring managers probably won’t even notice — but when it’s done wrong, your font choice can significantly detract from the quality of your application.

3. Use standard formatting

While beautifully designed resumes may be striking to the human eye, some applicant tracking systems 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.

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 summar. Then, if you’ve been out of school for a few years and have significant work experience, your work experience should sit in this prime real estate. However, 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. Incorporate the Right Keywords

Using the right keywords correctly might be your golden ticket to getting past the bots. Up to 75% of large companies automatically scan resumes for keywords to determine candidate relevancy. However, it’s important to know how to incorporate these keywords correctly. Keyword stuffing is a recent phenomenon when people try to stick too many keywords in a sentence. Even though it might look great to bots, it would likely sound unnatural and repetitive to a human reader.

To avoid keyword stuffing, it’s important to incorporate your keywords with context. While you could pull keywords from the job description and list them all under a “skills” section, some applicant tracking systems automatically assign a mere six months of experience to any skill listed without an exact date. Instead, incorporate your keywords into your work history or other relevant sections by following a “show, not tell” mindset.

Using context is especially important for showcasing soft skills. While you could list soft skills like collaboration, teamwork and attention to detail, showing them in your work history will provide much more value than mentioning them in a skills section.

6. Get the file name right

While it may be tempting to create a generic “one-size-fits-all” resume to save time, 18% of recruiters have said they will immediately discard a resume that isn’t customized to the job.

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-sounding file name. Take a look at the below examples:

• Sarah-Smith-January2021-Resume.pdf
• Sarah-Smith-Resume-7.pdf

Now compare the above resume file names to these:

• Sarah-Smith-Marketing-Coordinator.pdf (or .docx)
• Sarah-Smith-Marketing-Coordinator-Google.pdf

The second set of file names looks more put together and personalized. Many people make the mistake of including dates or numbers in their resume, and while this may not seem like a big deal, it might leave recruiters thinking that your so-called skill of “attention to detail” may not be as accurate as it sounds.

7. Use the Right File Type

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 it would a PDF.

It’s best practice to create multiple resume file types and submit whichever seems most prudent in your particular situation or whatever the employer specifically requests. For example, a PDF resume can be advantageous if you have extra formatting.

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.

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 are taking keywords from the job description and contextualizing them on their resumes to get past the ATS.

Some services will give you a free ATS resume scan, so that’s always an option.

To ensure your ATS resume template is guaranteed to pass the screening, you can choose a professionally designed template.

For example, our 20+ templates have been vetted by hiring managers for use in their applicant tracking systems, so you know you’re safe with any of the designs.