ATS-Friendly Resumes: How to create a resume that passes automated screening tools

Applicant Tracking Systems (ATS) have transformed how employers screen resumes, with many companies relying on these automated tools to shortlist candidates. Unfortunately, many qualified applicants are filtered out because their resumes aren’t optimized for ATS. Here’s a step-by-step guide on crafting a resume that not only passes ATS checks but stands out for the right reasons.

1. Use a Simple and Clean Format

Avoid complex formatting like columns, tables, and text boxes, as these elements can confuse ATS. Instead, stick to a single-column layout with clear section headers.
Use standard fonts such as Arial, Times New Roman, or Calibri, and keep font sizes between 10-12 points to ensure readability.
Ensure that your document is saved as a .docx or PDF, but check the job posting for format requirements, as some ATS are more compatible with one over the other.

2. Utilize Standard Section Headings

ATS is programmed to recognize familiar headings like “Work Experience,” “Skills,” “Education,” and “Certifications.” Avoid unconventional headings (e.g., “My Journey” for work experience) that may cause your resume to be overlooked.
Order sections logically, starting with contact information, a summary or objective (optional), followed by experience, skills, and education. Keep your most relevant information near the top.

3. Incorporate Relevant Keywords Strategically

Match keywords directly from the job description wherever applicable. If the job description emphasizes “data analysis” and “client management,” include these terms exactly as they appear.
Focus on hard skills (e.g., “Python,” “budgeting,” “content management”) over soft skills, as ATS usually prioritize the former.
Avoid keyword stuffing, which ATS may detect. Instead, naturally integrate relevant terms into your descriptions of past roles and achievements.

4. Optimize for Job Title Alignment

If your previous roles are relevant but use slightly different titles, it’s okay to adjust titles slightly to align with the job description, as long as it accurately reflects your experience. For example, if you were a “Content Specialist” but the job description is for “Content Marketing Specialist,” consider aligning the title to match.

5. Use a Professional Summary with Keywords

While optional, a professional summary at the top of your resume can help highlight key skills and experiences upfront. Keep this section concise, ideally one or two sentences, and include 2-3 keywords that mirror the job description.
For instance, “Experienced project manager with a proven track record in data-driven decision-making and cross-functional team leadership.”

6. Prioritize Bullet Points Over Paragraphs

ATS prefers resumes that are easy to scan, so use bullet points rather than paragraphs to describe your roles and accomplishments. This format not only makes it easier for the ATS but also allows hiring managers to quickly pick up on key information.
Aim for quantifiable achievements where possible, like “Increased sales by 25% in Q4 2023,” rather than “Responsible for driving sales.”

7. Focus on Skills Section Optimization

Include a dedicated “Skills” section to highlight your most relevant skills, mirroring the phrasing from the job description. This gives ATS a clear list of your capabilities and can be weighted more heavily by some systems.
Avoid vague terms like “familiar with” or “exposed to”; instead, use confident language, such as “proficient in” or “experienced with.”

8. Don’t Include Images or Graphics

ATS cannot parse images, icons, or graphics, so keep visuals out of your resume entirely. If you have a strong portfolio, include a link in your contact information instead of trying to embed visuals.
Avoid using any decorative borders, colors, or lines that may disrupt the ATS’s ability to read your resume.

9. Avoid Uncommon Abbreviations and Symbols

Spell out terms rather than using abbreviations. For example, write “Search Engine Optimization” instead of “SEO” if the job description spells it out. ATS may not recognize certain acronyms or symbols if they’re not explicitly referenced in the job description.
Similarly, avoid symbols like & (ampersand) and “+” unless they’re directly relevant to a job requirement, as some ATS systems struggle with non-alphanumeric characters.

10. Ensure Proper File Naming and Metadata

Save your resume with a professional file name like “FirstName_LastName_Resume.pdf.” Avoid using generic names like “Resume” or “CV.”
If possible, add metadata to your document by filling in the Title, Author, and Subject fields with relevant information. Some ATS systems can read metadata, so having this additional information aligned with the job title may help.

11. Test Your Resume for ATS Compatibility

Copy your resume into a plain text editor (e.g., Notepad) to see if it maintains its structure. If the formatting becomes jumbled, consider simplifying your resume further.
Some websites provide ATS resume scans that can give feedback on formatting, keyword usage, and other factors that affect ATS readability. Try using one of these tools to ensure your resume is ATS-optimized.

12. Regularly Update Your Resume for Each Job Application

Tailor your resume for each role you apply for, as different roles will emphasize different skills or experiences. Regular adjustments, even minor ones, can increase your chances of passing through the ATS.
Create a template version that’s easily customizable. Then, for each job application, modify keywords, skills, and sections to best fit the job description.

In Summary: Creating an ATS-friendly resume requires attention to formatting, keywords, and a clear alignment with the job description. By following these steps, you can ensure your resume makes it past automated screening tools, increasing the chances of it reaching a hiring manager and helping you land interviews for the roles that are the best fit for your skills and career aspirations.