Over 98% of Fortune 500 companies use Applicant Tracking Systems (ATS) to screen resumes, so optimizing your resume is vital to getting noticed by both the ATS and recruiters. An ATS is a software tool that filters applications based on specific criteria, making it easier for recruiters to manage large volumes of candidates. However, if your resume isn’t formatted to pass ATS filters, it might be overlooked—even if you’re the ideal candidate.

Here’s a step-by-step guide to creating an ATS-friendly resume that increases your chances of getting past the filters and landing that interview.

Use Keywords

An ATS scans your resume for keywords that match the job description. To increase the chances of your resume being shortlisted, mirror the language used in the job posting. For example, If the job description emphasizes “project management,” use that exact phrase rather than synonyms like “program leadership.” Also, ensure the skills section of your resume includes keywords related to the job.

Choose a Compatible Format

ATS software often struggles with complex formatting. Use a simple, clean design that’s easy for the software to parse.

Stick to standard fonts like Arial, Times New Roman and Calibri. Avoid using page headers, footers and tables. This software struggles to parse text in these sections, which can lead to missing information. You can format section headings using H2 or H3 tags. Most importantly, save your resume as a .docx or .pdf. The job advert might specify the format to save your resume, so choose whatever format is specified.

Optimize Your Professional Experience

This section should demonstrate your experience and align with the job description. Bullet points make it easier for both the ATS and recruiters to scan your resume. Use numbers, percentages, or metrics to demonstrate impact. Also, get rid of unnecessary words.

Here’s an example of a not-so-good key experience.

“Executed 10 community outreach projects for seniors which rendered free medical and surgical services to about 5000 senior community members.” 

Here’s a better way to describe that experience:

“Implemented 10 community outreach projects, providing free medical and surgical services to approximately 5,000 seniors.”

I changed “Executed” to “Implemented,” which is a strong, action-oriented verb that conveys a sense of initiative. Removed unnecessary words (“which rendered”) for a more straightforward statement. Used “approximately” instead of “about” to sound more precise and professional.

Most importantly, focus on roles and accomplishments that align with the position. If you’re changing industries, highlight transferable skills rather than unrelated job duties.

Customize for Each Job Application

A one-size-fits-all resume is less likely to make it past the ATS. Tailor your resume for each role by incorporating keywords and highlighting experiences specific to the job. This doesn’t mean you need to rewrite your resume entirely, but minor adjustments can significantly improve your chances.

Use Clear Section Headings

ATS software categorizes information based on section headings, so use standard terms like “Work Experience,” “Education,” “Skills,” and “Certifications.” Avoid creative headers like “My Journey” or “My Skillset” as they may not be recognized by the ATS.

Suggested Headings:

Summary
Work Experience
Education
Skills
Certifications

Include a Skills Section

Incorporating a skills section helps you add job-specific keywords in a concentrated area, increasing your chances of passing ATS filters. List both soft and hard skills that align with the job posting. Group similar skills together for better readability.

For example: 

Skills

Technical: Microsoft Excel, Python, SQL, Tableau
Leadership: Team Management, Strategic Planning, Project Coordination
Communication: Public Speaking, Report Writing, Cross-Functional Collaboration

Avoid Graphics and Images

While visuals may make your resume look appealing, they can interfere with ATS functionality. Images, logos, and icons can confuse the system, as it cannot interpret visual elements. Stick to text-based content and avoid embedding your photo, logos, or other graphics.

Use a Simple Chronological or Hybrid Format

The chronological resume format is preferred by most ATS systems as it presents your most recent work experience first, which is usually what recruiters are interested in. A hybrid format, which combines a chronological and functional approach, can also work if it is straightforward and does not rely on non-standard formatting. Functional formats, which focus more on skills than experience, may be misinterpreted or deprioritized by the ATS.

Optimize Your Contact Information

Make sure your contact details are at the top of your resume, formatted in a way that is easy to read:

  • Include only essential information: name, phone number, email, and LinkedIn profile link if relevant.
  • Avoid unusual formatting, such as inserting symbols or using unusual separators like “ | ”. Instead, use “/” or “•” as more commonly recognized symbols.

Here’s an example of how to present your contact information: 

Your Name
Email: yourname@example.com
Phone: (123) 456-7890
LinkedIn: linkedin.com/in/yourname
City, State (optional)

Present each piece of information on a separate line.  Don’t use icons for email or phone. Stick with plain text for maximum ATS readability. If you include a LinkedIn or website URL, make sure the link is a simple text link (e.g., “linkedin.com/in/janedoe”) without any hyperlink formatting.

Leverage ATS Resume Tools

Various online tools can help you tailor your resume for ATS systems. Some popular options include:

  • Jobscan: Compares your resume to the job description and suggests keyword improvements.
  • Resume Worded: Analyzes your resume for ATS compatibility, readability, and keyword usage.
  • ResyMatch.io: Helps you match your resume against job descriptions, highlighting keywords you need to include.

If you don’t have access to these tools. You can also ask ChatGPT to help review your resume.
Here’s a prompt you can use:
Prompt: “Please review my resume and suggest changes to optimize it for ATS. Here’s my current resume: [insert resume text].”

You can also input a job description and ask for relevant keywords to include in your resume.

Prompt: “Here’s a job description for a [job title] position: [insert job description]. What keywords should I include in my resume to optimize it for ATS?”

In today’s competitive job market, understanding how to craft an ATS-friendly resume is important for job seekers. The Applicant Tracking System serves as the first line of defence for employers, filtering resumes based on specific criteria before they reach human eyes. Spending some time to make your resume ATS-friendly resume increases your chances of getting landing an interview. Good luck with your job search.

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