Have you applied for jobs that match your experience but received few responses? Your resume may not be communicating your qualifications clearly enough to recruiters or the software they use to manage applications. Learning how to make resume ATS friendly can help you present your experience in a format that is easier to process and review.
An Applicant Tracking System (ATS) helps employers collect, organise, and search job applications. A well-structured resume uses readable formatting, familiar section headings, relevant keywords, and clear examples of your achievements. This guide explains how to make your resume ATS friendly, choose the right file format, match your skills to a job description, and check your document before submitting it.
Quick answer: How do you make a resume ATS friendly?
To make your resume ATS friendly, use a simple single-column layout, standard section headings, readable fonts, and text-based formatting. Include relevant skills and terminology from the job description where they accurately describe your experience. Keep contact details in the document body, use consistent dates, and submit a DOCX or text-based PDF according to the employer's instructions. Finally, check that your resume's text remains readable after saving or exporting it.
Key takeaways
- Use a clean layout with a logical reading order and standard headings.
- Tailor your resume to the requirements of each position.
- Include relevant keywords naturally in your skills and work experience.
- Choose the file format requested by the employer.
- Describe achievements with specific actions and measurable results where possible.
- Test the final file to check that its text, dates, and contact details remain readable.
Frequently asked questions
An ATS-friendly resume is a resume structured so that applicant tracking software can extract and organise its information accurately while remaining easy for recruiters to read. It is a regular resume designed with readability, relevant terminology, and straightforward formatting in mind. Employers use ATS platforms to manage applications, maintain candidate records, and support recruitment workflows. Depending on the system and employer configuration, software may extract employment history, education, contact information, and skills into searchable fields. For example, Greenhouse documents formatting problems that can affect resume parsing, including columns, graphics, text boxes, and contact information placed in certain document elements. Lever explains how its parser extracts resume details into candidate profiles. An ATS-friendly resume does not guarantee that an employer will select or interview you. Its purpose is to make your qualifications easier to extract, find, and evaluate.
How to make your resume ATS friendly
The most effective approach is to simplify the document first, then improve the relevance of its content. Follow these steps when creating a new resume or updating an existing one.
1. Choose a simple, single-column layout
A single-column resume provides a straightforward reading order. It reduces the risk of software interpreting information from separate columns in the wrong sequence.
Use a conventional structure with your contact details at the top, followed by your summary, skills, experience, and education. Add certifications or other relevant sections when they support the position.
Avoid unnecessary design elements such as:
- Multiple columns and complicated tables
- Floating text boxes
- Decorative icons and graphics
- Skill-rating bars and pie charts
- Images containing important resume information
A visually attractive resume can still work well, but clarity should take priority over decoration in the version you submit online.
2. Use standard resume section headings
Choose familiar headings that communicate the purpose of each section immediately. Creative labels may look distinctive but can make your information less straightforward to categorise.
| Recommended heading | What to include |
|---|---|
| Professional Summary | Relevant experience, expertise, and career strengths |
| Work Experience | Employers, job titles, dates, responsibilities, and achievements |
| Skills | Relevant technical and professional skills |
| Education | Degrees, qualifications, institutions, and dates |
| Certifications | Relevant professional certificates or licences |
| Projects | Selected projects demonstrating relevant abilities |
You do not need every section. Include the ones that fit your experience and the requirements of the job.
3. Select a readable font and consistent formatting
Use a conventional font such as Arial, Calibri, Helvetica, or Times New Roman. Keep font sizes readable and apply the same formatting rules throughout the document.
Use bold text for job titles and section headings. Keep bullet points simple, dates consistent, and spacing predictable.
Practical formatting recommendations:
- Use a font size around 10 to 12 points for body text.
- Make headings slightly larger than body text.
- Keep margins and spacing consistent.
- Use ordinary bullet points for achievements and responsibilities.
- Place contact details in the document body rather than relying on headers or text boxes.
- Avoid decorative letter spacing that separates individual characters.
These recommendations help make your resume easier for both software and people to read. Greenhouse specifically identifies certain complex layouts and separated lettering as potential parsing problems.
4. Save your resume in the correct file format
There is no single file format that is best for every employer and ATS platform. Both DOCX and PDF can be suitable when the receiving system supports them and the file contains readable text.
Follow the job advertisement's instructions first. If it requests Word format, submit a DOCX file. If it requests PDF, use a text-based PDF rather than a scanned image.
| File format | Advantages | What to check |
|---|---|---|
| DOCX | Editable and supported by many recruitment systems | Check that spacing and layout remain intact |
| Text-based PDF | Preserves the intended appearance across devices | Confirm that text can be selected and copied |
| Scanned PDF | May preserve the appearance of a printed document | Text extraction may fail without OCR |
| JPG or PNG | Useful for displaying a visual design | Not suitable as a substitute for a readable resume document |
Lever documents support for DOCX and PDF, among other formats, while Greenhouse lists several accepted candidate-upload formats. Their documentation illustrates why the employer's specific requirements matter.
5. Match your resume keywords to the job description
Relevant keywords help communicate the connection between your experience and the position. Start by reading the job advertisement and identifying the skills, tools, qualifications, and responsibilities it emphasises.
Create a short list of the most relevant terms, then incorporate them naturally into your resume where they accurately describe your background.
For example, if a marketing role requests Google Analytics, SEO, campaign reporting, and conversion optimisation, include those terms when you have the corresponding experience.
Avoid copying the entire job description into your resume. Repeating keywords without demonstrating the underlying skills can make your application less credible to a recruiter.
6. Write achievement-focused work experience
Do not limit your employment history to a list of routine duties. Explain what you did, how you did it, and what changed as a result.
A useful structure is:
Action verb + task or responsibility + method or scope + result
For example, instead of writing that you were responsible for social media, describe the campaigns you managed, the tools you used, or the measurable results you achieved.
Use numbers only when they reflect genuine results. If you cannot quantify an achievement, explain its scope, complexity, or contribution instead.
7. Include contact information in readable text
Place your name, professional email address, phone number, and relevant location information near the top of the resume. Add a LinkedIn profile or portfolio link when it supports your application.
Keep these details in the main document body rather than placing essential information in a header, footer, or floating text box. Some parsers may fail to extract details from those elements.
8. Tailor the resume to each application
Keep a master resume containing your full work history, qualifications, skills, and achievements. For each application, create a tailored version that prioritises the experience most relevant to the role.
You can adjust the professional summary, reorder relevant skills, and highlight different achievements without changing the underlying facts.
This makes your resume more specific to the employer's requirements while keeping your application accurate and consistent.
What is the best ATS resume format?
For many applicants, a reverse-chronological resume is a practical starting point because it presents recent experience first. A combination format can also work when relevant skills and achievements deserve prominence alongside a clear employment history.
The best choice depends on your experience, career history, and the position you want.
| Resume format | Best suited for | Main consideration |
|---|---|---|
| Reverse chronological | Applicants with a clear employment history | Emphasises recent roles and career progression |
| Combination | Experienced candidates or career changers with transferable skills | Balances skills with employment history |
| Functional | Applicants emphasising skills over job chronology | Can make employment history less clear if used poorly |
Whichever format you choose, make sure your employment dates, job titles, qualifications, and skills are easy to locate. Avoid hiding gaps or omitting relevant information simply to make the document appear more polished.
How to choose the right resume keywords
Start with the employer's exact terminology, then check whether each term accurately represents your experience. This is more useful than adding a generic list of popular resume keywords.
Follow this simple process:
- Read the job title and responsibilities carefully.
- Identify required skills, qualifications, software, and industry terms.
- Separate essential requirements from desirable ones.
- Match each relevant term to evidence in your work history or education.
- Use the terminology naturally in your summary, skills, and achievement bullets.
- Review the finished resume for repetition and unsupported claims.
Consider a job advertisement requesting project management, stakeholder communication, and budget tracking.
| Job requirement | Weak resume wording | More relevant wording |
|---|---|---|
| Project management | Helped with projects | Coordinated project schedules, tasks, and delivery milestones |
| Stakeholder communication | Good communication skills | Presented progress updates and coordinated requirements with stakeholders |
| Budget tracking | Worked with budgets | Monitored project expenditure and maintained budget records |
The improved examples demonstrate how to describe relevant experience more clearly. Use them only when they accurately reflect the work you have performed.
Remember that keyword matching is only one part of recruitment. Qualifications, screening questions, relevant experience, and the employer's selection criteria may also influence the outcome.
ATS-friendly resume examples
The following examples show how to improve resume content without relying on complicated formatting.
Example 1: Improve a work experience bullet
Before
Responsible for managing customer support and answering customer questions.
After
Resolved customer enquiries, documented recurring issues, and coordinated follow-ups to improve support consistency.
The revised bullet uses direct language and describes specific responsibilities. It does not invent a performance figure or claim an outcome that has not been established.
Example 2: Improve a professional summary
Before
Hardworking professional looking for a challenging position in a growing company.
After
Customer service professional with experience handling customer enquiries, maintaining accurate records, and coordinating issue resolution. Skilled in customer communication, documentation, and cross-team collaboration.
The improved summary identifies a professional field, describes relevant work, and includes useful skills. Adapt it to your own background and the target job.
Example 3: Organise the resume structure
A straightforward resume might follow this order:
- Full name and contact information
- Professional summary
- Relevant skills
- Work experience, newest role first
- Education and qualifications
- Certifications or relevant projects
This is a flexible structure, not a mandatory template. Place the most relevant information where it is easy to find, while preserving a clear employment history.
How to check if your resume is ATS friendly?
You can perform a basic resume readability test without relying entirely on a third-party ATS score.
Step 1: Check whether the text is selectable
Open the saved PDF and try selecting and copying its text. Paste the content into a plain-text editor.
If words, dates, or contact details disappear or appear in the wrong order, review the original document and export it again.
Step 2: Check the reading order
Read the copied text from beginning to end. Confirm that your name, work experience, dates, education, and skills remain grouped correctly.
Look for missing bullet points, merged job entries, or headings that have moved away from their sections.
Step 3: Compare the resume with the job description
Check whether the most important requirements are represented accurately. Focus on the skills and experience that matter to the role rather than chasing an arbitrary keyword count.
Step 4: Review the uploaded application
If the application form automatically fills in your employment history or contact details, compare those fields with the original resume. Correct any errors before submitting the application when the form permits it.
Step 5: Use an ATS resume checker carefully
A resume checker can help identify missing keywords, readability problems, or formatting concerns. However, its score does not necessarily reproduce the employer's actual ATS configuration, screening questions, or hiring criteria.
Use automated tools as a diagnostic aid, not a guarantee of selection.
How does an ATS process a resume?
A simplified view of the process is:
- 1
Resume submitted
The applicant uploads a document.
- 2
Information extracted
The system attempts to identify contact details, skills, education, and experience.
- 3
Candidate record organised
Extracted information can be stored and searched.
- 4
Employer review and selection
Recruiters assess applications using their workflow and selection criteria.
Actual workflows vary. Some employers configure eligibility questions, screening rules, or automated assessments, while others use ATS software primarily to organise applications and support recruiter searches.
Common ATS Resume Mistakes
Avoid these mistakes when preparing your application.
| Mistake | Why it can cause problems | How to fix it |
|---|---|---|
| Using a complex, multi-column layout | Information may be extracted in the wrong order | Use a straightforward single-column design |
| Adding keywords you cannot support | Creates a misleading or unconvincing application | Include only skills and qualifications you genuinely possess |
| Uploading a scanned resume | The file may contain no selectable text | Export a text-based PDF or submit DOCX as instructed |
| Using creative section headings | Makes the purpose of sections less obvious | Use familiar headings such as Experience and Education |
| Sending the same resume for every role | Relevant experience may be difficult to identify | Tailor the content to each position |
| Placing contact details in a text box | Some parsers may not extract the details correctly | Put essential contact information in the main document body |
A further mistake is assuming that an ATS-friendly resume must be designed to beat a robot. Your goal is to communicate relevant qualifications accurately, not to manipulate the software.
ATS-friendly Resume Action Checklist
Use this checklist before submitting your next application.
Resume readiness checklist
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How Resumes Uplift can help
Creating an effective resume takes more than choosing a template. Your content needs to reflect your actual qualifications, communicate relevant achievements, and address the requirements of your target roles.
Resumes Uplift offers resume and CV writing services focused on clear presentation and role-specific content. Depending on your needs, professional support can also include a resume revamp, a personalised cover letter, LinkedIn profile optimisation, or career-specific CV writing.
A professional review can help identify unclear sections, missing evidence, inconsistent formatting, and opportunities to improve relevance. No resume-writing service can guarantee an interview or a particular ATS outcome.
Frequently asked questions
An ATS-friendly resume is a document designed to make your qualifications easy for applicant tracking software to extract and organise. It uses readable formatting, conventional section headings, and relevant keywords. It should also communicate your experience clearly to a recruiter. An ATS-friendly format reduces avoidable readability problems, but it cannot guarantee that an employer will select your application.
Start with a simple layout, use standard headings, and keep contact details in the main document body. Match relevant skills and terminology to the job description, describe achievements clearly, and use consistent dates. Save your resume in the format requested by the employer. Finally, check that the saved file's text remains selectable and that the information appears in the correct order.
Both PDF and Word documents can be suitable, depending on the employer's instructions and the ATS platform. A DOCX file is useful when Word format is requested, while a text-based PDF can preserve your layout. Avoid scanned PDFs that contain only images. If the employer specifies a format, follow that requirement rather than relying on a universal rule.
Some recruitment workflows use eligibility questions, configured screening criteria, or automated assessments, but ATS software does not operate identically across employers. A formatting issue may also cause information to be extracted incorrectly without necessarily triggering an automatic rejection. Follow the job requirements, answer application questions accurately, and check your resume for parsing problems instead of assuming every unsuccessful application was rejected by a machine.
Begin by opening your saved resume and checking whether you can select and copy its text. Paste the content into a plain-text editor to review the reading order, headings, dates, and contact information. Compare your skills with the job description and inspect any automatically populated application fields. An online resume checker can provide additional feedback, but it cannot reproduce every employer's system or selection rules.
A simple, well-structured template can save time and help you organise your information consistently. Choose one with a clear reading order, standard headings, and minimal decorative elements. Avoid templates that depend on complex columns, graphics, or text boxes for essential details. Review the finished document after exporting it because the template alone cannot guarantee accurate parsing.
There is no universal keyword count that works for every job or ATS platform. Include the most relevant skills, qualifications, tools, and job-related terms that accurately describe your background. Place them naturally in your summary, skills, and experience sections where appropriate. Focus on demonstrating the required competencies rather than repeating phrases to achieve an arbitrary keyword density.
Yes. A two-page resume can be appropriate when your experience, qualifications, or career achievements justify the additional space. There is no universal ATS rule requiring every resume to fit on one page. Keep the document organised, remove irrelevant details, and make sure your most relevant qualifications are easy to find. Follow any specific length instructions provided by the employer.
Improve your resume before your next application
An effective ATS-friendly resume combines clear formatting, relevant keywords, and evidence of your qualifications. You do not need complicated graphics or a special resume design to communicate your value. You need a document that software can process and recruiters can understand.
Start by simplifying your layout, reviewing the job description, and improving your achievement statements. Then check the exported file and verify that your application details are accurate. If you need more support, Resumes Uplift can help you refine your resume, strengthen its relevance, and present your professional experience more clearly.