In today’s highly competitive job market, more than 80% of employers use an Applicant Tracking System (ATS) to screen resumes. Careers TN+2Indeed+2 If your resume isn’t optimized for ATS, it might never reach a human recruiter—no matter how qualified you are. That’s why it’s critical to write an ATS‑friendly resume. This article explains How to Write ATS Resume confidently.
In this guide, you’ll learn:
- What an ATS is and how it works
- Why ATS‑friendly resumes matter
- Key principles of ATS‑friendly resume writing
- A step‑by‑step process to build one
- Common mistakes to avoid
- How to test your resume
- Final tips and checklist
What Is an ATS and How Does It Work?
An Applicant Tracking System (ATS) is software used by recruiters and hiring managers to manage large volumes of applications. It enables them to:
- Scan and parse resumes (extracting data like names, education, experience) Career Services+2Indeed+2
- Search for keywords and rank candidates accordingly Indeed
- Filter out resumes that don’t match minimum criteria (e.g., required skills or years of experience) Indeed
Because of this, it’s not enough to write a visually stunning resume — you need one that speaks the language of the ATS.
Why You Need an ATS‑Friendly Resume
- Pass the First Filter
Many qualified resumes are eliminated at the ATS stage simply because they lack the right keywords or are badly formatted. Careers TN - Increase Visibility
With keyword optimization, your resume is more likely to appear in a recruiter’s search results within the ATS. Indeed - Avoid Rejection Due to Format Issues
If your resume uses images, tables, or odd structures, the ATS may misread or ignore parts of it. Indeed+1 - Save the Recruiter Time
A clean, well-optimized resume helps the hiring manager quickly assess your suitability after it clears the ATS.
Key Principles of an ATS‑Friendly Resume
Here are the foundational rules you should follow when building your resume for ATS systems:
- Use Simple Formatting
- Stick with a single-column layout. Avoid text boxes, multi-columns, tables, or graphics. Academy of Learning+1
- Avoid images, icons, or logos. Kickresume
- Use standard fonts like Arial, Calibri, Times New Roman, or Helvetica. Career Contessa
- Maintain simple bullet points (e.g., “-” or “•”) rather than custom symbols. OwlApply+1
- Use 10–12 point font for text, 14–16 for headings. OwlApply
- Clear Section Headings
Use standard headings that the ATS will recognize: “Work Experience,” “Education,” “Skills,” “Summary,” etc. Indeed - Optimize for Keywords
- Read the job description carefully. Identify repeated and important terms (skills, certifications, roles). Indeed+1
- Incorporate those keywords naturally across your resume: summary, work experience, skills, education. Kickresume+1
- Use both acronyms and full terms, e.g., “Search Engine Optimization (SEO)” or “B2B (Business-to-Business)”. Kickresume
- Avoid keyword stuffing (i.e., don’t cram irrelevant keywords unnaturally). LHH
- Use Strong, Clear Language
- Use action verbs: lead, manage, implement, design, analyze, etc. Microsoft Create
- Quantify achievements where possible: “Increased sales by 20% in 6 months” is better than “Responsible for increasing sales.” Microsoft Create
- Spell out abbreviations at least once, then you can use the acronym. Microsoft Create
- Avoid Unreadable Sections
- Do not place important info in headers or footers: some ATS systems can skip them. Academy of Learning
- Remove special characters, accents, or non-standard symbols. Portland Community College
- Keep margin simple (1-inch is commonly safe). myTrudy
- Choose the Right File Format
- Prefer .docx (or .doc) for maximum compatibility. Portland Community College+1
- PDF may work, but only if the job posting explicitly allows it (and ensure your PDF is ATS-readable). The Muse+1
- Name the file professionally, e.g.,
John_Doe_Resume.docx. The Muse
- Proofread Carefully
- Spelling mistakes can hurt your ATS parsing — the system may not recognize misspelled keywords. my.onu.edu
- Be consistent with date formats (e.g., “MM/YYYY – MM/YYYY”) and capitalization. my.onu.edu
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Step-by-Step: How to Build an ATS‑Friendly Resume
Here’s a detailed process to write or rework your resume to pass through an ATS:
1: Analyze the Job Description
- Read through the entire job post and highlight skills, responsibilities, and requirements.
- Make a list of recurring terms — these are likely the keywords ATS will search for. Indeed
- Identify what kind of language is used (e.g., “project management,” “budget forecasting,” “cross-functional team”).
2: Choose a Simple Format
- Use a clean Word document, not a heavily designed template. Career Services
- Set up standard sections: Contact Info, Summary (or Objective), Work Experience, Education, Skills, Certifications (if any). OwlApply+1
- Avoid placing your contact details in a header or footer. Put them at the top of the main body. Academy of Learning
3: Write a Strong Summary or Headline
- Your resume headline (or summary) should reflect your role + key skills using relevant keywords. Career Contessa
- Example: “Results‑driven Digital Marketing Specialist skilled in SEO, Content Strategy & Google Analytics.”
- If the job title is “Digital Marketing Manager,” try to include that exact phrase (if appropriate). LHH
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4: Detail Your Work Experience
- For each role, include:
- Job title
- Company name
- Dates (formatted consistently)
- Bullet-point achievements + responsibilities
- Use action verbs and quantifiable metrics. Microsoft Create
- Embed keywords naturally: if the job description mentions “data analysis,” you might write: “Led data analysis initiatives on customer behavior, increasing retention by 15%.”
5: Create a Skills Section
- List relevant skills, especially those found in the job description. The Muse
- Include both hard skills (e.g., “Python programming,” “budget forecasting”) and relevant soft skills (e.g., “team leadership,” “cross-functional communication”).
- Use phrases rather than single words where possible, depending on what the job description uses. myTrudy
6: Write About Your Education
- Include your degree(s), institution(s), and graduation dates.
- If you have certifications, list them here or in a separate “Certifications” section.
- Use full terms + acronyms if relevant: e.g., “Bachelor of Science (B.Sc.) in Computer Science.” my.onu.edu
7: Fine‑Tune and Proofread
- Check for spelling and grammar issues.
- Make sure keywords are used appropriately but not spammed.
- Keep the format consistent and readable.
- Use a plain‑text converter (or save as .txt) to check how your resume would look when the ATS parses it. Academy of Learning
Common Mistakes to Avoid
Even small errors can prevent your resume from being read properly by an ATS. Here are pitfalls to watch out for:
- Using Graphics, Tables, or Columns
Many ATS systems cannot parse resume text inside tables or columns, causing parts of your resume to be ignored. Academy of Learning - Hiding Information in Headers/Footers
If you put your contact info or section titles here, the ATS might not detect them. Academy of Learning - Keyword Stuffing
Jamming too many keywords, especially in unnatural ways, is a red flag. Avoid tactics like using invisible white text. LHH - Using Fancy Fonts or Unusual Symbols
Non-standard fonts, icons, or decorative symbols may not be read correctly. Kickresume - Saving in the Wrong Format
Some ATS systems struggle with certain file types. Saving in an unsupported format can garble your resume. Career Services - Spelling or Grammar Mistakes
These can disrupt the parsing process, especially if misspelled keywords are used. my.onu.edu - Not Customizing for Each Job
A generic resume may not include the specific keywords or phrasing from the job description — and that can hurt your ATS match score. Career Contessa
How to Test Your Resume’s ATS Compatibility
Once you’ve written your resume, it’s important to test how it might perform in an ATS:
- Plain‑Text Test
Copy your resume into a plain-text editor (like Notepad). Does all the information still read logically? If formatting breaks, your ATS might misread it. - Use Online ATS Scanners
Tools like Jobscan, Resume Worded, and other ATS checkers simulate how a resume performs in ATS. These tools often highlight missing keywords or formatting issues. (Note: these tools are not perfect, but they give good insights.) - Ask a Friend or Mentor
Have someone in HR or recruiting review your resume. They may spot red flags or suggest improvements you missed.
Tips & Checklist
Here are some final recommendations and a handy checklist to wrap up your ATS‑friendly resume writing:
Tips
- Tailor for Each Job: Customize your resume for each role you apply for — even small tweaks (like adding a keyword) can help.
- Keep a Master Resume: Maintain a full version of your resume that contains all your experience and skills. Use it to tailor for different roles.
- Stay Honest: Only include skills or job experiences you truly have. Recruiters will check — and honesty matters.
- Use Action Verbs + Metrics: Verbs like “led,” “designed,” “implemented” combined with concrete numbers make your achievements strong.
- Update Regularly: As you get new experiences or skills, update your resume and re-run ATS checks.
ATS‑Friendly Resume Checklist
| Area | ✅ Done? |
|---|---|
| Clean, single-column format | [] |
| Standard fonts (Arial, Calibri, etc.) | [] |
| No graphics, tables, or headers/footers | [] |
| Clear headings (“Work Experience,” “Education,” etc.) | [] |
| Keywords from job description used | [] |
| Both acronyms and full terms (where applicable) | [] |
| Action verbs + quantifiable achievements | [] |
| File saved as .docx (or allowed PDF) | [] |
| Plain‑text version looks correct | [] |
| Proofread for spelling/grammar | [] |
Conclusion How to Write ATS Resume
In conclusion, writing an ATS-friendly resume is not about tricking the system rather, it’s about making sure your genuine qualifications get seen. By following the principles above—using clean formatting, integrating relevant keywords, and tailoring your resume to each job—you greatly increase your chances of passing the ATS filter and landing in front of a real human recruiter.
If you want to go deeper on How to Write ATS Resume, check out resources like Indeed’s ATS resume guide for templates and tips. Indeed You can also explore tools like Jobscan to test your resume’s performance.