How to Write an ATS-Friendly Resume That Humans Also Want to Read

Many employers use an applicant tracking system, or ATS, to collect and organise applications. Recruiters often search it by keywords, job titles and skills. A resume that is easy for software to read and easy for a person to scan has the best chance. The good news is that writing for both audiences leads to the same result: clear structure and honest, specific content.

How an ATS reads your resume

An ATS extracts text, sorts it into fields such as contact details, work history and skills, and lets recruiters search or filter. Complicated layouts with columns, text boxes, images or tables can confuse the extraction. A simple single-column layout with standard headings works best.

Use a clean structure

Match the job description with real experience

1. Read the posting and note the skills, tools and phrases that repeat.
2. Check which ones you truly have.
3. Use the same wording in your summary, skills and bullets where it is accurate.
4. Include both a term and its abbreviation, for example search engine optimization (SEO).

Never claim experience you do not have, and avoid hiding keywords in white text. Recruiters and some systems treat this as a red flag. Use the Resume & Job Match Checker to see which keywords from a posting appear in your resume and which are missing.

Write results, not duties

Formatting rules that help

• Use a standard font such as Arial, Calibri or Inter at 10 to 12 points.
• Use simple bullets and consistent date formats.
• Save as PDF unless the application asks for another format; a text-based PDF keeps layout intact and can be read by most systems.
• Keep it to one page for early careers, two for long careers.
• Name the file clearly, for example Jordan-Ellis-Resume.pdf.

Build and check your resume

You can write your resume with the free Resume Builder, which creates a clean, single-column PDF, then paste it into the match checker alongside a job description. Treat the match percentage as a guide to wording, not a pass or fail score.

Common applicant tracking systems

Employers use platforms such as Workday, Greenhouse, Lever, iCIMS, Taleo and SmartRecruiters. They differ in features, but most parse your resume into a profile and let recruiters search by keyword, title, location and experience. They are mainly databases and workflow tools; recruiters, not software alone, usually decide who moves forward. The practical lesson is the same everywhere: make your resume easy to parse and relevant to the role.

Hard skills vs soft skills keywords

Use only the terms that are true for you and that appear in the job description you are targeting.

Use standard section headings

Stick to familiar headings such as Summary, Experience, Education and Skills. Creative titles such as "My Journey" can confuse parsers. List dates in a consistent format such as Jan 2022 – Mar 2025, and spell out both the abbreviation and the full term for important skills.

A 15-minute tailoring routine

1. Copy the job description into a document and highlight repeated skills and responsibilities.
2. Update your summary to mention your target role and top matching strengths.
3. Reorder bullet points so the most relevant achievements come first.
4. Add missing skills only if you genuinely have them.
5. Run your resume and the posting through the resume match checker and review missing keywords.
6. Proofread, then save as a PDF with a clear file name.

Common resume mistakes

• Using tables, text boxes, icons or graphics for key information.
• Putting contact details in the header or footer where parsers may skip them.
• Listing duties instead of achievements and results.
• Typos and inconsistent formatting.
• Using a long resume with irrelevant jobs from many years ago.
• Keyword stuffing, which reads badly and can be penalised by recruiters.

Cover letter and LinkedIn

A short cover letter that connects your experience to the company's needs can set you apart. Keep your LinkedIn profile consistent with your resume, because recruiters often check it. Create a polished PDF resume with the free resume builder and update it each time you apply.

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Frequently asked questions

Do all employers use an ATS?
Many mid-sized and large employers do, while small ones may not. Writing a clear, simple resume helps in either case.

Should I put my resume in a Word document or PDF?
Follow the instructions in the application. If none are given, a text-based PDF is a safe choice because it preserves layout.

Is a high match score a guarantee?
No. It shows wording overlap only. Experience, results and fit still decide the outcome.

Does an ATS automatically reject resumes?
Most systems organize and rank applications rather than rejecting them automatically, though employers can set knockout questions such as work authorization. Clear, relevant content helps both software and recruiters.

How long should my resume be?
One page suits most early-career roles, while two pages are fine for longer careers. Include only information that supports the job you want.

Should I include a skills section?
Yes. A concise skills section listing tools, technologies and certifications makes keyword matching easier, as long as the skills also appear in your experience bullets.