ATS Resume Optimization
75%+ of resumes are filtered out by software before a human sees them. Here's how to make sure yours gets through.
What Is ATS?
Applicant Tracking Systems are software that companies use to manage job applications. They parse, store, and rank resumes based on keywords and format. Your beautiful resume is converted to plain text and analyzed by algorithms.
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Why Resumes Get Rejected
Format Issues (ATS Can't Read It)
- Images, graphics, or icons that contain text
- Tables or columns that confuse the parser
- Headers and footers (often ignored by ATS)
- Non-standard section titles
- Fancy fonts the system doesn't recognize
- PDF created from design software instead of Word
Keyword Issues (ATS Ranks It Low)
- Missing keywords from the job description
- Using different terms than the posting (e.g., "SEO" vs "search engine optimization")
- Not including both acronyms AND spelled-out terms
- Skills buried in paragraphs instead of listed
- Generic language instead of specific skills
ATS-Friendly Formatting
File Format
- Best: .docx (Word document) - most universally parsed
- Also good: .pdf created from Word (not design software)
- Avoid: .pages, .rtf, image-based PDFs
- Name your file: FirstName-LastName-Resume.docx (not "Resume_final_v3")
Layout & Structure
- Single column: No tables, no side columns, no text boxes
- Standard sections: Contact, Summary, Experience, Skills, Education
- Clear section headers: Use obvious titles (not creative alternatives)
- Simple fonts: Arial, Calibri, Georgia, Times New Roman
- No graphics: No images, logos, icons, or charts
- Standard margins: 0.5" to 1" on all sides
Contact Information
- Put at the TOP of the document (not in header)
- Include: Name, Phone, Email, LinkedIn URL, City/State (no full address)
- Each on its own line or separated by pipes (|)
- No icons next to phone/email
Keyword Optimization
Step 1: Analyze the Job Posting
Look for and highlight:
- Hard skills: Specific tools, software, certifications
- Soft skills: Leadership, communication, collaboration
- Industry terms: Jargon specific to the field
- Action verbs: Managed, developed, implemented, led
- Repeated words: Terms mentioned multiple times are priorities
Step 2: Match Your Language
Use the EXACT terms from the job posting:
- If they say "project management," don't just say "PM"
- If they say "B2B sales," use "B2B sales," not "business-to-business"
- Include both acronyms AND spelled-out versions when possible
- Mirror their verb tense and style
Step 3: Strategic Placement
Where to put keywords:
- Skills section: Dedicated list of key skills
- Summary: Top keywords woven into your pitch
- Experience bullets: Naturally throughout achievements
- Job titles: If you can add context (e.g., "Marketing Manager (B2B SaaS)")
Section-by-Section Guide
Professional Summary
2-4 sentences packed with keywords and value:
"Results-driven [Title] with [X years] of experience in [key skill areas]. Proven track record of [achievement with metric]. Expertise in [list 3-4 relevant skills/tools]. Seeking to leverage [key strength] to drive [what you'll do for them]."
Skills Section
Keyword-rich list, tailored per application:
Technical Skills: Python, SQL, Tableau, Power BI, Google Analytics 4, A/B Testing
Professional Skills: Project Management, Cross-Functional Leadership, Stakeholder Management, Strategic Planning
Tools: Salesforce, HubSpot, Jira, Confluence, Slack
Experience Section
Standard format ATS can parse:
Job Title
Company Name | City, State | Month Year - Month Year
• Achievement bullet with keyword and metric
• Action verb + what you did + skill used + result with numbers
• Accomplishment that includes terms from job description
Education Section
Degree Name, Major (if relevant)
University Name, City, State
(Year optional - omit if graduated 10+ years ago)
Common ATS Mistakes to Avoid
Don't Do This
- Creative section names ("My Journey")
- Icons for contact info
- Two-column layouts
- Text in headers/footers
- Graphics or images
- Fancy templates from Canva
- White text with hidden keywords
- One resume for all applications
Do This Instead
- Standard section names (Experience, Skills)
- Plain text contact info
- Single column layout
- All text in main body
- Simple, clean formatting
- Word document or simple PDF
- Legitimate keyword integration
- Tailor resume per application
Testing Your Resume
Quick Parse Test
Copy your resume text and paste into a plain text document (Notepad). If it looks jumbled, an ATS will read it wrong.
Keyword Match Test
Compare your resume to the job description. Are the same keywords present? If not, you'll score low. Aim for 70%+ keyword match.
Free ATS Checker Tools
- Jobscan: Compares resume to job description (free limited scans)
- Resume Worded: ATS compatibility check
- TopResume: Free ATS scan
The Tailoring Process
For Each Application:
- 1. Analyze job posting: Highlight key skills, requirements, keywords
- 2. Update skills section: Match their terminology exactly
- 3. Adjust summary: Incorporate their top 3-5 priorities
- 4. Review bullets: Do they mention the skills they need?
- 5. Check titles: Can you add context to clarify relevance?
- 6. Save as new version: Name it for the company/role
Time per application: 10-20 minutes of tailoring can mean the difference between rejection and interview.
Bypassing ATS Entirely
When Possible, Go Direct
- Employee referrals: Often bypass initial ATS screening entirely
- Recruiter outreach: They can submit you directly
- LinkedIn Easy Apply: Sometimes less ATS parsing
- Direct to hiring manager: If you can find their email
- Company career fairs: In-person connections skip the queue
The best way to beat ATS is to not need to beat it.
ATS-Friendly Resume Checklist
- ☐ Single column layout
- ☐ .docx or properly made PDF format
- ☐ Contact info at top (not in header)
- ☐ Standard section titles
- ☐ Simple, standard fonts
- ☐ No graphics, icons, or images
- ☐ No tables or text boxes
- ☐ Keywords match job description
- ☐ Skills section with key terms
- ☐ Tailored summary with priorities
- ☐ Standard date formatting
- ☐ File named professionally