Many employers, especially larger ones, manage applications with an applicant tracking system (ATS). This software stores your resume, pulls out details such as job titles and skills, and helps recruiters search and sort candidates.
An ATS-friendly resume is simply one the software can read accurately and a recruiter can scan quickly. Here’s how to write one.
What an ATS actually does
An ATS isn’t a robot that secretly rejects everyone. It typically:
- Converts your resume into structured fields such as work history, education and skills.
- Lets recruiters search for keywords, job titles or qualifications.
- Applies screening questions the employer sets, such as work authorization or required licenses.
- Ranks or filters applications, depending on how the employer has configured it.
If the software can’t read your resume correctly, or your resume doesn’t use the language of the job, a recruiter may never find you.
Formatting rules that keep your resume readable
- Use a simple, single-column layout. Complex columns, text boxes and graphics can scramble the extracted text.
- Stick to standard section headings such as Summary, Experience, Education and Skills.
- Keep your contact details in the main body, not only in the page header or footer.
- Choose a common font such as Arial, Calibri or Georgia, at 10 to 12 points.
- Keep important information out of images, icons and charts.
- Use one date format throughout, such as “Jan 2024 – Mar 2026.”
- Save your file in the format the employer requests. If none is specified, a .docx file or a text-based PDF exported from a word processor is usually safe.
Match the language of the job description
Recruiters often search for the exact skills and titles listed in the posting. To match them naturally:
- Highlight the required skills, tools and qualifications in the job description.
- Use the same wording in your resume wherever it honestly describes your experience.
- Include both the full term and the abbreviation, such as “search engine optimization (SEO).”
- Add a skills section that lists relevant hard skills, tools and certifications.
- Avoid keyword stuffing. Every term should appear in context and be backed by real experience.
Write bullets that show results
Strong bullet points follow a simple formula: action verb + what you did + the result.
- Weak: Responsible for social media accounts.
- Stronger: Grew Instagram followers by 45% in six months by launching a weekly video series.
- Weak: Helped customers with problems.
- Stronger: Resolved about 40 customer requests a day while maintaining a 95% satisfaction rating.
If you don’t have exact numbers, use honest estimates or describe the scale of your work, such as the size of the team, budget or customer base.
Sections to include
- Contact information: name, phone number, professional email, city and state, plus a LinkedIn or portfolio link.
- Summary: two or three lines about who you are and what you offer for this role.
- Experience: your roles in reverse chronological order, with results-focused bullets.
- Education: degrees, certificates and relevant training.
- Skills: the tools and abilities most relevant to the job.
Optional sections include projects, volunteer work, publications and languages.
Tailor your resume in 15 minutes
- Update your summary to name the target role.
- Reorder bullets so the most relevant achievements come first.
- Add missing keywords where they honestly apply.
- Remove experience that doesn’t support this application.
- Check spelling, dates and contact details.
AI assistants can speed this up. Our guide to using AI in your job search includes prompts that help without inventing details.
Test your resume before you apply
- Copy the text of your resume into a plain-text document. If sections come out jumbled or missing, simplify your layout.
- Ask a friend to scan it for 30 seconds and tell you what they remember.
- Compare your resume with the job description one last time before you click submit.
When the interview invitations start arriving, get ready with our step-by-step interview checklist.
Frequently asked questions
Should I send a PDF or a Word document?
Follow the employer’s instructions. If there are none, a .docx file or a text-based PDF exported from a word processor is usually safe. Avoid scanned documents and image-only PDFs.
Should I include a photo on my resume?
In the United States, it’s generally best to leave photos off. Customs differ in other countries, so check local norms.
How long should my resume be?
One page is usually enough for students and early-career professionals. Two pages are common for people with many years of relevant experience. If you’re moving into a new field, our career change roadmap explains how to present your background.
