If you're applying for jobs online, there’s a high chance your resume will be scanned by an Applicant Tracking System (ATS) before a recruiter ever sees it. In today’s hiring landscape, over 90% of companies—including major employers like Amazon, Google, and Fortune 500 firms—use ATS software to filter applicants.
An ATS-friendly resume ensures your application is readable, keyword-rich, and properly formatted so you can pass the initial screening and land more interviews. This guide explains how to optimize your resume for ATS, what mistakes to avoid, and how to tailor your resume for each job.
What Is an ATS and Why It Matters
An ATS (Applicant Tracking System) is software used by employers to:
- Filter and rank candidates automatically
- Scan resumes for job-specific keywords
- Organize and track applicants
- Reject resumes that don’t match required skills
If your resume isn’t optimized for ATS, it might get rejected—even if you’re fully qualified. That’s why formatting, keyword use, and structure matter more than ever.
How to Optimize Your Resume for ATS (Step-by-Step)
1. Use a Simple, Clean Resume Format
An ATS-friendly resume always starts with clean, easy-to-read formatting. Complex designs may impress humans, but they often confuse Applicant Tracking Systems. When an ATS cannot properly scan your resume, important keywords may be missed, causing your application to be rejected before a recruiter even sees it.
What to do:
- Use a single-column layout to ensure your text flows in a straight, readable order.
- Keep a logical structure with clear, bold section headings.
- Use standard section titles such as Experience, Skills, Education, Certifications, and Summary.
- Save your resume as an ATS-friendly PDF or DOCX file to preserve formatting.
What to avoid:
- Tables
- Text boxes
- Icons or graphics
- Multiple columns
- Decorative fonts or design-heavy elements
ATS software reads plain text best—so the simpler and cleaner your layout, the more accurately the system can parse your information.
2. Use Keywords from the Job Description
This is the single most important step in optimizing your resume for ATS.
ATS tools scan each application for specific keywords that match the job posting, including:
- Core skills
- Software and tools
- Job titles
- Technical terms
- Industry terminology
- Required certifications
How to find and use the right keywords:
- Read the job description closely.
- Look for repeated or emphasized requirements.
Add those keywords naturally throughout your resume—especially in your:
- Skills section
- Work experience bullet points
- Professional summary
Example:
If a job description highlights “project management,” “Agile,” and “budget forecasting,” make sure these keywords appear in your resume—if they accurately reflect your experience.
Using the right keywords tells the ATS you're a strong match and increases the odds your resume will be flagged for human review.
3. Use Standard Job Titles and Section Headings
ATS algorithms are programmed to recognize conventional labels. Creative or unusual headings may look stylish, but they reduce the system’s ability to categorize your information correctly.
Use standard headings like:
- Work Experience
- Skills
- Education
- Summary
- Certifications
Avoid vague or personal alternatives such as My Journey, Career Highlights, or Background Story. Clear labels ensure the ATS understands your resume’s structure.
4. Avoid Images, Icons and Graphics
Images and icons often go unread by ATS systems. Anything that isn’t plain text may be ignored, which means your key skills or achievements could be lost.
Do NOT include:
- Company logos
- Profile photos
- Charts or graphics
- Rating bars (e.g., ⭐⭐⭐⭐)
Better alternative:
Write skills and achievements explicitly in text, such as: “Advanced Excel (PivotTables, Macros, VLOOKUP)”
Plain text ensures all information is recognized and scored by ATS scanners.
5. Use ATS-Friendly Fonts
Readable, widely supported fonts reduce parsing errors and help maintain clean formatting.
Best fonts for ATS:
- Arial
- Calibri
- Helvetica
- Verdana
- Times New Roman
Font guidelines:
- Body text: 10–12 pt
- Section headings: 14–16 pt
These fonts ensure compatibility with nearly all ATS platforms.
6. Submit ATS-Friendly File Types
Before uploading your resume, choose a file type that is confirmed to be safe for ATS systems.
Preferred formats:
- PDF (ATS-compatible)
- DOCX
Avoid:
- JPG or PNG files
- .Pages files
- Outdated formats like .doc
If you're unsure, check the employer’s instructions—some ATS systems prefer DOCX over PDF for maximum readability.
7. Add Hard Skills and Soft Skills Strategically
ATS software gives higher weight to hard skills, so they must be specific and accurate.
Hard skills ATS recognizes:
- SQL
- Python
- Digital Marketing
- Agile
- Project Management
- Salesforce CRM
- Data Analysis
Soft skills are valuable but should be used sparingly and contextually. Avoid long lists of generic traits like “communication” or “teamwork.”
Best practice:
Add a balanced mix of hard and soft skills, but ensure the hard skills directly match the job description.
8. Tailor Your Resume for Every Job
Generic resumes rarely perform well in ATS. Tailoring your resume ensures a higher keyword match rate and better alignment with the role.
Tailoring checklist:
- Match your job title to the one in the job posting (when accurate).
- Incorporate essential skills from the listing.
- Include synonyms and variations (e.g., content strategy vs. content planning).
- Highlight achievements that relate directly to the company’s priorities.
A tailored resume will score higher and move up in the ATS ranking.
9. Highlight Achievements with Numbers
ATS systems favor candidates with quantifiable, results-driven achievements because they demonstrate impact and relevance.
Examples of strong, ATS-friendly accomplishments:
- “Increased organic traffic by 150% in six months.”
- “Managed budgets of up to $500K across three departments.”
- “Boosted customer satisfaction from 82% to 94% within one year.”
Numbers not only strengthen keyword relevance but also stand out to recruiters once the resume reaches human review.
10. Avoid Using Headers and Footers
Many ATS systems cannot read text placed in the header or footer of a document. Anything stored there may be completely ignored.
Keep out of headers/footers:
- Contact information
- Job titles
- Skills
- Links to portfolios or LinkedIn
Place all essential information in the main body of your resume to ensure it is fully scanned and indexed.
ATS-Friendly Resume Example: Summary Section
A strong summary can significantly boost your chances of passing ATS screening because it places high-value keywords at the top of your resume. Instead of vague phrases, your summary should clearly communicate your role, years of experience, core skills, and key accomplishments—using the same terminology found in the job posting.
Before (Weak, Not ATS-Friendly):
“Hardworking professional seeking a challenging role.”
This summary is too generic, missing keywords, lacking context, and providing no measurable value. Most ATS systems will not identify any skills or achievements, causing the resume to rank low.
After (ATS-Optimized Summary):
“Project Manager with 5+ years of experience leading Agile teams, managing cross-functional projects, and delivering software solutions using Jira, Scrum, and stakeholder collaboration.”
Why this works:
- Includes the job title (Project Manager)
- Integrates ATS keywords naturally (Agile, cross-functional, Jira, Scrum)
- Highlights experience and responsibilities
- Matches modern employer expectations
This type of summary helps your resume instantly align with recruiter searches and ATS keyword filters.
ATS-Friendly Resume Example: Skills Section
An optimized Skills section allows ATS to instantly identify your qualifications. It should focus on hard skills, tools, and methodologies directly related to the job description.
Skills
- Project Management
- Agile / Scrum
- Jira & Confluence
- Stakeholder Communication
- Budget Forecasting
- Risk Management
- Data Analysis (Excel, SQL)
Why this works:
- All skills are written in plain text
- No icons, bars, or images
- Uses industry-standard terminology
- Covers both hard skills and relevant soft skills (in measurable form)
This format ensures the ATS can scan, categorize, and score your skills accurately.
ATS Resume Do’s and Don’ts
Do:
- Use keywords from the job description
- Format your resume with clean, simple styling
- Include measurable results and action-driven achievements
- Use standard section headings recognized by ATS
- Submit your file as PDF or DOCX (unless the employer requests otherwise)
Don’t:
- Use images, icons, graphics, or charts
- Stuff keywords in unnatural ways
- Use decorative or uncommon fonts
- Place any important text in headers or footers
- Overcomplicate your layout with multiple columns or tables
Following these best practices ensures your resume is parsed correctly and increases your chance of being ranked highly by ATS systems.
Build an ATS-Optimized Resume Instantly
With SparkCV, you can create a clean, professional resume that passes ATS checks every time. Our builder is designed specifically for modern hiring systems and recruiter workflows.
SparkCV Features:
- ATS-Friendly Templates designed for clean parsing
- Smart Keyword Suggestions based on job titles and industry roles
- Instant Formatting Fixes to eliminate ATS errors
- One-Click PDF Download for easy submission
- Clean, Minimalist Layouts proven to perform well
- Content tips and examples to help you write stronger achievements
Whether you're applying for your first job or advancing your career, SparkCV gives you the tools to create a job-winning, ATS-approved resume in minutes.
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