How to write an ATS-friendly resume: Tips and examples

What does an applicant-tracking system do?

Applicant-tracking systems enable hiring managers to sort through thousands of candidates and shortlist the best. 

Any business benefits from leveraging an ATS, but they’re particularly useful for roles with a large volume of applicants. This means they help companies keep track of quality candidates so they don’t slip through the cracks.

Hiring managers do this by searching for candidates with important keywords via an internal search engine. For example, if they’re hiring a customer service representative, they may use the following keywords:

Some ATS software also ranks resumes on how well they apply to the requirements in the job description and then filters out “unsuitable” resumes.

This means candidates need to create ATS resumes to get through the system and reach the recruiter.

How does ATS software scan for keywords?

The ATS process begins when the hiring manager writes and uploads their job description for the ideal candidate into the system. This description specifies the required skills, experiences, and qualifications to perform well in the role.

When a candidate applies to a job online using that same ATS software, their application form, resume, and cover letter are collected and stored in a searchable database. The system then “parses” the text in each form or document. 

This means that the system analyzes the text and extracts key details about you, including your contact information, degrees, work experience, and skill set. It then categorizes that information so it can be easily searched and accessed.

Once a resume has been parsed, the ATS system automatically scans it for keywords and phrases that match the criteria outlined in the job description. For example, the job description may use terms like:

Resumes that don’t contain these all-important keywords may be automatically filtered out, never to reach the hiring manager's desk. Resumes that do contain the keywords may be scored and ranked based on how closely they match the job description. 

The ultimate goal of this scanning process is to help the hiring manager quickly identify candidates who will likely be the best fit for a given role.

Pros of an ATS

A good ATS optimizes the entire hiring process from start to finish and builds a smooth, effective experience.

Automating certain tedious tasks enables hiring managers to put their focus on what really matters and make better decisions.

The end result is also a better candidate experience for applicants.

Here’s a quick look at the pros of an applicant-tracking system:

• Enables recruiters to handle thousands of applications
• Speeds up hiring
• Keeps applications and candidates organized
• Improves the candidate experience
• Has the potential to cut down hiring discrimination and bias
• Builds a talent pipeline

How to create an ATS-compliant resume

Don’t worry, it might seem discouraging, but there are ways to optimize a resume for ATS.

Use keywords

If hiring managers are finding resumes by typing in keywords, you need to use the right keywords to get noticed. So, what are the “right” keywords? It’s a good rule of thumb to scan the job description for skills, competencies, job titles, and industries that appear often. Here are some other tips to remember when it comes to incorporating keywords:

• Focus on hard skills. They're common ATS keywords that recruiters search for, and you'll often find them mentioned in job descriptions. For example: SQL, Java, Excel, and SEO.
• Use the same language that appears in the job description. Synonyms are a fine way to avoid keyword stuffing, but don't assume all modern ATS systems will recognize them.
• Include abbreviations, but type out the full term and include the acronym in parentheses. For example, a digital marketer might incorporate the following term in their work experience or skills section: “Search engine optimization (SEO).”

In addition to having the right keywords, it’s essential to ensure they’re well placed. This is because ATS software often parses and categorizes information based on where it appears in the resume. For this reason, you should make it a point to include keywords closely matching the job description in your headings, as well as in your skills, work experience, education, and certification sections.

Avoid abbreviations and synonyms

Acronyms, abbreviations, and synonyms are difficult for an ATS to understand. Humans are able to understand concepts like this and read between the lines, but software lacks this capability.

Here are our top tips on how to deal with each one:

• Acronyms: If you’re using acronyms, make sure to write them out in full as well. For example, if you use “CPA,” ensure you also use “certified public accountant”
• Abbreviations: We recommend you avoid these altogether. It isn’t just an ATS that may misunderstand these; many humans may struggle to understand them, too
• Synonyms: Stick to using the words that the employer uses and avoid colorful synonyms. If the company uses “innovative,” then use that; don’t try to add something new by saying “creative”

Use an ATS-friendly resume format

Now, let’s learn how to build a solid ATS resume format.

First, list your experience in reverse chronological order to make it easier for the machine to scan for relevant information.

Next, it’s important to remember that applicant-tracking systems can have problems reading anything atypical. This means that an ATS resume should have:

• Standard header names, such as Skills, Work Experience, and Education
• A sans-serif font
• A simple layout

Once you’ve decided on a layout and font, you may wonder which file type is best to use for your resume. Recruiters and hiring managers generally suggest sticking to either a Microsoft Word document (.DOCX file) or a PDF file. Though both formats are acceptable, you should know that there are pros and cons to each.

Fonts like Arian, Calibri, and Helvetica, when used in a single-column document, will be more likely to make your resume look good, regardless of the device or system the hiring team is using.

To add to that, fancy resume templates look nice but are difficult for the applicant-tracking system to read. It might not look as unique, but a simple resume is a much safer option, and you won’t need to lean on an elaborate resume. Your skills and experience will speak for themselves.

If you’re looking for some inspiration, check out CVwizard’s ATS-friendly resume templates.

With streamlined designs, simple formatting, and customizable sections to ensure that your keywords are in the right place, our resources make it easy to enter your details and download a professional resume that improves your chances of your application making it into human hands. 

ATS-friendly resume example

Want to create an ATS-optimized resume that gets noticed? Try the powerful resume builder from CVwizard.

The takeaway: Perfecting your ATS resume strategy

ATS-friendly resumes are vital for any candidate who wants to get noticed and secure more interviews. Without them, it’s possible that your application may never land on a hiring manager’s desk.

If you want to avoid the heartache of having the resume you worked so hard on be banished to the dark corners of an employer’s ATS database, it’s imperative to do the following:

• Use relevant job description keywords
• Stick to a simple, one-column format
• Avoid graphics, headers, and unusual fonts
• Save in the correct file format (either Word or PDF)

Create your ATS-friendly resume in minutes with CVwizard’s resume builder.