What Is an ATS and Why Does It Matter?
An Applicant Tracking System (ATS) is software that companies use to manage job applications. Over 90% of Fortune 500 companies use ATS software, and it’s becoming standard even at small and mid-sized companies. If your resume isn’t ATS-friendly, it might never reach a human recruiter—no matter how qualified you are.
Here’s the uncomfortable truth: you could be the perfect candidate for a role, but if your resume uses tables, creative fonts, or unusual formatting, the ATS might reject you before anyone even sees your application. Understanding how these systems work is the first step to beating them.
How ATS Systems Work
Think of an ATS as a digital gatekeeper. When you submit your application, here’s what happens:
Step 1: Parsing
The ATS scans your resume and attempts to extract information like your name, contact details, work history, education, and skills. It tries to organize this data into structured fields in a database.
Step 2: Keyword Matching
The system searches for specific keywords and phrases from the job description. This includes hard skills (like “Python” or “project management”), soft skills (like “leadership”), certifications, and job titles.
Step 3: Scoring and Ranking
Based on how well your resume matches the job requirements, the ATS assigns you a score. Candidates with higher scores rise to the top of the pile.
Step 4: Filtering
Many companies set minimum thresholds. If your resume doesn’t include must-have requirements or falls below a certain score, it gets automatically filtered out.
Step 5: Human Review
Only the top-ranked resumes—often just 25% of applicants—make it to a recruiter’s inbox for human review.
This process happens in seconds. Your carefully crafted resume gets reduced to data points and a numerical score.
The Real Impact of ATS on Your Job Search
A study by Jobscan found that 98% of Fortune 500 companies use ATS software. But here’s what’s even more striking: approximately 75% of resumes are rejected by ATS before a human ever sees them.
That means three out of four applications never make it past the robots. If you’re applying to dozens of jobs and hearing nothing back, the problem might not be your qualifications—it might be your resume format.
ATS-Friendly Formatting Rules
Getting your formatting right is non-negotiable. Even the most impressive background won’t matter if the ATS can’t read your resume.
Use Standard Section Headings
ATS systems are programmed to look for conventional section headers. When you get creative with your headings, the ATS might not recognize what information belongs where. For more on this and other formatting issues, see our resume formatting mistakes guide.
ATS-Friendly Headings:
- Work Experience or Professional Experience
- Education
- Skills or Technical Skills
- Certifications
- Professional Summary or Summary
Headings That Confuse ATS:
- “Where I’ve Been” instead of Work Experience
- “My Academic Journey” instead of Education
- “What I Bring to the Table” instead of Skills
- “Career Highlights” buried in unconventional formatting
I’ve seen talented candidates use headings like “My Story” or “How I Can Help” in an attempt to stand out. While this might work on a personal website, it confuses ATS systems that are looking for standard labels.
Format Your Work Experience Correctly
The work experience section is where most ATS parsing errors occur. Follow this proven structure:
Job Title
Company Name | Location | Dates (Month Year - Month Year)
• Achievement-focused bullet point with metrics
• Another accomplishment with quantifiable results
• Relevant keyword-rich description of responsibilities
Example:
Senior Marketing Manager
TechCorp Inc. | San Francisco, CA | January 2022 - Present
• Increased organic traffic by 145% through SEO optimization and content strategy
• Managed $500K annual marketing budget across digital channels
• Led cross-functional team of 8 marketing professionals and 3 agencies
Common Mistakes:
- Putting dates before job titles
- Using date ranges like “2022-2024” instead of “January 2022 - March 2024”
- Combining company name and job title in ways ATS can’t parse
- Using unconventional bullet points (stars, arrows, custom symbols)
Avoid These Formatting Mistakes
Tables and Columns Many resume templates use tables to create two-column layouts. The problem? ATS systems read left to right, top to bottom. A two-column layout might get read as:
“Marketing Manager Python Expert 2020-2024 Data Analysis”
Instead of the coherent sections you intended. Stick to a single-column format.
Headers and Footers Never put your name, contact information, or page numbers in the header or footer. Many ATS systems skip these areas entirely. I’ve reviewed applications where the candidate’s phone number was lost because it was in a header.
Put your contact information at the top of the first page in the main body of the document.
Images and Graphics This includes: - Profile photos (unless specifically requested) - Company logos - Charts or graphs - Signature images - Icons for email, phone, LinkedIn
ATS can’t read images, so any text embedded in graphics disappears. Save the visual creativity for your portfolio or LinkedIn profile.
Unusual Fonts and Styling Stick to standard, professional fonts: - Arial - Calibri - Georgia - Helvetica - Times New Roman - Verdana
Avoid: - Decorative fonts (Papyrus, Comic Sans, Script fonts) - Custom downloaded fonts - Font sizes below 10pt or above 12pt for body text
Special Characters and Symbols ATS systems sometimes struggle with: - Ampersands (&) - spell out “and” - Percent symbols - “percent” works better than “%” - Special bullets or dingbats - Unusual quotation marks or apostrophes
Use the Right File Format
Unless the job posting specifies a different format, use .docx (Microsoft Word) or a simple, text-based PDF.
Best Practices:
- Save Word documents as .docx (not .doc)
- If using PDF, create it from Word or Google Docs, not from design software
- Never submit .pages, .numbers, or other proprietary formats
- Test your PDF by trying to highlight and copy text—if you can’t select the text, the ATS can’t read it
File Naming: Use a clear, professional filename: - Good: “Sarah_Johnson_Marketing_Manager_Resume.pdf” - Bad: “resume_final_FINAL_v3.pdf” or “Document1.docx”
Keep Formatting Simple and Consistent
Do:
- Use consistent date formats throughout (MM/YYYY or Month YYYY)
- Stick to standard bullet points
- Use bold for emphasis sparingly (job titles, company names)
- Leave adequate white space
- Use 1-inch margins
Don’t:
- Mix formatting styles (some dates as MM/YYYY, others as Month Year)
- Use text boxes
- Add borders or shading
- Create custom layouts with unusual spacing
- Underline text (except possibly for section headers)
Keyword Optimization for ATS
Keywords are the language of ATS systems. Get this right, and your resume rises to the top. Get it wrong, and you’re invisible. Strong action verbs help optimize your resume for both ATS and human readers.
Where to Find the Right Keywords
The Job Description Is Your Blueprint Every job posting is a treasure map of keywords. Look for:
- Hard Skills: “Python,” “Salesforce,” “Google Analytics,” “AutoCAD”
- Soft Skills: “leadership,” “cross-functional collaboration,” “stakeholder management”
- Certifications: “PMP,” “CPA,” “AWS Certified,” “Six Sigma”
- Industry Terms: “agile methodology,” “GAAP,” “clinical trials”
- Job Titles: “project coordinator,” “senior analyst,” “account executive”
- Education Requirements: “Bachelor’s degree,” “MBA,” “relevant coursework”
Pay Attention to Repeated Phrases If the job description mentions “project management” five times and “stakeholder communication” three times, these are priority keywords.
Look at Multiple Job Postings Review 5-10 similar job postings for the role you want. Notice which keywords appear consistently across different companies. These are industry-standard terms you should include.
Check LinkedIn Profiles Look at profiles of people currently in the role you’re targeting. What skills do they list? What keywords appear in their headlines and about sections?
How to Use Keywords Naturally
Keyword stuffing—cramming keywords awkwardly into your resume—doesn’t work. Modern ATS systems are sophisticated enough to recognize context, and recruiters will spot keyword stuffing instantly.
Strategic Keyword Placement:
1. Professional Summary Open with a summary that naturally incorporates 5-7 key terms:
“Results-driven digital marketing manager with 7+ years of experience in SEO, content strategy, and marketing automation. Proven track record of increasing organic traffic through data-driven campaigns and cross-functional team leadership.”
2. Skills Section Create a dedicated skills section with keywords grouped logically:
Technical Skills: Python, SQL, Tableau, Google Analytics, A/B Testing
Marketing Skills: SEO, Content Marketing, Email Marketing, Marketing Automation
Soft Skills: Project Management, Cross-Functional Leadership, Stakeholder Communication
3. Work Experience Weave keywords into your achievement statements:
Before (Generic): “Responsible for managing social media accounts and creating content”
After (Keyword-Optimized): “Managed social media marketing across LinkedIn, Twitter, and Instagram, creating content that increased engagement by 200% and drove 15,000+ monthly website visits through organic social media”
4. Match the Exact Phrasing If the job description says “customer relationship management,” use that exact phrase. Don’t substitute “client relations” or “CRM” unless you include the full term somewhere too.
Use Both Acronyms and Full Terms
ATS systems and recruiters might search for either version, so include both:
- “Search Engine Optimization (SEO)”
- “Customer Relationship Management (CRM)”
- “Application Programming Interface (API)”
- “Key Performance Indicator (KPI)”
On first reference, spell it out with the acronym in parentheses. After that, you can use just the acronym.
Real-World Keyword Examples
Example 1: Marketing Manager Position
Job Description Says: “Seeking a marketing manager with experience in digital marketing, SEO, content creation, marketing automation, and team leadership. Must have experience with HubSpot and Google Analytics.”
Weak Resume Bullet: “Managed marketing campaigns and analyzed performance”
Strong Resume Bullet: “Led digital marketing strategy using HubSpot marketing automation, resulting in 40% increase in qualified leads. Utilized Google Analytics to optimize SEO and content creation efforts, driving 250% growth in organic traffic.”
Example 2: Software Engineer Position
Job Description Says: “Looking for a software engineer proficient in Python, React, and AWS. Experience with agile development and CI/CD pipelines required.”
Weak Resume Bullet: “Developed web applications and deployed to cloud infrastructure”
Strong Resume Bullet: “Developed full-stack web applications using Python and React, deploying to AWS infrastructure with CI/CD pipelines. Collaborated with agile development team to deliver features 30% faster than previous workflow.”
Example 3: Project Manager Position
Job Description Says: “PMP-certified project manager with experience in stakeholder management, risk mitigation, and budget management. Familiarity with project management software like Jira or Asana.”
Weak Resume Bullet: “Oversaw projects from start to finish and worked with various teams”
Strong Resume Bullet: “Managed cross-functional projects with $2M+ budgets using Jira for task tracking and stakeholder management. Implemented risk mitigation strategies that reduced project delays by 45%. PMP-certified with 5+ years managing enterprise-level initiatives.”
Context Matters More Than Frequency
Don’t just list keywords—demonstrate proficiency through context:
Weak: “Skills: Leadership, Communication, Problem-solving”
Strong: “Led cross-functional team of 12 through organizational restructuring, maintaining 95% employee retention through transparent communication and collaborative problem-solving”
The second example proves you have these skills rather than just claiming them.
Common ATS Myths Debunked
Let’s clear up some persistent misconceptions about ATS systems.
Myth: You Need to Hit an Exact Keyword Percentage
Reality: There’s no magic number or keyword density formula. Some job seekers waste time calculating whether they’ve hit “5% keyword density” or some other arbitrary metric.
Focus on naturally incorporating relevant keywords that accurately represent your experience. If a keyword appears in the job description but you don’t have that experience, don’t force it into your resume. Dishonesty will catch up with you in the interview.
Myth: You Should Copy-Paste the Job Description in White Text
Reality: This “hack” involves pasting the entire job description at the bottom of your resume in white text (invisible to humans, readable by ATS).
Don’t do this. Modern ATS systems can detect this trick. Even if it works initially, recruiters will notice when they copy your resume or convert it to PDF. You’ll be immediately disqualified for dishonesty. It’s not worth the risk to your professional reputation.
Myth: Fancy Resume Templates Help You Stand Out
Reality: That beautiful template from Canva or Etsy with creative layouts, colors, and graphics might look stunning to you, but ATS systems often can’t parse them correctly.
Your resume will stand out based on your accomplishments and how well you match the role—not based on design flourishes. Save the creative design for industries where you’re asked to submit a portfolio.
Myth: ATS Automatically Rejects Resumes
Reality: ATS systems don’t reject resumes—they rank them. The software organizes and scores applications. Human recruiters make the final decision about who to reject.
However, if your resume is so poorly formatted that the ATS can’t parse it, you’ll receive a very low score, which effectively means rejection.
Myth: You Need a Different Resume for Every Application
Reality: You need a tailored resume, but you don’t need to completely rewrite it from scratch for every job.
Create a master resume with all your experiences and accomplishments. For each application, adjust your professional summary, reorder your skills based on priority, and emphasize the most relevant experiences. This takes 15-20 minutes per application, not hours.
Myth: Longer Resumes Perform Better in ATS
Reality: ATS doesn’t care about resume length, but recruiters do. A two-page resume is standard for most professionals with 5+ years of experience. Three pages is acceptable for senior executives or academics.
Adding fluff just to increase length won’t help. Every line should add value.
Testing Your Resume for ATS Compatibility
Before submitting your resume, run these tests to ensure it’s ATS-friendly.
The Plain Text Test
This is the simplest way to see how an ATS will read your resume:
- Open your resume in Word or Google Docs
- Select all text (Ctrl+A or Cmd+A)
- Copy it (Ctrl+C or Cmd+C)
- Paste it into a plain text editor like Notepad (Windows) or TextEdit (Mac)
What to Look For:
- Can you still read all the information?
- Are section headers clear?
- Is the work experience in the right order?
- Did any text disappear?
- Are there weird symbols or formatting errors?
If your resume looks like gibberish in plain text, it will confuse the ATS.
The PDF Copy Test
If you’re submitting a PDF:
- Open your PDF in a PDF reader
- Try to highlight and copy text
- Paste it into a plain text document
If you can’t select the text, the ATS can’t read it either. This means your PDF was created as an image, not a text-based document.
Test With a Friend
Send your resume to someone and ask them to: 1. Open it on their computer 2. Tell you if all formatting appears correctly 3. Verify they can read everything
Different computers and software versions can render documents differently. This test ensures your resume displays correctly across systems.
Advanced ATS Optimization Strategies
Once you’ve mastered the basics, these advanced strategies will give you an edge.
Match the Job Level and Years of Experience
ATS systems often filter by years of experience. If a job requires “5+ years” and your resume only shows 3 years in that specific skill, you might get filtered out.
Be strategic about how you present your timeline:
Instead of: “Marketing Coordinator (2 years), then promoted to Marketing Manager (1 year)”
Try: “Marketing Professional with 3+ years of progressive experience, currently serving as Marketing Manager”
Use Industry-Standard Job Titles
If your official title was “Happiness Engineer” but you did customer support work, the ATS won’t connect your experience to “Customer Support Specialist” job postings.
Solution: Use a descriptive, industry-standard title, then include your official title in parentheses:
“Customer Support Specialist (Happiness Engineer)”
Optimize for Different ATS Systems
Different companies use different ATS platforms (Workday, Taleo, Greenhouse, iCIMS, etc.). Each has quirks, but following standard formatting practices works across all systems.
If you’re targeting a specific company, research which ATS they use and Google “[ATS name] resume tips” for platform-specific advice.
Include Variations of Keywords
People search for the same concepts using different terms:
- “Managed” vs. “Led” vs. “Oversaw” vs. “Directed”
- “Increased” vs. “Improved” vs. “Enhanced” vs. “Boosted”
- “Clients” vs. “Customers” vs. “Accounts”
Use a variety of action verbs and terminology to capture different search queries.
Don’t Forget the Applicant Questionnaire
Many ATS systems include an online questionnaire before you upload your resume. Companies use these answers to filter candidates before the ATS even scans your resume.
Answer honestly, but be strategic:
- If asked “Do you have 5+ years of experience with X?” and you have 4.5 years, consider whether you meet the spirit of the requirement
- Don’t immediately disqualify yourself with salary requirements that are too high or too low
- Take questionnaire seriously—some companies weight these answers heavily
Optimize Your Resume for Both ATS and Humans
Here’s the challenge: your resume needs to pass ATS screening AND impress human readers. These goals aren’t mutually exclusive.
Write for Humans First, Then Optimize for ATS
Start by writing compelling, achievement-focused bullet points that tell the story of your impact. Then, layer in keywords naturally.
Human-Focused Approach:
- What problem did you solve?
- What was the measurable outcome?
- Why does this matter?
ATS Optimization Layer:
- Which keywords from the job description fit naturally?
- Have I used industry-standard terminology?
- Does this demonstrate the skills they’re looking for?
Use the STAR Method With Keywords
The STAR method (Situation, Task, Action, Result) creates compelling bullet points that also work well for ATS:
Example: “When customer churn increased to 25% (Situation), I was tasked with improving customer retention (Task). I implemented a customer success program using Salesforce CRM and conducted quarterly business reviews with key accounts (Action), reducing churn to 12% and increasing customer lifetime value by $450K annually (Result).”
This bullet point includes keywords (customer retention, Salesforce CRM, customer success, customer lifetime value) while telling a compelling story.
Quantify Everything Possible
Numbers make your accomplishments concrete and scannable for both ATS and humans:
- “Increased sales by 35%”
- “Managed team of 12”
- “Reduced costs by $200K annually”
- “Improved process efficiency by 40%”
- “Launched product to 50,000+ users”
Metrics prove impact and often contain keywords (sales, team management, cost reduction, efficiency, product launch).
Create Scannable Visual Hierarchy
Even with simple formatting, you can create visual hierarchy that helps human readers:
- Bold job titles and company names
- Use bullet points consistently
- Include adequate white space between sections
- Keep bullet points to 1-2 lines when possible
- Put the most impressive accomplishments first in each role
Don’t Sacrifice Clarity for Keywords
If adding a keyword makes a sentence awkward or unclear, don’t force it. Your resume still needs to be readable and professional when a recruiter reviews it.
Awkward Keyword Stuffing: “Experienced in project management and stakeholder management and risk management and budget management for managing projects”
Natural Integration: “Managed cross-functional projects from initiation to completion, including stakeholder communication, risk mitigation, and budget oversight for initiatives up to $5M”
Industry-Specific ATS Considerations
Different industries have different expectations and keywords.
Tech and Engineering
Critical Keywords: Programming languages, frameworks, tools, methodologies (Agile, Scrum), cloud platforms (AWS, Azure, GCP), version control (Git), specific technologies
Best Practices:
- Include a “Technical Skills” section
- List programming languages with proficiency levels if relevant
- Mention specific projects or technologies used
- Include GitHub profile or portfolio links (in the main body, not header)
Healthcare
Critical Keywords: Certifications (RN, MD, CNA), software systems (Epic, Cerner), specialties, procedures, compliance standards (HIPAA)
Best Practices:
- Lead with certifications and licenses
- Include DEA number, NPI number, state licenses in education/certifications section
- Emphasize patient outcomes and quality metrics
- Mention specific electronic health record (EHR) systems
Finance and Accounting
Critical Keywords: Certifications (CPA, CFA, CFP), software (QuickBooks, SAP, Oracle), regulations (SOX, GAAP), specific functions (accounts payable, financial modeling, audit)
Best Practices:
- Highlight certifications prominently
- Include specific financial systems and tools
- Quantify financial impact ($ amounts, percentage improvements)
- Mention compliance and regulatory experience
Marketing and Creative
Critical Keywords: Channels (SEO, SEM, social media), platforms (Google Ads, HubSpot, Salesforce), skills (content creation, campaign management), metrics (ROI, conversion rate, engagement)
Best Practices:
- Balance creative accomplishments with data-driven results
- Include both strategy and execution experience
- List marketing tools and platforms
- Quantify campaign performance
What to Do After Optimizing for ATS
Getting past the ATS is step one. Here’s how to maximize your chances after that:
Follow Up Strategically
If you have a connection at the company, reach out after applying. A referral can pull your resume from the ATS pile and put it directly in front of a hiring manager.
Optimize Your LinkedIn Profile
Recruiters often cross-reference resumes with LinkedIn profiles. Ensure your LinkedIn: - Uses similar keywords to your resume - Shows the same work history and dates - Includes a professional photo - Has a compelling headline with keywords - Contains a detailed “About” section
Optimize both platforms strategically to maximize your job search success.
Prepare for the Phone Screen
If your ATS-optimized resume gets you a phone screen, be ready to talk about the keywords you included. If you listed “Salesforce CRM,” be prepared to discuss specific ways you’ve used it.
Keep Refining Your Resume
Track which versions of your resume get the most responses. If you’re applying to similar roles, test different keyword approaches and see what performs best.
Use Resume Refiner for ATS Optimization
Optimizing your resume for ATS while keeping it compelling for human readers is time-consuming. You need to:
- Analyze job descriptions for keywords
- Identify which keywords you’re missing
- Find natural ways to incorporate terms without keyword stuffing
- Ensure your formatting is clean and ATS-friendly
- Test different approaches for different applications
Resume Refiner automates this entire process. Simply paste a job description, upload your resume, and get:
- Keyword Gap Analysis: See exactly which critical keywords you’re missing
- ATS-Friendly Suggestions: Get specific recommendations for where and how to add keywords naturally
- Formatting Checks: Ensure your resume uses ATS-compatible formatting
- Achievement Optimization: Rewrite bullet points to include keywords while maintaining impact
- Match Score: Know how well your resume aligns with each job before applying
Instead of spending 30-45 minutes manually analyzing each job posting, Resume Refiner does it in seconds. You’ll apply to more jobs, with better-optimized resumes, in less time.
The system is designed by recruiters and career experts who understand both ATS algorithms and what hiring managers want to see. Your resume will pass the robots and impress the humans.
Stop wondering why you’re not hearing back from applications. Start using Resume Refiner to optimize every resume for ATS success.