By Eleanor Hecks
Applicant Tracking Systems (ATS) utilize AI to filter job applicants, often rejecting candidates before a human review is conducted. Incorrect keywords or missing information can prevent you from getting an interview. Understanding ATS gives you an edge by focusing on concise language that speaks to computers and human recruiters.
Why Does Your Resume Need to Be ATS Ready?
A survey of Fortune 500 companies from Applicant Tracking Systems Global Market Report found that 99% use ATS platforms to streamline the application review process. An ATS pulls the resumes that most closely match the organization’s needs.
For job seekers, the rampant use of applicant tracking systems means that a computer is where you need to make a good first impression. Machines look for the input elements that the company states it wants.
Embrace the Algorithm
These elements will demonstrate that you’re the most qualified applicant through effective formatting, strategic use of keywords, visually appealing design and clear resume aesthetics.
- Gather Target Job Descriptions
Collect five to 10 job posts in your preferred role. Compare language, industry-specific terms, required skills and recurring phrases. Increasingly, employers are prioritizing experience over formal education. One study via Indeed Hiring Lab found that, in 2024, fewer than 18% of job postings required a four-year degree, and around half didn’t list educational requirements. This trend reflects a shift toward skills-based hiring, where companies are more interested in what you can do than where you went to school.
- Build a Keyword Map
Understanding how an applicant tracking system works ensures you get better results from your optimized resume than the average applicant. The computer takes the file and scans for keywords, context and structure. Most ATS platforms consider applicable phrasing and weigh elements with measurable impact.
ATS scans for a phrase such as “increased productivity.” While having the term in your resume might lift you from the bottom of the candidate pool, something more measurable will take you to the top. Optimize your language to include percentages like, “increased productivity for my team by 25% in the first quarter.”
- Choose an ATS-Friendly Structure
ATS software looks for straightforward layouts where all the details are contained within the document’s body, rather than in headers or footers. Use typical headings, including:
- Contact information
- Professional summary
- Skills
- Experience
- Education
- Certifications
Tables, text boxes, graphics and headshots are difficult for parsers to read.
- Apply Formatting Rules
Make your content machine-readable. Stick to a simple format with single columns, headers, subheaders and bullet points. Choose a font like Calibri, Arial or Times New Roman in 10 to 12 points. For bullets, use a standard round or square. Dates should be consistent.
A .docx file is easier for the software to read, but you should prioritize what the job posting requires. The idea is to make your curriculum vitae (CV) skimmable for humans but understandable by the first line of defense—ATS providers.
- Write the Summary
Your professional summary may be the one thing a human glances at when narrowing down which candidates to interview. Stick with a three to four-sentence paragraph that includes the keywords you identified in your research phase.
EXAMPLE: Lead content strategist with 10 years of experience creating optimized posts on technology, small business management and marketing. Increased traffic to house brands by 25% annually and has a proven track record of boosting search engine rankings for clients.
- Optimize Bullets with Metrics
AI usage is growing across industries and among individual users. According to Statista, experts estimate that by 2027, 90 million people will use AI chatbots as their primary search tool. Study your resume and replace any vague descriptions with measurable results.
EXAMPLE: Before: Increased search engine ranking for clients. After: Increased search engine ranking to the number one position for 70% of clients.
- Add a Hard-Skills Block
Since the ATS will assess whether the skills match the role, create a separate section for your hard skills. As you send your resume to companies, you should tailor it to match the specific job listing. Include technical certifications. When creating the language, use the full term and its corresponding acronyms, such as Structured Query Language (SQL).
- Run Final Checks
Spending a few moments running some final checks can increase the chances of your resume rising to the top of the applicant pool. Run your resume through a free online ATS checker or resume parser.
The Future of ATS Tools
Understanding how to format and word your resume is only the start of creating something that will lead to a better position in your field. Your resume is a conversation between you and a potential employer. While hiring may be more automated than ever before, adding a bit of human creativity still yields strong results after the initial job application phase.
Eleanor Hecks is a career and business writer whose byline has appeared on publications such as Fast Company and HubSpot. She currently serves as Editor-in-Chief of Designerly.com, where she shares business news and insights tailored to a range of audiences.
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