The Complete ATS Resume Guide - Beat Applicant Tracking Systems

If you have applied to jobs online and never heard back, there is a good chance your resume never reached human eyes. Studies show that up to 75% of resumes are rejected by Applicant Tracking Systems before a recruiter sees them. This comprehensive guide will teach you everything you need to know to create an ATS-friendly resume that gets through automated screening.

What is an ATS and Why Does It Matter?

An Applicant Tracking System (ATS) is software that companies use to manage their recruiting process. Think of it as a gatekeeper that screens resumes before they reach hiring managers.

How ATS Works

When you submit your resume online:

1. Parsing: The ATS scans your document and extracts information like contact details, work history, education, and skills
2. Keyword Matching: It compares your resume content against the job description looking for relevant keywords and qualifications
3. Ranking: Based on keyword matches and other criteria, your resume receives a score or ranking
4. Filtering: Recruiters often only see the top-ranked resumes, while lower-scoring ones are filtered out

ATS Usage Statistics

• 99% of Fortune 500 companies use ATS
• Over 70% of all employers use some form of ATS
• Large companies may receive 250+ applications per job posting
• Only about 25% of resumes make it past ATS screening

Common ATS Systems

Understanding which ATS a company uses can help you optimize your resume. Here are the most popular systems:

• Workday - Large enterprises
• Taleo (Oracle) - Fortune 500 companies
• Greenhouse - Tech companies and startups
• Lever - Growing companies
• iCIMS - Mid-size to large companies
• BambooHR - Small to mid-size businesses
• Jobvite - Various company sizes
• SAP SuccessFactors - Global enterprises

ATS-Friendly Resume Format

The foundation of an ATS-optimized resume is proper formatting. Here is what you need to know:

File Format

Best Choice: PDF or DOCX

• Most modern ATS can read both PDF and DOCX files
• PDF preserves formatting across all systems
• DOCX is slightly more universally compatible with older ATS
• Avoid: .pages, .odt, image files, or password-protected documents

When in doubt: Check the job application instructions. Some specifically request DOCX.

Resume Structure

Use a reverse chronological format - this is the most ATS-friendly structure:

1. Contact Information
2. Professional Summary or Objective
3. Work Experience (most recent first)
4. Education
5. Skills
6. Certifications (if applicable)

Section Headers

Use standard, recognizable section headers:

Good:

• Work Experience
• Professional Experience
• Employment History
• Education
• Skills
• Certifications
• Summary

Avoid:

• Where I Have Worked
• What I Know
• My Journey
• Career Highlights

Font and Typography

Safe fonts:

• Arial
• Calibri
• Times New Roman
• Helvetica
• Georgia
• Garamond

Font size:

• Body text: 10-12pt
• Headers: 12-14pt
• Name: 14-16pt

Avoid:

• Decorative or script fonts
• Font sizes below 10pt
• Excessive use of bold, italics, or underlines

Layout Guidelines

Do:

• Use standard margins (0.5 to 1 inch)
• Align text to the left
• Use single-column layouts
• Add clear spacing between sections
• Use bullet points for lists

Avoid:

• Multi-column layouts
• Tables for main content (ATS may scramble the order)
• Text boxes
• Headers and footers for important information
• Graphics, charts, or images embedded in text
• Unusual characters or symbols

Keyword Optimization Strategy

Keywords are the heart of ATS optimization. Here is how to identify and use them effectively:

Identifying Keywords

Step 1: Analyze the Job Description

Read the job posting carefully and highlight:

• Required skills (both technical and soft)
• Job titles and variations
• Industry-specific terminology
• Required certifications or degrees
• Action verbs used repeatedly

Step 2: Research Similar Job Postings

Look at 5-10 similar job postings to identify common keywords across the industry.

Step 3: Check LinkedIn

Look at profiles of people in similar roles to see how they describe their skills and experience.

Types of Keywords

Hard Skills (Technical):

• Software names (Salesforce, SAP, Python, Excel)
• Certifications (PMP, CPA, AWS Certified)
• Technical processes (Agile, Six Sigma, GAAP)
• Tools and equipment specific to the role

Soft Skills:

• Leadership
• Communication
• Problem-solving
• Team collaboration
• Time management

Job-Specific Terms:

• Industry jargon
• Methodologies
• Processes
• Regulatory terms

Keyword Placement

Place keywords strategically throughout your resume:

1. Professional Summary: Include 3-5 top keywords naturally
2. Work Experience: Weave keywords into your bullet points
3. Skills Section: List keywords directly
4. Education: Include relevant coursework keywords

Keyword Best Practices

Do:

• Use exact keyword matches from the job description
• Include both spelled-out terms and acronyms (e.g., "Search Engine Optimization (SEO)")
• Use keywords in context, not just as a list
• Include variations (manage, managed, managing, management)

Avoid:

• Keyword stuffing (unnaturally cramming in keywords)
• White text keywords (hidden text - ATS can detect this)
• Listing keywords you cannot actually demonstrate
• Ignoring soft skills - they matter too

Optimizing Each Resume Section

Contact Information

Include:

• Full name
• Phone number
• Professional email (firstname.lastname@email.com)
• LinkedIn URL (customize it: linkedin.com/in/yourname)
• City and State (full address not necessary)

Format correctly:

• Put contact information at the top of the resume
• Do not place in headers/footers (ATS may not read them)
• Use text, not graphics or icons

Example:

John Smith
San Francisco, CA | (555) 123-4567 | john.smith@email.com
linkedin.com/in/johnsmith | github.com/johnsmith

Professional Summary

Your summary should immediately signal your qualifications with relevant keywords.

Formula: [Title/Role] with [X years] of experience in [key area]. [Major achievement or skill]. [Additional relevant qualification].

Example:

Senior Software Engineer with 7+ years of experience developing scalable
web applications using React, Node.js, and AWS. Led development of
microservices architecture that reduced system latency by 40% and
improved user satisfaction scores. Expert in Agile methodologies
and cross-functional team collaboration.

Work Experience

This section carries the most weight with ATS. Optimize each entry:

Job Title: Use standard industry titles that match the target role

Company and Dates: Include full company name and employment dates (month/year)

Bullet Points: Start each with an action verb, include keywords, and quantify results

Example:

Senior Marketing Manager
ABC Corporation, New York, NY | January 2020 - Present

- Developed and executed digital marketing strategies across SEO, PPC,
  and social media channels, increasing organic traffic by 150% YoY
- Managed $500K annual marketing budget, optimizing spend to achieve
  35% reduction in customer acquisition cost
- Led team of 5 marketing specialists, implementing Agile project
  management practices that improved campaign delivery time by 40%
- Analyzed marketing performance using Google Analytics and HubSpot,
  creating executive dashboards that drove data-driven decisions

Skills Section

Create a well-organized skills section that ATS can easily parse:

Format Options:

Option 1: Categorized

Technical Skills: Python, SQL, Tableau, Excel, Google Analytics
Marketing: SEO, PPC, Content Marketing, Email Marketing, Social Media
Tools: HubSpot, Salesforce, Google Ads, Facebook Ads Manager

Option 2: Single List

Skills: Python, SQL, SEO, Content Marketing, HubSpot, Google Analytics,
Salesforce, Project Management, Data Analysis, A/B Testing

Tips:

• List your strongest and most relevant skills first
• Include a mix of technical and soft skills
• Match the exact phrasing from the job description
• Include 10-15 relevant skills

Education

Include:

• Degree name (spelled out)
• Major/concentration
• University name
• Graduation date (or expected)
• GPA if above 3.0 and you are a recent graduate
• Relevant coursework (if applicable)

Example:

Bachelor of Science in Computer Science
University of California, Berkeley | May 2020
GPA: 3.7/4.0
Relevant Coursework: Data Structures, Machine Learning, Database Systems

Common ATS Mistakes to Avoid

Formatting Errors

1. Using tables for layout: ATS may read content in wrong order
2. Placing info in headers/footers: Many ATS skip these areas
3. Using text boxes: Content may not be extracted properly
4. Including images or graphics: ATS cannot read images
5. Using creative section headers: Stick to standard names

Content Errors

1. Missing keywords: Not including terms from job description
2. Keyword stuffing: Unnaturally forcing too many keywords
3. Using images for contact info: Must be text
4. Leaving off dates: ATS uses dates to track work history
5. Using only acronyms OR only spelled-out terms: Include both

File Errors

1. Wrong file format: Using incompatible formats
2. Filename issues: Use professional naming (FirstName_LastName_Resume.pdf)
3. Corrupted files: Test your file opens properly before submitting
4. Password protection: Never password-protect your resume

Testing Your Resume for ATS Compatibility

Manual Check

1. Copy your resume text and paste into a plain text document
2. Check if all information transferred correctly
3. Verify the order makes sense
4. Ensure no content was lost

Online ATS Simulators

Several tools can test ATS compatibility:

• Jobscan
• Resume Worded
• Skillsyncer

These tools compare your resume against job descriptions and provide match scores.

The Copy-Paste Test

1. Open your resume in a PDF viewer
2. Select All (Ctrl+A or Cmd+A)
3. Copy and paste into Notepad or TextEdit
4. Review the output - this approximates what ATS sees

Industry-Specific ATS Tips

Technology

• Include programming languages with version numbers
• List frameworks and tools specifically
• Include GitHub or portfolio links as text
• Mention certifications (AWS, Azure, Google Cloud)

Healthcare

• Include license numbers and certifications prominently
• Use standard medical terminology
• List EHR systems by name (Epic, Cerner)
• Include state licenses

Finance

• List relevant certifications (CPA, CFA, Series licenses)
• Include specific software (Bloomberg, SAP)
• Use industry terminology (GAAP, SOX compliance)
• Quantify financial impact

Marketing

• Include specific platforms (Google Ads, HubSpot)
• Mention analytics tools
• Use metrics and percentages
• List certifications (Google Analytics, HubSpot)

ATS Optimization Checklist

Before submitting your resume, verify:

Format:

• Single column layout
• Standard fonts (Arial, Calibri, Times New Roman)
• Font size 10-12pt for body text
• Standard section headers
• No tables, text boxes, or graphics
• Contact info not in header/footer
• Saved as PDF or DOCX

Content:

• Keywords from job description included
• Both acronyms and spelled-out terms used
• Action verbs starting each bullet
• Quantified achievements
• Standard job titles
• Complete employment dates

Technical:

• File opens without issues
• Professional filename
• Passes copy-paste test
• Spelling and grammar checked

Beyond ATS: The Human Reader

Remember that ATS is just the first hurdle. Once your resume passes automated screening, a human will read it. Make sure your resume:

• Tells a compelling story about your career
• Highlights achievements, not just duties
• Is easy to scan quickly (recruiters spend 6-7 seconds initially)
• Contains no spelling or grammar errors
• Is customized for each application

Start Building Your ATS-Optimized Resume

ShipResume is designed from the ground up to be ATS-friendly. Our templates use:

• Clean, single-column layouts
• Standard section headers
• Proper formatting that ATS can parse
• Optimized export settings

Create your free ATS-optimized resume today and stop getting filtered out before you start.

Build Your ATS Resume Now

Related Resources

• What is ATS and Why It Matters
• ATS Formatting Best Practices
• How to Write a Resume with No Experience
• Resume Templates by Job Title