Beat the ATS: Complete Guide

A comprehensive, step-by-step guide to creating resumes that pass Applicant Tracking Systems and get you interviews

What is an ATS?

An Applicant Tracking System (ATS) is software that employers use to manage job applications. It automatically scans, parses, and ranks resumes before a human recruiter ever sees them.

Key Statistics:

  • 98% of Fortune 500 companies use ATS software
  • 75% of resumes are rejected by ATS before reaching a human
  • Many small and medium businesses also use ATS systems
  • Common ATS platforms: Workday, Taleo, Greenhouse, Lever, iCIMS

Understanding how ATS works is crucial for job seekers in today's digital hiring landscape. This guide will help you create an ATS-friendly resume that increases your chances of getting noticed.

Step-by-Step ATS Optimization Checklist

1

Choose the Right File Format

Start with the basics - the file format can make or break your application.

Action Items:

  • Save your resume as .docx (Microsoft Word) format unless otherwise specified
  • Use .pdf only if the job posting explicitly allows it
  • Avoid .pages, .rtf, or image formats
  • Never password-protect your resume file
2

Use a Simple, Clean Layout

Complex designs confuse ATS systems. Keep it simple and straightforward.

Action Items:

  • Use a single-column layout (no sidebars or multiple columns)
  • Avoid tables for layout purposes
  • Don't use text boxes, headers, or footers (except page numbers)
  • Remove all images, logos, photos, charts, and graphics
  • Use standard bullet points (•) instead of custom symbols
3

Select ATS-Friendly Fonts

Stick to standard, professional fonts that ATS can easily read.

Action Items:

  • Use Arial, Calibri, Helvetica, Georgia, or Times New Roman
  • Keep font size between 10-12 points for body text
  • Use 14-16 points for your name at the top
  • Avoid decorative, script, or unusual fonts
4

Format Contact Information Correctly

Make it easy for ATS to find and extract your contact details.

Action Items:

  • Place contact info at the top of the page
  • Include: Full Name, Phone Number, Email, City/State, LinkedIn
  • Use standard phone format: (555) 123-4567 or 555-123-4567
  • Use a professional email address
  • Spell out "Street," "Avenue," etc. in addresses
5

Use Standard Section Headings

ATS looks for specific section names. Creative headings confuse the system.

Required Sections:

  • Work Experience or Professional Experience
  • Education
  • Skills or Technical Skills
  • Optional: Summary, Certifications, Awards
6

Optimize for Keywords

This is the most critical step - match your resume to the job description.

Action Items:

  • Read the job description and identify key skills and qualifications
  • Use our Keyword Optimization Tool to compare your resume
  • Incorporate exact keyword phrases from the job posting
  • Include both acronyms and full terms (e.g., "SEO" and "Search Engine Optimization")
  • Use keywords naturally throughout your resume, not in a keyword dump
  • Focus on hard skills, software names, and industry terminology
7

Format Dates Consistently

ATS needs to understand your work timeline and experience level.

Action Items:

  • Use the same date format throughout (e.g., "January 2020 - March 2023")
  • Include month and year for each position
  • Use "Present" or "Current" for ongoing roles
  • Avoid special characters in dates (•, /, |)
8

Write Achievement-Focused Bullet Points

Start with action verbs and quantify your accomplishments.

Formula:

[Action Verb] + [Task] + [Result/Impact with Numbers]

Examples:

  • "Increased sales by 35% through implementation of new CRM system"
  • "Managed team of 12 developers to deliver project 2 weeks ahead of schedule"
  • "Reduced customer support tickets by 40% by creating comprehensive FAQ documentation"
9

Keep Resume Length Appropriate

Length matters for both ATS parsing and human readability.

Guidelines:

  • 0-5 years experience: 1 page
  • 5-10 years experience: 1-2 pages
  • 10+ years experience: 2 pages (maximum)
  • Prioritize recent and relevant experience
  • Remove outdated skills and very old positions
10

Test Your Resume

Always test before submitting to ensure ATS can read your resume.

Testing Methods:

  • Use our Free ATS Resume Checker
  • Copy-paste your resume into Notepad - if it's readable, ATS can read it
  • Save as PDF and check if all formatting is preserved
  • Ask a friend to review for clarity and readability

Industry-Specific Considerations

Different industries emphasize different aspects of your resume. Tailor your approach accordingly.

🖥️ Technology & Software Development

  • List specific programming languages, frameworks, and tools
  • Include GitHub profile or portfolio website
  • Mention specific technologies used in job description
  • Quantify impact: "Reduced load time by 50%"

💰 Finance & Accounting

  • Include certifications (CPA, CFA, etc.)
  • List specific software (QuickBooks, SAP, Oracle)
  • Emphasize accuracy and attention to detail
  • Quantify financial impact: "Managed $10M portfolio"

🏥 Healthcare

  • List licenses and certifications prominently
  • Include specific medical systems and software
  • Mention compliance standards (HIPAA, etc.)
  • Emphasize patient care metrics and outcomes

📱 Marketing & Communications

  • List marketing tools (HubSpot, Google Analytics, Salesforce)
  • Include metrics: "Increased engagement by 150%"
  • Mention campaigns and their results
  • Include portfolio or work samples link

Common ATS Mistakes to Avoid

❌

Using fancy templates from Canva or design websites

These often have complex layouts that ATS can't parse

❌

Putting important information in headers/footers

ATS typically ignores headers and footers

❌

Using tables to organize content

Tables confuse ATS parsing algorithms

❌

Keyword stuffing or using invisible text

Modern ATS detects this and may reject your resume

❌

Submitting the same resume for every job

Tailor keywords and experience for each position

Ready to Beat the ATS?

Start by checking your current resume to see what needs improvement

Check My Resume Now - It's Free

Then use our Keyword Optimization Tool to match it to specific jobs