How to Create an ATS-Optimized Resume: Complete 2025 Guide
Learn how to beat applicant tracking systems and land more interviews with our expert guide to ATS-optimized resumes.
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Did you know that 75% of resumes never reach a human recruiter? They're filtered out by Applicant Tracking Systems (ATS) before anyone even sees them. If you've been sending out resumes with no response, your resume might not be ATS-optimized.
In this comprehensive guide, you'll learn exactly how to create an ATS-optimized resume that gets past the bots and lands on a hiring manager's desk. Whether you're applying to Fortune 500 companies or startups, these strategies will dramatically increase your interview rate.
What is an ATS and Why It Matters
An Applicant Tracking System (ATS) is software that companies use to manage job applications. Think of it as a digital gatekeeper that scans, parses, and ranks resumes before human eyes ever see them.
Key ATS Statistics for 2025:
- ✓ 99% of Fortune 500 companies use ATS software
- ✓ 75% of resumes are rejected before reaching a human
- ✓ Companies receive an average of 250 applications per job posting
- ✓ ATS scans for specific keywords from the job description
- ✓ Resumes with 60%+ keyword match are more likely to pass
How ATS Software Works
When you submit your resume, here's what happens behind the scenes:
- Parsing: The ATS extracts information from your resume (name, contact info, work experience, education, skills)
- Keyword Matching: It compares your resume against the job description, looking for specific keywords and phrases
- Scoring: Your resume receives a match score based on how well it aligns with the job requirements
- Ranking: Applications are ranked from highest to lowest match
- Filtering: Only top-scoring resumes (typically 25-30%) are reviewed by recruiters
This is why an ATS-friendly resume format is crucial. A beautifully designed resume with graphics and creative formatting might look impressive to humans but could be completely unreadable to an ATS, causing your application to be automatically rejected.
10 Essential ATS Resume Tips
1. Use Standard Section Headings
ATS software looks for specific section headers to categorize your information. Stick to conventional headings that the system can easily recognize:
✓ Use These:
- • Work Experience
- • Professional Experience
- • Education
- • Skills
- • Certifications
✗ Avoid These:
- • Where I've Been
- • My Journey
- • What I Know
- • Expertise
- • Career Highlights
2. Choose ATS-Friendly Fonts
Fancy or decorative fonts can confuse ATS software. Stick to clean, professional fonts that are easy to parse:
✓ Best ATS-Friendly Fonts:
- • Arial
- • Calibri
- • Georgia
- • Helvetica
- • Times New Roman
- • Garamond
Font size: Use 10-12pt for body text, 14-16pt for headings
3. Avoid Tables, Text Boxes, and Graphics
ATS systems struggle to read content inside tables, text boxes, headers, footers, and graphics. They often skip this information entirely or parse it incorrectly.
❌ Avoid:
- • Tables for layout
- • Text boxes
- • Images or logos
- • Charts or graphs
- • Headers and footers
- • Columns
4. Include Relevant Keywords from the Job Description
This is the most critical ATS optimization strategy. The system is literally searching for specific words and phrases from the job posting.
How to Find the Right Keywords:
- 1. Copy the job description into a word cloud generator
- 2. Identify repeated skills, qualifications, and requirements
- 3. Note specific software, tools, or methodologies mentioned
- 4. Look for action verbs (managed, developed, implemented)
- 5. Include both spelled-out and abbreviated terms (e.g., "Search Engine Optimization (SEO)")
Pro tip: Naturally incorporate keywords 2-3 times throughout your resume in relevant contexts. Don't keyword stuff!
5. Use a Reverse-Chronological Format
ATS systems are designed to read the standard reverse-chronological format (most recent experience first). This format is also preferred by 90% of recruiters.
List your work experience starting with your current or most recent position and working backwards. Include the company name, your job title, employment dates, and bullet points describing your achievements.
6. Save as the Right File Format
The file format you submit matters. Most ATS systems can read multiple formats, but some are safer than others:
✓ Best Formats:
- • .docx (Microsoft Word) - Most compatible
- • .pdf - Good, but only if generated from Word or a resume builder
✗ Avoid:
- • .jpg or .png (image files)
- • Scanned PDFs
- • Pages or other non-standard formats
7. Use Bullet Points, Not Paragraphs
ATS systems and human recruiters prefer bullet points because they're easier to scan. Start each bullet with a strong action verb.
✓ Good Example:
- • Managed team of 12 developers to deliver projects 20% ahead of schedule
- • Implemented Agile methodology, increasing team productivity by 35%
- • Reduced software bugs by 45% through comprehensive code review process
✗ Bad Example:
I was responsible for managing a team of developers and I implemented new processes that helped improve productivity and reduce bugs in our software products.
8. Spell Out Acronyms
Different companies may use different terminology. Always spell out acronyms on first use, then use the abbreviation:
- • "Search Engine Optimization (SEO)" not just "SEO"
- • "Customer Relationship Management (CRM)" not just "CRM"
- • "Bachelor of Science (B.S.)" not just "B.S."
This ensures the ATS catches your qualifications whether the job description uses the full term or abbreviation.
9. Include a Skills Section
Create a dedicated "Skills" section with keywords that match the job description. This is prime real estate for ATS scanning.
Example Skills Section:
Technical Skills:
Python, JavaScript, React, Node.js, SQL, MongoDB, AWS, Docker, Git
Soft Skills:
Project Management, Team Leadership, Agile/Scrum, Cross-functional Collaboration, Strategic Planning
10. Keep Contact Information Simple
Place your contact information at the top of your resume in a simple, clean format. Avoid putting it in headers or footers where ATS might miss it.
✓ Good Format:
John Smith
john.smith@email.com | (555) 123-4567
linkedin.com/in/johnsmith | San Francisco, CA
Note: Include location (city, state) if it's relevant to the job. Many ATS systems filter by location.
ATS Resume Format Examples
Here's a side-by-side comparison of resume formats to help you understand what works and what doesn't for ATS systems:
❌ Non-ATS-Friendly Format
- • Contact info in header/footer
- • Creative section titles ("My Journey" instead of "Work Experience")
- • Skills displayed in charts or graphs
- • Two-column layout with tables
- • Decorative fonts and heavy graphics
- • Text boxes for achievements
- • Photo of yourself
Result: ATS may fail to parse important information, leading to automatic rejection.
✓ ATS-Friendly Format
- • Contact info at top of page (not in header)
- • Standard section titles (Experience, Education, Skills)
- • Simple bullet-point list of skills
- • Single-column, top-to-bottom layout
- • Professional fonts (Arial, Calibri, Georgia)
- • Plain text formatting
- • No photos or graphics
Result: ATS successfully parses all information, resume gets high match score and reaches recruiter.
Recommended Resume Structure:
- 1. Contact Information - Name, phone, email, LinkedIn, location
- 2. Professional Summary or Objective (optional) - 2-3 sentences with key qualifications
- 3. Work Experience - Reverse chronological order with bullet points
- 4. Education - Degree, institution, graduation date, relevant coursework
- 5. Skills - Technical and soft skills relevant to the job
- 6. Certifications (if applicable) - Professional certifications and licenses
- 7. Additional Sections (optional) - Publications, Awards, Volunteer Work
Common ATS Mistakes That Get You Rejected
Even experienced job seekers make these critical errors. Here's what to avoid:
1. Using a Template from Canva or Photoshop
While these templates look beautiful, they're usually image-based or use complex formatting that ATS cannot read. Instead, use a dedicated resume builder that generates ATS-friendly formats.
Solution: Use QuickCV or similar resume builders designed specifically for ATS compatibility.
2. Submitting as a Scanned PDF or Image
If you create a resume in Word, print it, scan it back in, and save as PDF, the ATS cannot read it. The system sees it as an image with no extractable text.
Solution: Always generate PDFs digitally from your word processor or resume builder, never from a scanner.
3. Ignoring Job Description Keywords
Sending the same generic resume to every job is a common mistake. ATS systems are looking for specific keywords from the job posting.
Solution: Customize your resume for each application by incorporating relevant keywords from the job description.
4. Relying Too Much on Acronyms
Using only "MBA" without writing "Master of Business Administration" might cause you to miss matches if the ATS is searching for the full term.
Solution: Write out the full term followed by the acronym in parentheses: "Master of Business Administration (MBA)".
5. Using Special Characters or Symbols
Symbols like ★, ♦, or ● for bullet points can confuse ATS. Stick to standard formatting.
Solution: Use standard bullet points (•) or hyphens (-) and avoid decorative symbols.
6. Inconsistent Date Formatting
Using different date formats throughout your resume (Jan 2020, 01/2020, January 2020) can confuse the ATS parser.
Solution: Pick one date format and use it consistently: "January 2020 - Present" or "01/2020 - Present".
7. Leaving Out Soft Skills
Many job seekers focus only on technical skills, but modern ATS also looks for soft skills like "leadership," "communication," or "problem-solving."
Solution: Include both technical and soft skills that are mentioned in the job description.
Your ATS Resume Checklist
Use this checklist before submitting your resume to ensure it's fully ATS-optimized:
Format & Structure
- □Contact information is at the top (not in header/footer)
- □Using standard section headings (Work Experience, Education, Skills)
- □Reverse-chronological format (most recent first)
- □Single-column layout (no tables or columns)
- □No text boxes, headers, or footers
- □Consistent date formatting throughout
Typography & Design
- □Using ATS-friendly fonts (Arial, Calibri, Georgia, etc.)
- □Font size 10-12pt for body text, 14-16pt for headings
- □No images, logos, or graphics
- □Standard bullet points (no special characters)
- □No charts or graphs
Content & Keywords
- □Analyzed job description for keywords
- □Incorporated relevant keywords naturally throughout resume
- □Spelled out acronyms on first use
- □Included both technical and soft skills
- □Used action verbs to start bullet points
- □Quantified achievements with numbers and percentages
- □Tailored resume to match job description
Technical Requirements
- □Saving as .docx or PDF (not scanned)
- □File name is professional (FirstName-LastName-Resume.pdf)
- □Tested resume by copy-pasting into plain text editor
- □No errors or garbled text when parsed
Want to ensure your resume passes ATS?
QuickCV is specifically designed to create ATS-optimized resumes. All our templates are ATS-friendly, and we automatically format your content to maximize your chances of getting past the bots.
Create Your ATS-Optimized Resume Free →Frequently Asked Questions
How do I know if a company uses ATS?
Most medium to large companies (50+ employees) use ATS software. If you're applying through an online portal rather than emailing your resume directly, there's a 90%+ chance an ATS is processing your application. It's always safer to assume ATS is being used and optimize accordingly.
Can I test my resume for ATS compatibility?
Yes! A simple test is to copy your resume content and paste it into a plain text editor (like Notepad). If the information is readable and properly organized, it's likely ATS-friendly. You can also use online ATS scanners or resume builders like QuickCV that ensure ATS compatibility by default.
Should I use PDF or Word format for ATS?
Both .docx (Word) and PDF formats work with modern ATS systems. However, .docx is generally safer as it's universally compatible. If you use PDF, make sure it's generated digitally (not scanned) and from a reliable source. When in doubt, submit in the format requested in the job posting.
How many keywords should I include in my resume?
There's no magic number, but aim for 60-80% keyword match with the job description. Focus on naturally incorporating 15-25 relevant keywords throughout your resume. Quality matters more than quantity—keywords should fit naturally within your actual experience and skills.
Will ATS reject my resume for being too long?
ATS doesn't automatically reject resumes based on length, but recruiters do. For most professionals, 1-2 pages is ideal. If you have extensive experience (10+ years), two pages is acceptable. Focus on relevance rather than length—include only information that directly relates to the position.
Can I still make my resume visually appealing for ATS?
Absolutely! You can use bold text, italics, different font sizes for headings, lines/dividers, and spacing to create visual hierarchy. The key is avoiding complex design elements like tables, text boxes, and graphics. A clean, well-organized ATS-friendly resume can still look professional and modern.
What if my experience doesn't match the keywords perfectly?
Focus on transferable skills and use similar terminology. If the job requires "customer service" and you have "client relations" experience, mention both terms. Be honest—never lie about skills or experience—but do highlight how your background translates to the role's requirements.
Should I include a photo on my ATS resume?
No. In the US and UK, including photos is not recommended and can confuse ATS. Some ATS systems can't process images and may reject your resume. Additionally, photos can introduce unconscious bias. Only include a photo if specifically requested or if it's customary in your country (e.g., some European countries).
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