We’ve all been there: you spot your dream job, tailor your resume and type: entry-hyperlink id: 5RDRjIinecBY6p0SpGqdFM, and submit your online application, hoping it will stand out. But instead of impressing the hiring team, your application seems to vanish into the abyss of the applicant tracking system (ATS).

Many job seekers fail to realize that about 75% of resumes never make it past these automated systems. Before a hiring manager even sees your application, it must first meet the criteria of an ATS. Without an ATS-friendly resume, your chances of getting noticed are slim.

In this article, we’ll tell you everything you need to know about ATS systems and how to tailor your resume to those tools — plus, we’ll provide you with an ATS-friendly resume template to make your job easier. Let’s get to it!

What is an applicant tracking system?

An applicant tracking system (ATS) is resume scanning software that recruiters and employers use to collect, sort, and rank job applications during hiring. Initially developed for large companies managing thousands of applications weekly, the ATS quickly became a game-changer for recruitment.

Today, nearly 99% of Fortune 500 companies depend on ATS software to simplify their hiring processes. What started as a tool for large organizations has evolved into an essential resource for businesses of all sizes, helping them manage applications more efficiently.

Why do companies use ATS?

Companies rely on ATS to streamline hiring in today’s complex job market, where an overwhelming number of applications make manual resume screening impractical. Automated systems save time and resources, allowing employers to focus on their core business goals. Legal compliance is another key factor driving ATS adoption. Anti-discrimination laws require employers to ensure fairness in hiring, and ATS helps by minimizing bias in early candidate screenings. These systems assess resumes objectively, ignoring factors like race, gender, and age. The result? Companies can efficiently identify candidates who meet job qualifications while reducing the risk of potential discrimination. ATS not only saves time and costs but also ensures a hiring process that is both effective and legally compliant.

How do applicant tracking systems work?

The ATS parses a resume's content into categories and then scans it for specific and relevant keywords to determine whether the job application should be passed to the recruiter. Its job is to essentially weed out unqualified applicants so the recruiter can devote his or her time to evaluating the candidates who are more likely to be a match for the position. 

Unfortunately, if a resume template is not written and formatted with the applicant tracking system in mind, a qualified candidate can be easily passed over – regardless of actual qualifications.

Can an AI tool help me create an ATS-friendly resume?

In short, yes. Generative AI tools can help you create an ATS-friendly resume by analyzing job descriptions, identifying keywords, and ensuring proper formatting. They optimize your resume for ATS systems, increasing your chances of passing scans and reaching hiring managers.

However, AI tools aren’t ideal for giving your CV a more human touch, which is fundamental to attracting employers and boosting your chances of getting hired. Fortunately, our experts understand how to balance the power of AI with the human aspects of resume writing to provide your CV with what it takes to satisfy both ATS screening and the eyes of hiring managers.

What is an ATS-friendly resume, after all?

To determine what makes an ATS-friendly resume, TopResume analyzed 1,000 resumes from professionals across the US with at least eight years of experience to identify the most common resume mistakes that will cause an applicant tracking system to toss an application. The infographic below highlights type: entry-hyperlink id: shDJoGgILvG9PiqeVXX6k that make ATS an insurmountable obstacle.

Tips on how to make an ATS-friendly resume

If you want to ensure your resume complies with an ATS, follow the tips below to write and use an ATS-optimized resume.

Select the right file type for your resume: PDF vs. Word

Many job seekers assume that PDFs are the best format for resumes, but that’s not always the case. While PDFs preserve your resume’s layout perfectly, not all applicant tracking systems (ATS) can read them correctly. Here’s how to choose the right file type:

• If the ATS explicitly accepts PDFs, you can submit your resume in this format.

• If no file format is specified, play it safe and use a Word document (.doc or .docx).

• Plain-text files are highly ATS-friendly but don’t allow for professional formatting—so they’re not ideal unless required.

Your resume needs to pass ATS screening and appeal to a hiring manager. Since Word documents are both ATS-compatible and allow for a polished design, they’re usually the best choice.

Optimize your resume with keywords

To make your resume ATS-friendly, optimize it with the right keywords. These industry-specific terms describe your type: entry-hyperlink id: 3zk7EfdDRVLEiNPPmKMBgc, expertise, and type: entry-hyperlink id: 1xjV9Cg1gAwI2GW3RupKKy—not just generic buzzwords like “self-starter” or “team player.”

Follow these steps to identify and use the best keywords:

1. Gather 3–5 job descriptions for roles you're interested in.

2. Use a word frequency tool (e.g., Online-Utility.org's Text Analyzer) to find commonly repeated terms.

3. Incorporate these keywords naturally throughout your resume.

4. Match your skills, experience, and education to the job qualifications.

Now, imagine you’re applying for a Marketing Director job. Here’s how to strategically place keywords in a Marketing Director resume:

• Core Competencies/Areas of Expertise section: List key skills such as:

  • Digital Marketing

  • SEO (Search Engine Optimization)

  • Content Strategy

  • Brand Management

  • Data Analytics

  • Paid Advertising (PPC, Google Ads, Meta Ads)

• Work Experience section: Show how you’ve applied these skills:

  • “Led a content strategy overhaul, increasing organic traffic by 35% through SEO optimization.”

  • “Managed a $500K annual digital advertising budget, optimizing PPC campaigns for a 4:1 ROI.”

• Education/Certifications section: Reinforce your expertise:

  • “Google Analytics Certified, specializing in data-driven marketing decisions.”

There are a few reasons why keyword placement matters in an ATS-friendly resume:

• Some ATS platforms assess skills based on frequency (aim for 2–3 mentions of essential keywords).

• Others estimate experience length based on where a skill appears. If you list “SEO” under a role you held for five years, the ATS may assume you have five years of SEO experience.

• To maximize ATS compatibility, repeat key skills across multiple sections—not just in a single list.

Avoid putting key info in the header or footer

Some applicant tracking systems don’t read and parse information in the header and footer sections of a Word document. According to our study, the ATS could not identify a portion of the job seeker's contact information 25% of the time. Avoid this by placing key contact details (such as name, phone number, and email address) outside your resume’s header or footer. 

Stick to simple bullet points

Bullet points are a great way to highlight your type: entry-hyperlink id: 7uvySAFKCvbyrFQsmgMKR1 and make your resume easier to scan. They help break up dense text, making it simpler for both an ATS and a hiring manager to quickly find key details.

However, be aware that not all bullet points are ATS-friendly. Certain symbols can cause formatting errors or even make your resume unreadable. To keep your resume ATS-friendly:

• Use basic bullet styles:

  • ● Solid circles

  • ○ Open circles

  • ■ Squares

• Avoid fancy icons or symbols that could become unreadable.

This small formatting choice can make a big difference in how your resume is processed. Keep it simple to ensure your accomplishments stand out the way they should.

Include a resume headline

Your resume must include a type: entry-hyperlink id: 5VHcnLX5PKIdVTrDNRNv6D right after your contact information and before your type: entry-hyperlink id: 4HJUT9XIq3uSXBYdmRSw7B. Companies using ATS to screen resumes typically include the job title in their ATS assessment criteria. Here’s how to create an ATS-friendly headline:

Identify the job title you're applying for: It should be in the job posting or description. In the Marketing Director job example, those two words must be in your headline.

Highlight key requirements: It could be as simple as “at least five years of experience in managing Marketing teams.” You may want to incorporate this into your headline, too.

Use descriptive language: Create a headline that includes the job title and something that immediately identifies you as a qualified candidate. It could be something like this:

Dynamic Marketing Director with over 5 years of experience in client success

Avoid images, charts, and other graphics

While resumes with embedded images may look nice to the human eye, they become a garbled mess after they pass through the applicant tracking system. 

• The ATS often converts any type of image or graph into funky characters (e.g., $&%#*)

• The ATS could read this as an error on your resume file, indicating the file is corrupt

• The ATS could wholly reject your resume

Remember: ATS rejection is one of the main reasons job seekers get ghosted by companies. 

Use a clean resume design with a clear hierarchy

When it comes to design, less is more. Complex or unusual formats confuse most systems and annoy recruiters who are used to quickly scanning CVs for specific information in specific areas within the document. Two-column resume formats, for example, should be avoided at all costs.

How to create an ATS-friendly resume format

To write a type: entry-hyperlink id: 4R3f0Z04pdR1eHgl13sOXS, stick to a standard type: entry-hyperlink id: 3Sah6n6kU6DsEQal2Z7I1k such as a reverse chronological or hybrid resume. These formats use professional summary sections at the top to outline your key skills and qualifications and combine it with a chronological “Work History” section explaining how you've leveraged these qualities to produce results in past jobs.

Most applicant tracking systems do a better job at reading and interpreting a reverse chronological or hybrid format because they rely on chronological data to parse your resume.

Below is a simple structure that you can use to ensure that your resume satisfies the needs of both the ATS and any hiring manager who sees it:

Header

First and Last Name

Location | Phone Number | Email | LinkedIn URL | Portfolio URL (optional)

Resume Headline

A three to five-sentence elevator pitch designed to capture any hiring manager's attention. You can include keywords in this paragraph highlighting your most vital skills, experiences, and measurable achievements that showcase your potential value to the employer. 

Core Competencies

This is where you list the skills that show you're qualified for the position. Depending on the job you're seeking, your skill section may be weighted toward either type: entry-hyperlink id: 73xK7IegFKxM81DuhLDpEv – but you should try to include some mix of both. 

Professional Experience

Otherwise known as type: entry-hyperlink id: 3S9agOaCDnO8UNKcxkJRA9, this labelled section should include your relevant work history dating back 10-15 years. Start by listing your most recent position and work backward. For each position you've held, include the company name, job title, dates of employment, and up to five bullet point examples that demonstrate your achievements in each role.

Company Name | mm/yyyy-mm/yyyy

Role title

• Achievement #1

• Achievement #2

• Achievement #3

Education

This section needs to be labelled and mention the college you attended, years of attendance, your course of study and degree, and any relevant coursework to prove your qualifications. You can also include listings for certifications, continuing education, and other relevant training.

ATS-friendly resume template

Now, it’s time to explore our ATS-friendly resume template. It follows the structure explained above, and to make it more real, it takes an example of someone applying for a Project Manager job. Of course, you can adapt it as you wish, according to your industry, skills, and experience.

Rosie Smith

London, ON | (123) 456-7890 | rosie.smith@email.com | linkedin.com/in/rosiesmith

Project Manager | Driving Efficiency & Delivering Results

Results-driven Project Manager with over 10 years of experience leading cross-functional teams to successfully execute projects on time and within budget. Adept at streamlining processes, optimizing resources, and mitigating risks to improve overall operational efficiency. Strong ability to foster collaboration, manage stakeholder expectations, and implement agile methodologies. Committed to delivering high-impact solutions that align with organizational goals.

Core Competencies

• Project Management

• Agile & Scrum Methodologies

• Stakeholder Communication

• Risk Management

• Process Optimization

• Budget Management

• Team Leadership

• Resource Allocation

• Strategic Planning

• Performance Improvement

Professional Experience

XYZ Consulting Group | 05/2019 - Present Senior Project Manager

• Led multiple high-value projects from initiation to completion, ensuring on-time delivery and adherence to budget constraints.

• Implemented agile methodologies to improve team collaboration and project efficiency, reducing turnaround time by 20%.

• Developed risk management strategies that minimized project disruptions and improved overall success rates.

• Spearheaded process optimization initiatives, increasing productivity by 15% through workflow improvements.

• Managed stakeholder communication to align project deliverables with business objectives.

ABC Tech Solutions | 08/2015 - 04/2019 Project Manager

• Oversaw end-to-end project execution, managing budgets, timelines, and resources effectively.

• Optimized resource allocation to maximize efficiency, resulting in a 10% cost reduction.

• Led cross-functional teams through Agile and Scrum frameworks to drive continuous improvement.

• Enhanced project performance by implementing strategic planning and risk assessment methodologies.

• Strengthened stakeholder relationships through transparent communication and expectation management.

Education & Certifications

Western University, London, ON Bachelor of Business Administration, 2010 - 2014 Relevant coursework: Project Management, Business Strategy, Organizational Leadership

Certifications:

• Project Management Professional (PMP)

• Certified Scrum Master (CSM)

• Lean Six Sigma Green Belt

How do I know if my resume is ATS-compatible?

There are two easy ways to determine if your resume is compatible with an applicant tracking system during the job search.

Convert your resume to a plain-text file

Copy all of the content from your resume, paste it into a plain-text document, and review the results. If the plain-text version is missing details from your original CV, has characters saved incorrectly, or looks disorganized (i.e., the heading for your type: entry-hyperlink id: 71mWjOlBMk9bBYubdxFifO appears in the middle of “Work experience”), then assume it needs editing before it's ATS-compatible.

Request a free ATS scan for your resume

Your best option is to get a resume writing service to scan your resume. Most, including TopResume, offer this free of charge!

In fact, when you request a free resume review from TopResume, you'll receive feedback on your resume's content and its ATS compatibility. You'll learn the following: 

• What your resume is doing well 

• Where it's falling short, from both an information and design perspective

• What information an ATS will pull from your resume

• What information the ATS will misread 

• Which top skills and keywords your resume currently rank for

• What options are available to you to correct any resume shortcomings to secure more interviews

Related watching: Click on the following link to watch our latest #OfficeHours video on type: entry-hyperlink id: 6d60fVx95X1XU5JRbpcA69.

Creating an ATS-friendly resume: final thoughts

You might feel like optimizing your resume for ATS is a lot of effort. But ask yourself: is sending out hundreds of generic resumes with no response any easier? Crafting an ATS-friendly resume ensures that your application stands out and you have a better chance of getting an interview.

The choice is yours: spend time customizing your resume for success or risk being ignored by automated filters. Don’t let an ATS stop you from landing your dream job—start creating an ATS-friendly resume today and get one step closer to the career you deserve.

Don't let the ATS stop you from landing your dream job. Get an ATS-proof resume today.