How to optimize your resume for ATS (Applicant Tracking Systems)

In the early 2020s, it started to become alarmingly easy for anyone, from fresh graduates to seasoned professionals, to flood companies with résumés at the click of a button. Fast-forward to today, and you’ve got organizations receiving hundreds (often thousands) of applications within hours of a position going live. Just look at LinkedIn to see what I mean. To manage this tidal wave, employers are increasingly turning to smarter and more aggressive Applicant Tracking Systems (ATS).

These systems have grown more advanced, even harnessing artificial intelligence (AI) to scan, sort, and rank applications based on predetermined criteria. In other words, while you might have all the right skills and experience, the ATS might disqualify you before a human recruiter even sees your name. Not because you’re not qualified, but because the system didn’t recognize the precise keywords or formats it was programmed to detect.

The result is a daunting reality: many capable candidates are weeded out by lines of code long before they have the opportunity to connect with a real person. And with AI's role expanding, ATS software is becoming more unforgiving and selective, filtering out résumés in seconds if they don’t hit the right targets.

It might sound discouraging, but understanding exactly how these systems work (and how to make them work for you) is the key to preventing your application from landing in the digital discard pile.

How Applicant Tracking Systems ‘Read’ Your Résumé

In the past, your résumé might have been handed off to a recruiter who skimmed through your bullets and decided whether or not to move you forward. Today, the first pass on your résumé often doesn’t involve human eyes at all. Instead, Applicant Tracking Systems (ATS) take your uploaded file, whether it’s a Word document or a PDF, and convert it into data the system can process.

When you upload your résumé, the ATS software extracts text from the document. This means that the formatting you’ve spent hours perfecting may be stripped away or reconfigured in the parsing process. It’s why certain fonts, images, and unique layouts can sometimes cause your content to appear jumbled on the other side.

Next, the ATS looks for specific keywords it’s been programmed to find. These typically come from the job description or recruiter input. It is essentially a digital scavenger hunt. If the system locates enough of the right clues (i.e., the targeted keywords), it deems you a better match.

The text is then organized into sections and fields, like “education,” “work experience,” and “skills.” Depending on how well your résumé sections are labeled and how often the system detects relevant keywords, you’ll receive a ranking or “score.” This score helps recruiters prioritize which résumés to review first (or at all).

While the process might seem mechanical, mastering it can mean the difference between hitting a recruiter’s desk or falling through the digital cracks. When you know how the ATS sees your résumé, you can tailor both the structure and wording to make sure you’re positioned for a higher match score.

Layout Do’s

A visually appealing résumé that follows the right layout can be your first win against ATS filters. While some might assume that flashier is better, Applicant Tracking Systems typically prefer structure and clarity over complex design elements. Here are some layout do’s to help your résumé sail through the parsing stage.

Use Standard Headings: Clearly label sections like “Work Experience,” “Skills,” and “Education.” This helps the system quickly identify and categorize your information.

Stick to Simple Fonts: Classic, legible fonts (e.g., Times New Roman, Arial, Calibri) ensure that the ATS can accurately parse text.

Keep Section Titles Consistent: Use uniform formatting and language across section headings. This helps the ATS map your content accurately.

Align All Text to the Left: This might seem minor, but a left-aligned format is friendlier to both human readers and ATS scanning. This is especially true for things like columns. I used to put dates in a separate column aligned to the right, but eventually I discovered that ATS don't parse this format very well. In fact, the dates weren't read until the very end of the document. So as far as the ATS was concerned, my résumé just had a bunch of dates at the bottom of the page and no dates associated with any of my education or work experience.

Use Bullet Points for Clarity: Summaries of key achievements or responsibilities are typically easier to parse (and read) when laid out in simple bullet points.

Choose a Clean Structure: Instead of complicated multi-column layouts or text boxes, keep it straightforward: one column with clear breaks for each section.

Include Enough White Space: A cluttered layout can trip up an ATS trying to locate specific sections. White space helps the system (and recruiters) navigate the doc more easily.

By adopting a clean, easily parseable format, you ensure that your information is captured accurately and presented in the best possible light—both to the ATS and eventually to the human eye.

Layout Don’ts

While it’s tempting to create a résumé that looks like a polished marketing brochure, many design elements that delight the human eye can throw off an ATS. Below are some common layout pitfalls that can send your application into the digital discard pile:

Avoid Tables and Text Boxes: These can scramble your résumé content when parsed. The ATS may lose track of which text belongs to which section.

Don’t Overdo Graphics or Images: Logos, icons, and even decorative lines can break up the flow of text. The system can’t read images, and sometimes the extra elements cause formatting issues. Personally, I avoid images altogether.

Steer Clear of Uncommon Fonts:Quirky or stylized fonts might not translate properly in an ATS, leaving entire sections garbled, out of order, or even missing entirely.

Avoid Multi-Column Designs: While multi-column layouts can look sleek, they can confuse the system if it’s scanning left to right and jumping between multiple columns of text. I mentioned my issues with "date" columns in the above section.

Minimize Complex Formatting: Things like embedded charts or creative text positioning make it difficult for the ATS to determine where one section ends and the next begins.

Don’t Rely on Headers and Footers for Key Info: Applicant Tracking Systems may ignore content in headers and footers, so keep critical details in the main body.

By avoiding these common mistakes, you can ensure that your carefully crafted details aren’t lost in translation. A “less is more” approach is often the safest route when you’re aiming to get your application seen by a real person.

Keywords & Keyphrases

One of the core functions of an Applicant Tracking System (ATS) is to measure how closely your résumé aligns with the job description. A key part of that process revolves around identifying specific keywords and key phrases. If you’re not using the right language, your application may be set aside before anyone has a chance to review it.

So, how do you find and use these essential words?

Study the Job Posting: Most job descriptions contain “must-have” and “preferred” skills. Jot these terms down: technical skills, software proficiency, team-specific tools, and any industry jargon. These are often the exact phrases the ATS looks for.

Weave Them In Naturally: Stuffing your résumé with keywords can backfire if they don’t appear in a logical context. Instead, integrate them seamlessly into your bullet points and job titles.

Mirror Language and Acronyms: If the job description says “Search Engine Optimization (SEO),” make sure to mention both the phrase and acronym in your résumé, so the ATS can pick it up however it’s being filtered.

Focus on Achievements Over Buzzwords: Use the job’s keywords to highlight your achievements and responsibilities. Simply listing terms without framing them around real accomplishments won’t do much to impress the recruiter once you pass the ATS stage.

Refresh for Each Application: Keywords differ from one job listing to another, even if the roles sound similar. Update your résumé for every position to maximize compatibility with each system’s filters.

Remember, to a recruiting algorithm, these words are often what separate a qualified candidate from a random applicant. But don’t forget that once you beat the filter, a real person will read your résumé. It’s not just about sprinkling in the right terms; it’s also about telling a compelling story of what you can bring to the table.

Striking the Right Balance: Tailoring vs. Efficiency

It’s no secret that customizing your résumé for each position is one of the best ways to stand out. Yet, in a job market where hundreds of applications flood in for every opening, rewriting your entire résumé from scratch for every posting quickly becomes impractical. So how do you tailor efficiently without sacrificing quality?

This is where automation tools like GigMagus come into play. By analyzing both your résumé and the job description you’re targeting, solutions like GigMagus can:

Auto-Optimize Layout: Ensures your résumé is formatted properly for ATS parsing. No tables or fancy fonts to jam up the system.

Smart Keyword Integration: Identifies and suggests keywords from the job listing, then weaves them into your existing content without forced repetition.

Quick Edits and Revisions: Allows you to make small edits rather than rewriting your document. Spend more time polishing and less time re-typing entire sections.

By using such platforms, you’ll free yourself from the grunt work of recreating each résumé iteration by hand. Instead, you focus on high-level adjustments—making sure critical keywords are present, double-checking accuracy, and adding a personal touch. This hybrid approach ensures that every application feels custom without requiring an endless amount of time and effort.

Final Checks: Ensuring Your Résumé is ATS-Friendly

Once you’ve refined your layout, integrated crucial keywords, and leveraged helpful tools to streamline the process, it’s time to do a final sweep. Think of this as your quality-control stage. A quick review to make sure nothing slips through the cracks before you hit “apply.”

Proofread for Clarity and Accuracy: Tiny errors in spelling or grammar can make the system less likely to recognize your keywords. Plus, they can leave a poor impression on hiring managers.

Confirm All Relevant Keywords Are Present: Revisit the job description to ensure your résumé addresses every vital skill and phrase.

Check Your Formatting: Make sure fonts, headings, and bullet points are consistent and that you haven’t accidentally introduced tables or images.

Consider a Plain Text Version: If an online form asks you to copy-paste your résumé, a plain text file ensures nothing gets lost. Keep one on hand for these scenarios.

Test It With Tools: If you have access to an ATS-like scanner or features from platforms like GigMagus, run your document through them. It’s an easy way to confirm your résumé is doing what you intend.

By following these final checks, you’ll have a concise, keyword-rich résumé that not only makes it through the ATS but also tells a compelling story once it lands on a recruiter’s desk. Ultimately, it’s about aligning your presentation with the mechanics of modern hiring technology while still letting your unique qualifications shine through.