How to Write a Resume That Beats ATS Systems

What is an ATS and Why Does It Matter?

An Applicant Tracking System (ATS) is software used by companies to manage job applications. Here's the reality: over 75% of resumes are rejected by ATS before a human ever sees them. Understanding how these systems work is your first step to beating them.

The Formatting Rules That Actually Matter

Use a Clean, Simple Format

ATS systems struggle with complex formatting. Stick to these rules:

• Use standard fonts: Arial, Calibri, or Times New Roman
• Avoid tables and columns: They confuse most ATS parsers
• Skip graphics and images: ATS can't read them
• Use standard section headings: "Work Experience," "Education," "Skills"

File Format Matters

Always submit your resume as a .docx file unless specifically asked for PDF. While modern ATS can read PDFs, .docx files have the highest compatibility rate.

The Keyword Strategy That Works

Mirror the Job Description

This is the most important tactic. ATS systems scan for keywords that match the job posting. Here's how to do it right:

1. Read the job description carefully and identify key skills, qualifications, and responsibilities
2. Include exact phrases from the posting when they genuinely apply to your experience
3. Use both acronyms and full terms: "Search Engine Optimization (SEO)" covers both bases
4. Place keywords naturally in your experience descriptions, not in a keyword dump

Focus on Hard Skills

While soft skills matter in interviews, ATS systems primarily scan for hard skills:

• Technical tools and software
• Programming languages
• Certifications
• Industry-specific methodologies

Quantify Your Achievements

ATS might filter for keywords, but hiring managers want to see impact. Use the PAR method:

• Problem: What challenge did you face?
• Action: What did you do?
• Result: What was the measurable outcome?

Example: "Reduced customer churn by 23% by implementing a new onboarding program that increased user engagement within the first 30 days."

Section-by-Section Optimization

Contact Information

• Full name
• Phone number
• Professional email
• LinkedIn URL
• City and state (full address isn't necessary)

Professional Summary

Write 2-3 sentences that include:

• Your current title and years of experience
• Key areas of expertise (use keywords from the job posting)
• A notable achievement with numbers

Work Experience

For each role:

• Company name, job title, dates (Month Year format)
• 3-5 bullet points starting with action verbs
• At least one quantified achievement per role

Skills Section

List 8-12 relevant skills that match the job posting. Prioritize hard skills over soft skills.

Common ATS Mistakes to Avoid

1. Submitting as PDF when .docx is accepted
2. Using creative section headers like "Where I've Made My Mark" instead of "Work Experience"
3. Putting important info in headers/footers (ATS often ignores these)
4. Including references on the resume (they take up space and add no ATS value)
5. Using light-colored text thinking it will "hide" keywords (it won't work and looks bad when printed)

Test Your Resume

Before submitting, run your resume through a free ATS scanner. Services like Jobscan or Resume Worded can show you how well your resume matches a specific job posting.

The Bottom Line

An ATS-optimized resume isn't about gaming the system—it's about clearly communicating your qualifications in a format that both machines and humans can easily understand. Focus on:

1. Clean, simple formatting
2. Strategic keyword placement
3. Quantified achievements
4. Standard section headings

Do this consistently, and you'll see more of your applications make it to the interview stage.