Applicant tracking systems (ATS) play a central role in modern recruiting. Employers rely on ATS software to parse, filter, and rank resumes before a human ever sees them. Without the right resume formatting for applicant tracking systems, highly qualified job seekers risk losing out to automated filters. This guide outlines the strategies, structures, and tools you need to make your resume ATS-friendly and increase your interview chances.
How Applicant Tracking Systems Work
Applicant tracking systems automatically scan and process resumes submitted for open roles. Their main purpose is to streamline the hiring process by extracting structured information from thousands of applications. Understanding the basics of how these systems assess resumes helps you format your document for optimal results.
- Parsing and Extraction: ATS software reads submitted resumes, extracting contact details, education, skills, work experience, and other core sections. It strips out unnecessary formatting and searches for relevant keywords that match the job description.
- Scoring and Ranking: Key components are weighted during analysis. According to a Jobscan survey, ATS programs prioritize:
- Skills: 76.4%
- Education: 59.7%
- Job Titles: 55.3%
- Decision Filters: Many systems apply knockout filters such as mandatory certifications or specific keywords, automatically moving resumes forward or out depending on criteria.
For a deeper explanation, see Columbia Career Education's resource on ATS parsing and best practices.
The Importance of Resume Formatting for Applicant Tracking Systems
Formatting determines if your resume can be accurately read and ranked by ATS software. Common mistakes like complex layouts, non-standard fonts, and graphics can confuse these systems, causing valuable information to be missed.
A well-formatted resume ensures:
- Accurate parsing of your data
- Proper keyword detection
- Clear chronological progression of your experience
- High likelihood of passing automated screening
Recent data shows that only 25% of resumes pass initial ATS screening (NovoResume statistics), making standout formatting a significant competitive advantage.
ATS-Friendly Resume Formatting: Key Principles
1. Use Standard, Readable Fonts
Select fonts that are widely supported and easy for both systems and humans to process. Best choices include:
- Arial
- Calibri
- Times New Roman
Avoid decorative fonts or script styles, which may be misinterpreted during parsing.
2. Stick to a Simple Layout (No Columns or Graphics)
Columns, text boxes, images, and infographics often cause ATS algorithms to garble or ignore content. Opt for a single-column, left-aligned structure.
3. Use Clear Section Headings
Label each section with common titles ATS software understands, such as:
- Professional Summary
- Work Experience
- Education
- Skills
- Certifications
Custom or creative section names (e.g., "Career Adventure") can cause important information to be skipped.
4. Maintain the Right Resume Length
Most ATS-friendly resumes perform best at 1 page for early career professionals (475-600 words) and at most 2 pages for seasoned professionals. Keep content concise, focused on impact, and free of fluff.
5. Save in an Accepted File Format
The best formats for ATS readability are:
- Microsoft Word (.doc or .docx)
- Plain Text (.txt)
- PDF (if permitted, but some older systems have issues with PDFs)
Always check the job listing requirements.
See Pitt Career Blog for more formatting guidance.
Common Formatting Mistakes to Avoid
Many resumes fail to pass through ATS due to these recurring formatting errors:
- Using columns, tables, or graphics that fragment critical information
- Adding headers and footers for contact details (avoid—these may be missed)
- Including images such as photos or logos
- Saving in unaccepted formats (e.g., .rtf, unusual PDF structures)
- Using non-standard or creative fonts
- Not labeling sections with standard headings
For more examples of mistakes, Jobscan’s full list is an excellent resource.
Optimizing Keywords for ATS Success
One of the most powerful strategies is aligning your resume keywords with the language employers use in the job description. This mirrors what the ATS is programmed to search for.
How to Identify and Use Keywords
- Job Description Analysis: Copy keywords directly from the job listing—especially role titles, required skills, and industry-specific terms.
- Skills: List both hard and soft skills, but focus on technical proficiencies and certifications that match the listing.
- Certifications and Licenses: Over 50% of ATS systems filter for specific qualifications (Jobscan data).
- Action Verbs: Use verbs from the job posting (e.g., "managed", "developed", "implemented").
For advanced tips, see our article Resume Keyword Placement for ATS: Precise Strategies that Work.
Pro Tip: Each job application should receive a slightly customized resume with keywords tailored for that specific listing.
ATS-Friendly Resume Templates
Templates built for ATS compatibility can save time and provide a reliable structure. A good template will avoid columns, images, text boxes, and unique formatting elements that could trip up scanning systems.
Elements of an ATS-compliant template:
- Clean, single-column layout
- Standard headings (e.g., Work Experience, Education)
- Contact information at the top (not in header/footer)
- Bullet points to list achievements and responsibilities
- Relatively neutral colors and fonts
For free template resources and examples, explore our post Best Free ATS-Friendly Templates for Job Winning Resumes.
Tools to Check ATS Compliance
These tools allow you to upload or scan your resume to receive instant feedback on formatting, keyword alignment, and section recognition:
- Jobscan: Matches your resume’s language and structure to a job posting, highlighting areas to improve Jobscan ATS Survey.
- ATS Resume Checker: Online tool that analyzes readability, keyword density, and section structure.
CraftedCV: The Modern Solution for ATS-Optimized Resumes
CraftedCV is built to solve ATS resume challenges in a single click. Here’s why job seekers trust it over generic editors:
- One-Click Resume Tailoring: Instantly matches any resume to a specific job description, saving hours of editing.
- ATS Optimization: Integrates keywords, standard formatting, and section naming to pass ATS filters with ease.
- AI-Powered Precision: Uses advanced algorithms to connect your skills and experience with employer requirements.
- Time-Saving Efficiency: Automates formatting, keyword suggestions, and other tedious tasks—ideal for applying to multiple roles.
- No Hidden Costs: Premium features without surprise paywalls or upgrades.
- Clean, Recruiter-Friendly Templates: Professional layouts available in both PDF and Word export.
- Intuitive User Interface: Fast, frustration-free experience with clear progress indicators.
- Competitive Edge: Outperforms tools like Rezi and Enhancv by focusing specifically on instant job-to-resume matching.
For more on how tailored, AI-powered tools can raise your interview prospects, read Custom Resumes Online: Expert Guide for Tailored, ATS-Ready Success.
Sample Step-by-Step: Formatting Your Resume for ATS
- Select a single-column, standard format template.
- Use a basic font like Arial or Calibri sized 10–12 pt.
- Label each section with common headings: Summary, Work Experience, Education, Skills.
- List your achievements and skills with bullet points.
- Customize your keywords for each job application.
- Place contact information at the top, not in headers/footers.
- Export in Word format (.docx), unless a PDF is requested and specifically supported.
- Run your resume through Jobscan, ATS Resume Checker, or CraftedCV for an ATS readiness assessment.
Real-World Impact: Why ATS Formatting Matters
More than 98% of Fortune 500 companies use ATS software (source). Even mid-size firms increasingly rely on these systems. Crafting an ATS-ready resume is the first, non-negotiable step to standing out at all stages of your job search.
For a closer look at tailoring strategies and more detailed formatting tips, our guide Resume Optimization for Applicant Tracking: Proven Strategies & Tools offers practical examples and recommended solutions.
Frequently Asked Questions (FAQ)
How do applicant tracking systems read and score resumes?
ATS software scans resumes for standard section headings, keywords, job titles, education, and skills. It scores resumes based on how closely these match the employer’s job description and requirements.
Should I use columns or tables in my ATS resume?
No, columns and tables often confuse ATS software and may cause important information to be missed. Stick to a single-column format.
Are PDF resumes ATS-friendly?
Some modern ATS can read PDFs, but older systems may have trouble. Microsoft Word (.docx) is the safest format unless the employer asks for PDFs.
Where should I place my contact details on an ATS resume?
Put all contact information at the top of your resume, not in headers or footers, to ensure ATS software processes it correctly.
What resume fonts are best for ATS compatibility?
Use standard fonts like Arial, Calibri, or Times New Roman. Avoid decorative or unusual fonts that might not parse properly.
How do I know if my resume will pass ATS screening?
Use tools like Jobscan, ATS Resume Checker, or a platform like CraftedCV to scan your resume and receive feedback on keywords, formatting, and structure.
Should certifications and licenses appear on my resume?
Yes, listing certifications and licenses boosts your ATS match rate, as over half of hiring systems actively search for them.
Can I use graphics, logos, or images to make my resume stand out?
No, graphics and images can break ATS parsing. Keep your design simple and text-based for the best results.
How often should I update the keywords in my resume?
Update your keywords for every job application to match the specific language and requirements of each listing.
What’s the easiest way to create an ATS-optimized resume?
Use a specialized resume builder like CraftedCV, which automates formatting, keywords, and tailoring to each role in a single click.
For more expert strategies and templates, visit our other resources on ATS success and resume writing.