How to Make Your Resume ATS-Friendly: Step-by-Step Guide

Transform Your Resume into an ATS-Optimized Document

Your resume may shine with your hard-earned achievements, but if it can't navigate an Applicant Tracking System (ATS), those accomplishments will remain unseen by hiring managers. Creating an ATS-friendly resume isn't about dumbing it down; it's about smart formatting and strategic content choices that can significantly increase your chances of landing an interview.

Why ATS-Friendliness Matters

Did you know that up to 75% of resumes are rejected by ATS before a human ever sees them? This staggering statistic highlights the critical importance of optimizing your resume for these automated systems. In fact, job seekers who utilize ATS-optimized resumes boost their chances of getting past initial screenings by over 50%.

Real-World Example

Consider Sarah, a marketing professional who tailored her resume for a digital marketing manager position. By incorporating keywords from the job description and using a straightforward format, she landed interviews at three companies within weeks.

Step 1: Choose the Right File Format

The file format you choose can make or break your application. Here’s what works best:

Best formats:

Microsoft Word (.docx) - Most universally compatible
Plain text (.txt) - Guaranteed parsing but loses formatting
PDF - Works with many modern ATS, but check job posting instructions

Formats to avoid:

Images (JPEG, PNG)
Scanned documents
Password-protected files
Apple Pages or Google Docs (export to .docx first)

When a job posting specifies a preferred format, always follow those instructions to avoid automatic rejection.

Step 2: Use a Clean, Simple Layout

ATS software reads resumes from top to bottom, left to right. Here’s how to keep your layout ATS-friendly:

Do:

Use a single-column format
Stick to standard section headings
Leave adequate white space
Use consistent formatting throughout

Avoid:

Multi-column layouts
Tables (even invisible ones)
Text boxes
Headers and footers (ATS often cannot read these)
Graphics, logos, or images

Sample Layout

John Doe  
123 Main St, Springfield, IL 62701  
(555) 123-4567  
john.doe@email.com  
LinkedIn: linkedin.com/in/johndoe

## Professional Summary  
Dynamic marketing professional with 5+ years of experience in digital strategy, seeking to leverage expertise in data-driven marketing to drive growth at XYZ Corp.

## Work Experience
**Digital Marketing Specialist**  
ABC Marketing, Springfield, IL  
Jan 2020 - Present  
- Increased social media engagement by 150% in 6 months through targeted campaigns.
- Developed SEO strategies that improved website traffic by 35%.

## Education  
B.A. in Marketing  
University of Illinois, Urbana-Champaign  
Graduated: May 2018

Step 3: Pick ATS-Compatible Fonts

While creative fonts might catch a human eye, they can confuse ATS. Stick with standard, professional fonts:

Arial
Calibri
Cambria
Georgia
Helvetica
Times New Roman
Verdana

Use a font size between 10 and 12 points for body text, and slightly larger (14-16 points) for your name and section headings.

Step 4: Structure Your Sections Properly

Use clear, conventional section headers that ATS systems recognize:

Standard section names:

Contact Information
Professional Summary or Summary
Work Experience or Experience
Education
Skills
Certifications

Section names to avoid:

"What I Bring to the Table"
"My Journey"
"Career Narrative"
Any overly creative alternatives

Step 5: Optimize Your Contact Information

Place your contact details at the top of the document (not in a header). Include:

Full name
Phone number
Professional email address
City and state (full address optional)
LinkedIn URL (optional but recommended)

Avoid using icons next to your contact information—spell things out or use standard formatting.

Step 6: Format Your Work Experience Correctly

Each job entry should follow a consistent format that ATS can easily parse:

Job Title
Company Name | City, State | Month Year - Month Year

Achievement or responsibility using action verbs
Quantified accomplishments with specific metrics (e.g., "Increased sales by 30% in 6 months")
Relevant duty that matches job requirements

Important tips:

Spell out months or use standard abbreviations (e.g., Jan, Feb)
Include both company name and job title
Use standard date formats (e.g., MM/YYYY)
Start bullet points with strong action verbs (e.g., "Developed," "Managed")

Step 7: Incorporate Keywords Strategically

Keywords are the secret to ATS success. Here’s how to use them effectively:

Where to find keywords:

The job description (most important source)
Company website and careers page
Industry publications and job boards
LinkedIn profiles of people in similar roles

Where to place keywords:

Professional summary
Skills section
Work experience bullets
Education section (certifications, relevant coursework)

How to use them:

Include both spelled-out terms and acronyms (e.g., "Search Engine Optimization (SEO)")
Use keywords in context, not just as a list
Match the exact phrasing from the job description when possible
Include variations (e.g., "managed" and "management")

Keyword Example

If a job posting mentions "project management" and "agile methodologies," ensure both phrases appear in your professional summary and experience sections.

Step 8: Create a Dedicated Skills Section

A clearly labeled skills section helps ATS quickly identify your qualifications. Organize your skills logically:

Technical Skills: Python, SQL, Tableau, Microsoft Excel
Languages: Spanish (Fluent), French (Conversational)
Certifications: PMP, AWS Certified Solutions Architect

List skills as plain text separated by commas or bullet points—avoid rating systems, bars, or graphics.

Step 9: Proofread for ATS-Specific Issues

Before submitting, check for these common problems:

Special characters that might not parse correctly
Unusual bullet point symbols (use standard bullets)
Inconsistent formatting
Spelling errors in keywords
Missing or incorrect section headings

Step 10: Test Your Resume

Before sending applications, test your resume to ensure ATS compatibility:

Copy and paste your resume content into a plain text file
Check if the information remains organized and readable
Use online ATS simulation tools to identify issues
Have Jobfolio's ATS analyzer review your resume for optimization opportunities

The Jobfolio Advantage

Creating an ATS-friendly resume manually requires attention to countless details. Jobfolio streamlines this process by automatically analyzing your resume against ATS best practices. Our tools identify formatting issues, suggest keyword improvements, and help you create resumes that pass automated screening while still impressing human readers.

Conclusion

Making your resume ATS-friendly is not about choosing between human appeal and machine readability—you need both. By following these steps, you create a document that not only successfully navigates automated systems but also compels hiring managers to bring you in for an interview.

Remember: the best ATS-optimized resume is one that authentically represents your qualifications while being formatted in a way that technology can accurately interpret. Start implementing these strategies today, and watch your interview rate improve. For more detailed assistance, check out our guide on how to Create Your Resume and test it with our ATS Checker to ensure it's ready for submission!

Additional Resources

For further reading, explore our articles on Crafting a Professional Summary and Leveraging LinkedIn for Job Search.

Call to Action

Ready to revamp your resume? Implement these practical steps and increase your chances of landing that dream job today!

How to Make Your Resume ATS-Friendly: A Step-by-Step Guide