How to Write a Resume That Passes ATS Scans

Today, more than 90% of large companies use an Applicant Tracking System (ATS) to filter resumes before a human recruiter ever sees them. If your resume is not optimized for ATS scans, it may never reach the hiring manager, no matter how qualified you are. That’s why writing an ATS-friendly resume is crucial to your job search success.

This guide explains what ATS is, how it works, and practical strategies to craft a resume that not only passes the scan but also appeals to human readers.

What Is an Applicant Tracking System (ATS)?

An ATS is software used by employers to screen, sort, and rank resumes based on specific criteria such as keywords, skills, and experience. Instead of manually reading each application, recruiters rely on the ATS to quickly identify the most relevant candidates.

If your resume doesn’t contain the right keywords or uses an incompatible format, the ATS may reject it automatically—even if you’re highly qualified.

Why ATS Optimization Matters

• Saves time for recruiters: With hundreds of applicants per role, ATS narrows the pool quickly.
• Levels the playing field: Only resumes that match the job description move forward.
• Increases your chances: A properly optimized resume ensures your qualifications are not overlooked.

In short, if your resume is not ATS-friendly, it’s invisible to employers.

Choosing the Right Resume Format

ATS software is designed to scan text efficiently, but it struggles with overly complex designs. Stick to these formats:

• Chronological resume: Highlights work history, ideal for steady career paths.
• Combination resume: Mixes skills and experience, useful for mid-career professionals.

Avoid heavily designed templates, text boxes, headers/footers, or graphics, as many ATS systems cannot read them. A simple, clean layout is best.

Using Keywords Strategically

One of the most important aspects of passing ATS scans is keyword optimization. Here’s how to do it:

• Analyze the job description for recurring terms such as required skills, certifications, and tools.
• Incorporate these keywords naturally into your resume’s work experience, skills, and summary sections.
• Use both acronyms and full terms (e.g., “SEO” and “Search Engine Optimization”).
• Avoid keyword stuffing, which looks unnatural to recruiters.

Structuring Resume Sections for ATS

Your resume should follow a logical structure so the ATS can read it correctly. Include these key sections:

• Contact Information: Name, phone, email, LinkedIn (avoid placing in headers/footers).
• Professional Summary: A concise statement with targeted keywords.
• Work Experience: Job titles, company names, dates, and bullet points highlighting accomplishments.
• Skills: A dedicated section with both hard and soft skills.
• Education and Certifications: Degrees, schools, and relevant licenses.

Writing ATS-Friendly Bullet Points

When describing your experience, use achievement-focused bullet points that include measurable results and keywords. For example:

• Increased website traffic by 45% through SEO strategies.
• Managed a team of 8 to deliver projects two weeks ahead of schedule.
• Reduced operational costs by 15% using data-driven process improvements.

This approach ensures both the ATS and the recruiter can easily identify your impact.

File Types That Work Best

Not all file types are ATS-compatible. The safest options are:

• .doc or .docx (Microsoft Word)
• .pdf (only if the job posting specifically allows it—some ATS struggle with PDFs)

Always follow the employer’s instructions for file submission.

Common Mistakes That Cause ATS Rejection

• Using images, logos, or graphics instead of plain text.
• Embedding important details in tables, columns, or unusual fonts.
• Leaving out key skills or industry-specific terms.
• Submitting the wrong file type.
• Overloading with irrelevant keywords.

Avoiding these errors ensures your resume remains readable and effective.

Balancing ATS Optimization With Human Appeal

While it’s important to optimize for ATS, remember that a recruiter will eventually read your resume. Keep it professional, concise, and easy to scan for humans as well. Focus on:

• Clarity and readability
• Consistent formatting
• Achievements over duties
• A strong professional summary

Updating and Testing Your Resume

Job markets change, and so do job descriptions. Update your resume regularly with new skills and achievements. You can also test your resume with online ATS checkers to see how well it scores against job postings.

Conclusion

An ATS-friendly resume is no longer optional—it’s essential. By choosing the right format, using targeted keywords, and structuring your content clearly, you increase your chances of getting past the initial scan and into the hands of a recruiter.

Think of ATS optimization as the first step to landing interviews. A resume that balances keyword strategy with clear, compelling content not only passes software filters but also convinces hiring managers you’re the right fit for the job.