What is an ATS Resume?
Have you ever written an incredible resume and sent it off, only to hear no reply? “Huh!” you think. “The competition must be fierce.”
You could be wrong. While most candidates assume the only gatekeeper between them and the interview is the recruiters, companies often use a computer system to filter resumes. In fact, up to three-quarters of job applications are never seen by human eyes.
Applicant tracking systems (ATS) are now standard in most business environments. Because companies receive dozens, if not hundreds, of applications for a single role, the ATS assesses each resume based on set criteria, eliminating any that fail to hold up.
So, what factors should ATS resumes include? How does an ATS work? And what best practices should you follow when writing an ATS resume? Let’s find out.
In this guide:
⟩ What is an ATS (Applicant Tracking System)?
⟩ How Do Applicant Tracking Systems Work
⟩ Writing an ATS-Friendly Resume
What is an ATS (Applicant Tracking System)?
An applicant tracking system, or ATS, is a form of resume scanning software trusted by recruiters and employers to determine if an applicant is qualified for a job opening. Due to the influx of job applications, large-scale companies need to find a way to eliminate the lowest-level candidates. Unfortunately, even the best candidates can be filtered out if they fail to write for the system requirements.
Almost all Fortune 500 companies rely on ATS software to streamline their recruitment process. While smaller companies are unlikely to use the system, if you’re applying for a corporate job, your resume will be fed through an ATS.
Here are a few stats:
An ATS is used by 70% of large companies.
Small and mid-sized businesses have a 20% adoption rate for ATS.
75% of recruiters employ ATS or similar technology to assess applicants and enhance the candidate experience.
94% of recruiters report that their ATS has significantly improved their hiring processes.
Usually, the software automatically scans the resume, evaluating things like technical skills, certifications, and work experience. Only after the ATS software approves your resume will human recruiters read through it. So, you’ve got to write it in such a way to pass over this hurdle.
What is an ATS Resume?
An ATS resume, or ATS-friendly resume, is just like any other resume at first glance. The difference is that it includes all the features ATS software uses to appraise a candidate. That primarily means resume keywords.
Resume keywords are the pieces of jargon or technical terminology that relate to the job requirements, skills, expertise, and qualifications. You’ll often find these keywords throughout the initial job description. Incorporating these keywords effectively ensures that the resume passes the initial screening by the ATS, increasing your chances of being noticed by a human recruiter.
But it’s not just about resume keywords. The formatting and structure of your CV may also be evaluated. For instance, using simple fonts, clear section headings, and avoiding images or complex graphics helps improve ATS compatibility.
In addition, the file type is critical. ATS software understands text-based formats like Word documents or plain text files but may struggle to accurately read your information from a PDF. It’s just one more factor to consider.
How Do Applicant Tracking Systems Work
When scanning a resume, the ATS reviews the key information, including your contact details, job titles, and education history. Currently, such systems are relatively ‘dumb’ – using set criteria to evaluate the information. However, we can expect future iterations to include generative AI capabilities, resulting in a deeper understanding of your resume’s content.
Here’s how it works:
1. Input Information. Employers add the job description to the ATS, which automatically identifies and stores keywords related to skills, qualifications, and experience. Depending on the role, there could be a handful of resume keywords or hundreds.
2. Resume Submission. Candidates begin to submit their resumes online through company websites or job portals. The system is set up so that the ATS reviews the resumes as they’re received.
3. Parsing and Scanning. The ATS parses the resume, extracting information like contact details, work experience, education, and skills. It then scans the content for the identified keywords and phrases. If the resume has a confusing format, the ATS can struggle to accurately parse the information.
4. Ranking and Filtering. The ATS ranks resumes based on their evaluated relevance to the job description. If the resume fails to meet the minimum criteria, such as lacking specific keywords or required qualifications, the ATS filters out the resume.
5. Generating Shortlists. After the closing date for applications, the ATS generates a shortlist of candidates who best match the job requirements. The system organizes and stores candidate information, providing reports on recruitment metrics and compliance. Hiring managers and other recruiters can then review the resume directly.
As you can see, ATS is the ultimate gatekeeper. You could have the best resume of any candidate, but if you fail to meet the ATS criteria, you won’t make it through. That being said, many resumes will incidentally hit most of the criteria; the recruiters aren’t trying to trick you. However, with a few simple tweaks and tips, you can ensure your resume is ATS bulletproof.
Writing an ATS-Friendly Resume
Ready to ATS optimize your resume? It’s not as hard as it sounds. While you can’t know the precise criteria used by the recruiter, there are some basic rules you should adhere to. Follow these 8 steps when writing an ATS resume:
1. Read the Job Description
Let me say it again: companies aren’t trying to trick you. Like an exam question, all the information you need is contained in the initial description. It’s your only insight into the minds of the recruiters.
Usually, job descriptions contain an overview of the role, a list of responsibilities, and even requirements for candidates. Go through the job description, highlighting phrases, keywords, or other information you think is relevant.
For example, if a front-end developer’s job description states that all candidates must be proficient with JavaScript and C++, you should include these phrases in your resume. You can be sure that they’re part of the ATS criteria.
However, you can also deduce other potential resume keywords from the ones listed. Administrative positions may not outright require a familiarity with Microsoft Office or data entry. However, including them in your skill section is sensible.
Here’s an example job description (the keywords are highlighted):
Position: Marketing Manager
We are seeking a Marketing Manager with a proven track record in developing marketing strategies, managing campaigns, and leading a team. Strong analytical skills, creativity, and the ability to drive brand growth are essential.
Responsibilities:
Develop and implement marketing plans to boost brand awareness and sales.
Manage digital marketing campaigns (social media, email, PPC).
Lead a marketing team to achieve goals.
Conduct market research to find growth opportunities.
Collaborate with the sales team on promotions.
Monitor and report on campaign performance.
Manage the marketing budget effectively.
Ensure marketing activities align with brand guidelines.
Requirements:
Bachelor’s degree in Marketing, Business, or related field.
5+ years of marketing experience, including 2+ years in a managerial role.
Strong knowledge of digital marketing techniques.
Excellent communication and leadership skills.
Ability to manage multiple projects.
Proficient in marketing analytics and reporting tools.
Creative problem-solving skills.
Ask yourself: what other resume keywords should you include in a resume based on the description above? Project management, email marketing, and social media marketing are just a few that come to mind.
2. Use an ATS-Friendly Resume Format
Resumes come in several different formats, from academic resumes to functional resumes – the latter focuses on skills and experience. However, the chronological format is the preferred option for ATS software.
In this resume format, you list your previous jobs in reverse chronological order, starting with the most recent and the preceding backward. After your work history, you move on to education and skills.
If you have no large employment gaps or career changes, the chronological format is best. Otherwise, a functional resume or combination resume may be the preferred option.
3. Add the Standard Section Labels
Some candidates think that to stand out, you need to reinvent the wheel, or else they’re simply not familiar with the standard resume format. Including sections like “Why You Should Hire Me” or “Where I Studied” will confuse the ATS software.
ATS-Friendly Section Labels:
Work History
Skills
Education History
ATS Unfriendly Section Labels:
Stuff I’ve Worked On
What I’m Good At
Where I Studied
4. Include Resume Keywords
Resume keywords are the #1 aspect of a good ATS resume. Usually, the terms fall into two categories: hard skills and soft skills. You should always include hard skills related to the role in your resume. However, soft skills are sometimes best left to the interview, depending on your industry.
There’s a temptation simply to stuff your skills section with as many keywords as possible. However, the best ATS resumes sprinkle keywords throughout the resume summary, work history, and skills section.
Don’t just jump straight into writing your resume. List out some ideas for resume keywords, perform an online search, and look at other job descriptions. You can also consider variations on the keywords. For example, if your primary keyword is ‘digital marketing,’ secondary variations could include ‘online marketing’ or ‘internet advertising.’ Other keywords you might want to include could be ‘SEO marketing’ or ‘content creation.’
Take a look at this resume summary example. The resume keywords are highlighted in bold.
Dynamic Marketing Manager with over 5 years of experience in developing and executing innovative marketing strategies. Proven track record in managing successful digital marketing campaigns across social media, email, and PPC. Skilled in team leadership, market research, and budget management. Adept at using marketing analytics to drive brand growth and optimize performance. Excellent communicator with strong problem-solving abilities, ready to collaborate with sales teams and align all activities with brand guidelines.
Alongside the resume summary, this candidate included several more keywords in the work history section.
Marketing Manager, ABC Corp
June 2019 - Present
Developed and implemented marketing plans, increasing brand awareness and sales by 30%.
Managed digital marketing campaigns across social media, email, and PPC, boosting engagement by 25%.
Led a team of 5 marketing professionals, improving team productivity by 20%.
Conducted market research and collaborated with the sales team on promotional strategies, increasing lead generation by 15%.
5. Avoid Confusing Formatting
Headers, columns, images, charts, and other graphics will only confuse the ATS software. And yet, 21% of resumes include charts and graphics that are unreadable. Keep your resume simple, well-organized, and easy to read.
6. Don’t Include Important Information in the Header
The header and foot section of a Word Document should never contain any important information. Some ATS software isn’t capable of parsing information in the header. Despite this, applicants routinely include their contact information in the header, damaging their chances of success.
Your contact information should be located at the top of the page. But, for best results, keep the header clear.
7. Choose an ATS-Optimized Font
Fancy fonts might help you stand out in a pile of resumes, but it won’t get past the ATS stage. Don’t try anything clever. Stick to basic fonts like Times New Roman, Calibri, Arial, or Georgia. The font size should be between 10 and 12 points. Candidates with a more extensive work history should opt for a smaller font.
If you want to appear more professional, choose one font for the headers and another for the main text body. There are plenty of design options you can implement that won’t confuse the software. Search online for inspiration.
8. Select the Correct File Type
Almost half of all resumes are submitted using an incompatible file type. Some older ATS software struggles to understand resume PDF files. However, given that PDF files are the standard file type for such submissions, it’s unlikely to be a problem.
Look for specific criteria explaining which file type to use. If the job listing doesn’t specify, you’re normally safe with either PDF or .docx.
Key Takeaways
That’s your complete guide on ATS resumes. Let’s recap what we’ve learned:
An Applicant Tracking System (ATS) filters job applications based on specific keywords, qualifications, and experience to streamline the recruitment process.
Incorporate job-specific keywords from the job description throughout your resume to pass the ATS screening.
Use basic fonts and clear headings, and avoid images or complex graphics to ensure the resume is ATS-compatible.
Stick to conventional section labels like “Work History,” “Skills,” and “Education” to avoid confusing the ATS.
Submit resumes in text-based formats like .docx or plain text, as some ATS software may struggle with PDFs.