ATS-friendly resume tips from real recruiters

Over 98% of Fortune 500 companies use Applicant Tracking Systems (ATS) to filter resumes before human recruiters ever see them. This means your perfectly crafted resume might never reach human eyes if it is not optimized for these automated systems.

We interviewed dozens of recruiters from top companies including Google, Microsoft, Amazon, and leading recruiting agencies to understand exactly what makes a resume ATS-friendly. Here are their insider tips to help your resume pass through the digital gatekeepers and land in front of hiring managers.

Understanding How ATS Systems Work

Before diving into specific tips, it is crucial to understand how ATS systems process your resume. According to Sarah Chen, Senior Technical Recruiter at Microsoft, "ATS systems parse your resume into different fields - name, contact information, work experience, education, and skills. If the system cannot read your resume properly, it might reject you automatically."

What ATS Systems Look For

• Keyword matching: Specific skills, job titles, and industry terms from the job description
• Proper formatting: Clean, parseable structure that the system can understand
• Relevant experience: Work history that aligns with the position requirements
• Education credentials: Degrees, certifications, and training relevant to the role
• Contact information: Current, professional contact details

Essential ATS Resume Formatting Rules

1. Use Standard Section Headings

"Stick to conventional section headers that ATS systems recognize," advises Marcus Rodriguez, Recruiting Director at Amazon. "Creative headers like "My Journey" instead of "Work Experience" will confuse the system."

ATS-Friendly Headers:

• Work Experience (not "Professional Journey" or "Career History")
• Education (not "Academic Background" or "Learning")
• Skills (not "Core Competencies" or "Expertise")
• Certifications (not "Professional Development")
• Contact Information (not "Get In Touch")

2. Choose the Right File Format

"Always submit your resume as a .docx or .pdf file," recommends Jennifer Liu, Head of Talent Acquisition at Google. "Most modern ATS systems handle both formats well, but .docx tends to have fewer parsing issues."

Best Formats in Order:

1. Microsoft Word (.docx) - Best compatibility
2. PDF (.pdf) - Good, but some older systems struggle
3. Plain text (.txt) - Guaranteed to work but looks unprofessional

Avoid These Formats:

• Images (.jpg, .png) - Cannot be parsed at all
• Adobe InDesign files - Not readable by ATS
• Pages files (.pages) - Limited compatibility

3. Use Simple, Clean Formatting

According to Lisa Park, Senior Recruiter at Salesforce, "Fancy graphics, unusual fonts, and complex layouts break ATS parsing. Keep it simple and professional."

Formatting Best Practices:

• Use standard fonts: Arial, Calibri, Times New Roman, or Helvetica
• Font size between 10-12 points for body text
• Use bullet points instead of symbols or graphics
• Avoid headers and footers (some ATS systems ignore them)
• Use standard bullet points (• or -), not custom symbols
• Stick to black text on white background

Keyword Optimization Strategies

1. Mirror the Job Description Language

"The biggest mistake I see is candidates using different terminology than what is in the job posting," explains David Thompson, Technical Recruiting Manager at IBM. "If the job asks for "JavaScript," do not just put "JS" on your resume."

Keyword Matching Tips:

• Use exact phrases from the job description when truthful and relevant
• Include both acronyms and full terms (e.g., "Search Engine Optimization (SEO)")
• Match the job title format used in the posting
• Include industry-specific terminology and jargon
• Use variations of important keywords throughout your resume

2. Strategic Keyword Placement

"Place your most important keywords in multiple sections," advises Rachel Green, Recruiting Lead at Adobe. "Include them in your summary, skills section, and work experience descriptions."

Where to Include Keywords:

• Professional Summary: 2-3 sentences highlighting key qualifications
• Skills Section: Comprehensive list of relevant technical and soft skills
• Work Experience: Natural integration within job descriptions
• Education Section: Relevant coursework, projects, and certifications

3. Avoid Keyword Stuffing

"Some candidates try to game the system by repeating keywords unnaturally," warns Michael Foster, VP of Talent at Netflix. "This backfires when human recruiters read your resume. Keywords should flow naturally within context."

Work Experience Section Optimization

1. Use Standard Job Titles

"If your official title was "Code Ninja" but you are applying for "Software Engineer" positions, consider using the industry-standard title," suggests Amy Wang, Senior Technical Recruiter at Meta.

Job Title Best Practices:

• Use widely recognized job titles that match your target role
• Include your official title in parentheses if different
• Avoid internal company jargon or creative titles
• Match the seniority level terminology from job postings

2. Include Dates and Company Information

"ATS systems look for consistent date formatting and complete company information," notes Carlos Martinez, Recruiting Director at Oracle.

Required Information:

• Company name and location (city, state)
• Your job title
• Employment dates (month/year format: "January 2020 - Present")
• Brief company description for lesser-known organizations

3. Write Achievement-Focused Bullet Points

"Start each bullet point with strong action verbs and include quantifiable results when possible," recommends Priya Patel, Head of Engineering Recruitment at Uber.

Strong Action Verbs for Different Functions:

• Management: Led, Managed, Supervised, Coordinated, Directed
• Technical: Developed, Implemented, Designed, Optimized, Automated
• Sales/Marketing: Increased, Generated, Achieved, Exceeded, Launched
• Analysis: Analyzed, Evaluated, Assessed, Researched, Identified

Skills Section Best Practices

1. Separate Technical and Soft Skills

"Create distinct sections for technical skills and soft skills," advises Kevin O'Brien, Senior Recruiter at LinkedIn. "This helps ATS systems categorize your abilities correctly."

Technical Skills Format:

• Programming Languages: Python, Java, JavaScript, C++
• Frameworks: React, Angular, Django, Spring Boot
• Databases: MySQL, PostgreSQL, MongoDB, Redis
• Tools: Git, Docker, Kubernetes, AWS

Soft Skills Examples:

• Leadership and Team Management
• Project Management and Planning
• Communication and Presentation
• Problem-Solving and Critical Thinking

2. Include Proficiency Levels When Relevant

"For technical skills, consider indicating your proficiency level," suggests Maria Gonzalez, Technical Recruiting Manager at Spotify. "This helps both ATS systems and recruiters understand your expertise."

Proficiency Level Examples:

• Expert: 5+ years of professional experience
• Advanced: 3-5 years of professional experience
• Intermediate: 1-3 years of experience
• Beginner: Less than 1 year or learning

Education and Certifications

1. Standard Education Formatting

"Include your degree type, major, school name, and graduation year," recommends Tom Anderson, University Relations Manager at Apple. "ATS systems look for these specific data points."

Education Section Format:

• Degree Type and Major (e.g., "Bachelor of Science in Computer Science")
• University Name and Location
• Graduation Date (month and year)
• GPA (if 3.5 or higher and recent graduate)
• Relevant coursework (for entry-level positions)

2. Highlight Relevant Certifications

"Certifications can be keyword goldmines," notes Jessica Kim, Cloud Recruiting Specialist at AWS. "Include the full certification name, issuing organization, and date obtained."

Certification Best Practices:

• List current, relevant certifications first
• Include certification numbers when applicable
• Mention if certifications are in progress
• Group similar certifications together

Common ATS Resume Mistakes to Avoid

1. Using Tables and Columns

"Tables completely break ATS parsing," warns Robert Chen, Senior Recruiter at Tesla. "The system reads across rows instead of down columns, scrambling your information."

2. Including Personal Information

"Never include photos, age, marital status, or other personal details," advises Linda Thompson, HR Director at JPMorgan Chase. "This information is not relevant and can cause legal issues for employers."

3. Using Fancy Graphics or Charts

"Skill charts, progress bars, and infographic elements cannot be read by ATS systems," explains Alex Rivera, Recruiting Manager at Airbnb. "Stick to text-based descriptions."

4. Inconsistent Formatting

"Consistency is key for ATS parsing," notes Emma Davis, Technical Recruiter at Slack. "Use the same date format, bullet style, and font throughout your resume."

ATS Testing and Optimization

1. Test Your Resume

"Copy and paste your resume into a plain text document," suggests Mark Wilson, Recruiting Operations Manager at Dropbox. "If it looks readable and maintains its structure, it should parse well in ATS systems."

2. Use Online ATS Scanners

Several free tools can help you test your resume's ATS compatibility:

• Jobscan - Compares your resume against specific job descriptions
• ResumeWorded - Provides ATS optimization suggestions
• SkillSyncer - Analyzes keyword matching and formatting

3. Create Multiple Versions

"Tailor your resume for different types of positions," recommends Sophie Turner, Head of Talent at Zoom. "A data scientist resume should emphasize different keywords than a software engineer resume."

Industry-Specific ATS Tips

Technology Sector

• Include specific programming languages, frameworks, and tools
• Mention version numbers when relevant (e.g., "Python 3.9")
• Include GitHub profile and portfolio links
• Highlight open-source contributions and personal projects

Healthcare Industry

• Include license numbers and certification details
• Use medical terminology and abbreviations correctly
• Mention specific medical systems and software experience
• Include continuing education and training

Finance and Banking

• Highlight relevant certifications (CFA, FRM, CPA)
• Include specific financial software and systems
• Mention regulatory knowledge and compliance experience
• Quantify financial achievements and results

The Human Factor: Beyond ATS Optimization

"Remember that passing the ATS is just the first step," reminds Catherine Lee, VP of People at Stripe. "Your resume still needs to impress human recruiters and hiring managers."

Balancing ATS and Human Readability

• Use keywords naturally within compelling narratives
• Focus on achievements and impact, not just responsibilities
• Keep your resume scannable with clear headings and bullet points
• Maintain a professional tone while showing personality
• Ensure your resume tells a coherent career story

Final Thoughts from Recruiters

"The job market is competitive, but an ATS-optimized resume gives you a significant advantage," concludes Jennifer Martinez, Chief People Officer at Shopify. "Follow these guidelines, but remember that authenticity and relevant experience are still the most important factors."

The key to ATS success is understanding that these systems are tools to help recruiters manage large volumes of applications efficiently. By optimizing your resume for ATS while maintaining quality content for human readers, you maximize your chances of landing interviews and ultimately securing your dream job.

Remember to regularly update your resume based on new job requirements and industry trends. What worked for ATS systems five years ago may not be effective today, so stay informed about best practices and continuously refine your approach.