Most job seekers don’t realize their resume rarely reaches a real person — at least not right away. Before it ever lands in front of a hiring manager, it usually has to pass through an Applicant Tracking System, or ATS.
An ATS resume isn’t a nice-to-have. It’s a must.
Applicant Tracking Systems are designed to filter, rank, and sort applications based on relevance. A well-written resume can be disqualified automatically if it isn’t formatted or worded in a way the software can process. That means qualified candidates are often screened out before a human even gets the chance to skim their experience.
That’s where strategy comes in. An ATS resume needs to do two things:
- Get past the ATS
- Impress a human hiring manager
An Applicant Tracking System (ATS) is software used by employers to manage incoming job applications. Instead of sorting through hundreds of resumes manually, hiring teams rely on ATS software to filter out unqualified applicants, rank the rest, and surface the most relevant candidates.
This isn’t a trend — it’s standard practice. Nearly every large company uses an ATS, and more small to mid-sized businesses are following suit. If you’ve ever applied online, there’s a high chance your resume was reviewed by software before a human ever saw it.
In short: even a well-qualified applicant can get filtered out for reasons that have nothing to do with their experience.
If your resume isn’t built to work with an ATS, it’s not working as hard as it should be.
How ATS Software Screens Resumes
One of the primary functions of an ATS is keyword matching. The system scans the resume for specific terms and phrases that align with the job requirements. Resumes that closely match the desired criteria are ranked higher, making them more likely to be reviewed by a human recruiter. Conversely, resumes lacking relevant keywords or containing formatting issues may be ranked lower or even excluded from consideration.
It’s important to note that while ATS software aids in filtering candidates, it doesn’t make final hiring decisions. Instead, it serves as a tool to help recruiters manage large volumes of applications efficiently. By understanding how ATS software screens resumes, job seekers can optimize their applications to improve their chances of progressing through the hiring process.
Top ATS Mistakes Job Seekers Make
Most rejected resumes aren’t tossed out because of bad experience — they’re filtered out because the system couldn’t read or rank them properly. These common mistakes are the top reasons an ATS resume gets ignored before a human ever sees it.
Overdesigned Formatting
What it is: Resumes with columns, tables, text boxes, icons, and graphics — the kind you often get from Canva templates or creative resume builders.
Why it matters: ATS software reads resumes like a robot, line by line. When content is placed inside tables or columns, the system can get confused about the order, skip over content entirely, or display it out of sequence. That can mean your job titles, company names, or even contact details don’t get picked up.
What to do instead: Use a clean, single-column layout. Align text to the left, and avoid anything that breaks the flow of reading from top to bottom. If you’re using a template, make sure it’s ATS-compatible — or better yet, build it in Word with formatting you control.
Wrong File Type
What it is: Uploading your resume as a PDF when the system prefers a Word document (.doc or .docx).
Why it matters: While PDFs preserve formatting, not all ATS platforms parse them correctly — especially older or budget systems. That can result in missing text, garbled formatting, or unreadable files.
What to do instead: Use .docx unless the job posting explicitly says to use PDF. If you’re concerned about formatting getting messed up, double-check the Word document’s alignment and spacing before uploading.
Poor Keyword Matching
What it is: Using vague or alternate phrasing instead of the exact terms found in the job description.
Why it matters: ATS platforms are programmed to match specific keywords tied to the role. If a job listing emphasizes “project management software” and your resume says “productivity tools,” that’s a miss in the system’s eyes — even if you’re qualified.
What to do instead: Mirror the employer’s language. If they say “customer relationship management” instead of “CRM,” use that exact phrase — or include both. Always customize your resume to each job description.
Keyword Stuffing
What it is: Copying and pasting a list of keywords or repeating terms excessively just to “game the system.”
Why it matters: ATS software has evolved. It can detect unnatural repetition or attempts to pad a resume with irrelevant keywords. Worse, when a human sees it later, it makes your resume look bloated and unprofessional.
What to do instead: Weave relevant keywords into actual accomplishments. Instead of writing “leadership” five times, show where and how you led a team, solved a problem, or managed a project. Context always beats repetition.
Important Info in Headers/Footers
What it is: Placing your name, phone number, or email address inside the header or footer section of a Word document.
Why it matters: Many ATS platforms don’t scan these sections properly. If your contact info is hidden there, your resume might be flagged as incomplete — or worse, unreadable.
What to do instead: Keep all essential information in the main body of the document. Put your contact details at the top, but outside of any official header section.
Creative Headings and Labels
What it is: Renaming standard resume sections to sound more personal or unique — like “Where I’ve Been” instead of “Work Experience.”
Why it matters: ATS software is programmed to look for familiar section titles to categorize your experience. If it doesn’t recognize your label, it might skip the section entirely.
What to do instead: Use clear, conventional labels: “Professional Summary,” “Skills,” “Work Experience,” “Education.” You can be creative in your descriptions — but the structure needs to be predictable for the software.
Check out these quick reads:
Human Strategy Still Matters
An ATS resume isn’t just about getting past the software — it also needs to engage a real person. Once the system ranks or flags candidates, the recruiter or hiring manager steps in. And they’re not reading every word — they’re skimming.
Research shows recruiters spend about 7–10 seconds scanning a resume before deciding whether to keep reading. At that point, visual clarity, layout, and relevance matter just as much as keywords.
Here’s what makes an ATS-friendly resume human-friendly too:
Clear Hierarchy
Job titles should be bold and stand out. Company names, dates, and locations should follow a consistent pattern. Recruiters scan in patterns — help them find what they’re looking for quickly.
Bullet Points That Deliver Value
Each bullet should focus on impact, not just responsibility. Start with strong verbs, and include metrics when possible. Numbers catch the eye — use them.
Instead of:
“Responsible for managing a sales team.”
Try: “Managed a 6-person sales team and increased territory revenue by 22% in 12 months.”
Logical Flow
Put the most relevant experience near the top. If you’re changing industries or roles, consider a brief summary at the top that frames your value proposition — not a generic “objective” statement.
Avoid Visual Clutter
Even if you’ve passed the ATS, overly decorative resumes can still hurt readability. Fancy fonts, odd spacing, or mismatched formatting distract from your content. Clean and consistent always wins.
Check out these resume samples:
✔️ ATS-Ready Resume Checklist
Use this checklist to make sure your resume is optimized before you apply:
- Uses a clean, single-column layout
- Saved as a .docx file
- Standard section headings
- Contact info not in headers/footers
- Relevant keywords used naturally
- Bullet points show accomplishments
- Numerals used for all numbers
- Font is simple and legible
- Dates and formatting are consistent
- Layout is skimmable and clean
Want a Second Pair of Eyes on Your Resume?
Sometimes it helps to have a pro look things over.
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