ATS-Friendly Resume: How to Format Your CV So Software Can Read It

If you have applied for jobs online, your resume has almost certainly passed through an applicant tracking system (ATS). These systems — such as Workday, Greenhouse, Lever, iCIMS, Ashby and SAP SuccessFactors — store applications, manage interview stages and let recruiters search candidates. They also parse your resume into structured fields like name, job titles, dates and skills.

There is a lot of fear and myth about ATS software. You may have read that "75% of resumes are rejected by robots". The reality is more nuanced: in most companies, a human still decides. But the ATS affects what that human sees. If your resume is parsed badly or does not contain the words recruiters search for, you may simply never appear. This guide explains how to format a resume that works for both the software and the person reading it.

How an ATS actually works

1. Parsing: the system extracts text from your file and tries to map it into fields (contact details, experience, education, skills).
2. Storage and search: recruiters filter and search the candidate database by keywords, titles, locations and answers to screening questions.
3. Screening questions: knockout questions (such as work authorisation or required licences) can automatically filter applications.
4. Ranking (sometimes): some systems score or rank candidates against the job description, but many recruiters still review applications manually.

So the two things you control are: making your resume easy to parse, and making sure relevant terms are present. For a platform-specific look, see our reviews of Workday and Ashby.

Formatting rules that help parsing

• Use a single-column layout. Multi-column designs can be read out of order.
• Use standard section headings: "Experience", "Education", "Skills", "Certifications". Creative headings like "Where I've Been" confuse parsers.
• Avoid tables, text boxes and graphics for key content. Text inside them may be skipped.
• Keep contact details in the body, not in the document header or footer.
• Use common fonts such as Arial, Calibri, Helvetica or Georgia at 10–12pt.
• Write dates consistently (e.g. "Mar 2023 – Present").
• Use simple bullet points — round or square, not icons.
• Skip skill bars and ratings. "Python ●●●●○" means nothing to software and little to humans.

Which file type: PDF or Word?

Modern ATS platforms handle text-based PDFs well, and PDF preserves your layout. Use Word (.docx) if the application specifically asks for it. Never upload a scanned image or a PDF exported as an image — the system cannot read the text. A quick test: open your PDF, select all text and paste it into a plain text editor. If it comes out in the right order and nothing is missing, you are fine.

Keywords: use them honestly

Recruiters search for skills, tools, certifications and job titles. To make sure you show up:

1. Read the job description and highlight hard skills, tools and qualifications that appear repeatedly.
2. Use the exact phrasing where it is true for you ("Salesforce" rather than only "CRM"; "project management" as well as "PMP").
3. Include both spelled-out and abbreviated forms for key terms: "Search Engine Optimisation (SEO)".
4. Place keywords in context — in your summary, job bullets and skills section — rather than as a hidden list.

Do not paste the job description in white text or stuff keywords you do not have. Recruiters see the parsed text, and dishonesty tends to end the process at interview.

A simple ATS-friendly structure

Write bullets that work for humans too

Passing the ATS is only the first step. A recruiter will then scan your resume quickly. Strong bullets start with an action verb, describe what you did and show a result:

• "Automated weekly sales reporting in Power BI, saving the team 6 hours per week."
• "Managed onboarding for 45 enterprise customers with 98% on-time go-lives."

Before and after: a real-world example

Here is how a typical bullet changes when you rewrite it for both parsing and people.

Before: "Responsible for social stuff and helping the team with campaigns and reports."

After: "Managed LinkedIn and Instagram campaigns for three B2B products; built monthly performance reports in Google Analytics and Looker Studio that guided budget allocation."

The second version contains searchable terms (LinkedIn, Instagram, B2B, Google Analytics, Looker Studio, campaigns, reports), a clear scope and a sense of impact. It is also simply more interesting to read. Do this for your top three bullets in each role and your resume will improve more than any template change could make it.

Don't forget the application form

Many candidates focus on the resume and rush the form. But knockout questions and form fields (location, work authorisation, salary, notice period) are often what filters applications first. Answer accurately and completely, and match job titles on the form with those on your resume. For remote jobs, be precise about where you live and can legally work — see why remote jobs have country restrictions.

ATS checklist before you apply

• Single column, standard headings, no tables for key content.
• Contact details in the body of the document.
• Text-based PDF or .docx; copy-paste test passed.
• Job title and top skills from the ad appear where true.
• Consistent dates and no unexplained abbreviations.
• File named clearly: "Firstname-Lastname-Resume.pdf".
• Spelling checked — typos in keywords can make you invisible to searches.

Frequently asked questions

Do ATS systems automatically reject most resumes?

Automatic rejection usually comes from knockout questions, not from resume "scores". But poor parsing and missing keywords can make you hard to find.

Can I use a designed resume template?

Use a simple, clean design for online applications. Keep a more visual version for networking or portfolio use if your field values it.

Should I tailor my resume for every job?

Yes — at least your summary, skills and top bullets. It takes minutes and improves both searchability and relevance.

Go further

Our in-depth guide to passing ATS screening covers advanced tactics, and how recruiters search explains what they type into these systems. Want expert eyes on your file? Try our CV review, then apply to live jobs.