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How To Write an ATS-Friendly Resume That Actually Gets Seen

April 25, 2025
Edited by
10
min read

3 key takeaways

  • Learn what makes an ATS-friendly resume—from formatting rules to keyword placement
  • Get a step-by-step guide for creating a resume for hiring software and human readers
  • Discover how to write a resume that’s optimized for ATS and aligned with the job you actually want

An ATS-friendly resume is easy for applicant tracking systems to scan, and just as clear for a human to review. These systems help recruiters organize and search job applications, which means formatting and language matter more than most people realize.

We’re not here to fear-monger about robots rejecting your resume or overwhelm you with rules. Our goal is to help you understand how ATS works so you can work with the system, not around it, and keep moving forward in your career.

In this guide, you’ll learn how to write an ATS-friendly resume that follows the right format, optimized with the right keywords, and avoids common mistakes—so your qualifications are easy to find and impossible to overlook.

What is an ATS-friendly resume?

An ATS-friendly resume is a resume that’s easy for applicant tracking software (ATS) to read and interpret.

It uses clean formatting, straightforward section titles, and the right keywords so your experience gets stored properly and actually shows up when a recruiter searches for someone like you.

What is an applicant tracking system (ATS)?

An Applicant Tracking System (ATS) is hiring software that employers use to collect, sort, and track job applications. It’s one of the most common types of recruitment technology used today, especially by larger companies.

📌 Resume Myth: The ATS robot automatically rejects your resume.

ATS software doesn’t automatically reject resumes. If you’ve ever applied and felt like your application vanished, it likely hit a knockout question. These questions are filters set by the employer, not the system.

These might include:
• Do you have at least 3 years of experience in [skill]?
• Are you legally authorized to work in the U.S.?
• Do you hold a specific certification or degree?

Most advice focuses on formatting or keywords, but a strong resume won’t matter if your application hits a filter you can’t pass.

ATS tools aren’t perfect, but they are everywhere. And that means your resume needs to be optimized and written in a way that works for both humans and software. Understanding how automated resume screening works is a smart step toward getting better results from your applications.

Why does an ATS-friendly resume matter?

An ATS-friendly resume matters because to land an interview, you need to be found in the system for the job you want.  It includes the right resume keywords, avoids formatting issues, and mirrors the language used in the job description.

If you’ve ever applied for a job and never heard back, you’re not alone. That “resume black hole” feeling is common, and often, it’s because your resume didn’t show up when a recruiter searched the system for qualified candidates.

Here’s how that happens:

  1. A recruiter searches for a keyword from the job description.
    Let’s say the role calls for “Java” and they search for that exact term.
  2. Your resume doesn’t include the keyword.
    Even if you’re qualified, using a different phrase like “backend development” means you won’t appear in the results.
  3. Or the ATS can’t read your resume properly.
    If the formatting is off (tables, graphics, headers, or unusual fonts) the system might not recognize your keywords at all. So even if “Java” is there, it may never be found.
Example of an ATS-friendly resume vs. one that is not.

And this is only becoming more important. The ATS market is growing fast: from $2.3 billion in 2021 to a projected $3.2 billion by 2026. That kind of expansion shows just how central these systems are to modern hiring.

Teal Member, Alyssa Rock, had this to say about her experience with her resume and modern hiring systems.

"I went from so many applications with no interviews to two applications with Teal before landing interviews.

Teal helped me get past the resume bouncer [ATS] and into the room with a human, which is the whole point of the resume stage. That’s where you can finally start telling your story and showcasing your strengths.

The takeaway? If your resume doesn’t pass ATS screening, it may never reach a hiring manager. Optimizing for ATS helps your experience get found and gives you a real shot at the interview.

How to write an ATS-friendly resume (step-by-step)

Creating a successful resume that's optimized for both software and humans. It needs to be easy for applicant tracking systems to parse, and compelling enough for a recruiter to keep reading once it’s in front of them.

What makes a resume ATS-friendly?

To get through applicant tracking systems and into the hands of a recruiter, your resume needs to follow some basic rules. You don't need to be a certified professional resume writer; you just need to know what to do. Here’s what makes a resume ATS-compliant:

  • Proper formatting (no tables, text boxes, or columns)
  • Correct file type (PDF or Word, depending on the employer’s request)
  • Relevant resume keywords from the job posting
  • Standard section titles like "Work Experience" or "Education"
  • Reverse chronological order for listing experience
  • Clear, professional font (like Arial or Calibri) and no special symbols

It's also worth noting that some applicant tracking systems also assign a score to each resume, ranking how well it aligns with the job description based on keyword usage and role-specific qualifications.

Resumes with more aligned content often appear higher in recruiter searches, so the better your match, the more likely your resume get seen.

1. Choose an ATS-friendly template or layout

Start with the right foundation.

An ATS-friendly resume template uses a simple, one-column layout with standard headings and no graphics or design elements that might confuse the system.

You can find free basic templates online (but be mindful that you may have to manually tweak formatting) or use a builder like Teal’s AI Resume Builder, which automatically formats free ATS resume templates for compatibility.

How to make an ATS compliant resume with Teal's ATS-friendly resume templates

💡Pro Tip: Avoid templates with icons, graphics, and images. They can break how your resume is read and stored.

2. Use a standard format and resume sections

ATS systems are designed to follow a predictable structure. That’s why experts recommend using a reverse chronological resume format and standard resume section headings. It keeps things easy to parse for the system and the human.

Use clear labels like:

  • Professional Resume Summary
  • Work Experience
  • Education
  • Certifications
  • Skills
  • Optional:
    • Projects
    • Awards and Scholarships
    • Volunteer Experience
    • Publications

Avoid using headers and footers for important info. And include your target job title near the top to help reinforce relevance and ATS compatibility.

3. Target the right jobs (and find relevant keywords)

Tailoring your resume starts with applying to roles you’re actually qualified for. No amount of keyword tweaking will help if you don’t meet basic requirements like education or years of experience.

Once you’ve found a job that fits, study the job description. Highlight the required qualifications, tools, certifications, and relevant skills. Look for patterns (terms repeated more than once are likely important).

You can use highlighters, word clouds, or keyword tools to pull out what matters most. These relevant keywords from the job posting are what the ATS will be searched for.

4. Optimize your resume with the right keywords

Once you've identified the right keywords, it's time to incorporate them naturally into your resume:

  • In your professional summary, mention your job title and 2–3 top skills that directly reflect the role
  • In your work experience, use bullet points to highlight achievements (with impact) that include those keywords in context
  • In your Skills section, list tools and qualifications exactly as they appear in the posting (e.g., "Google Analytics" instead of just "analytics tools")

Make sure each important term appears at least once. Repeating a few (naturally) can help, but don’t stuff keywords. Only include what’s actually true.

💡Pro Tip: Alternatively, you can combine steps three and four by using Teal's Job Matching to tailor your resume with the right keywords.

Use it to scan your resume against the job posting. It highlights missing keywords and gives you a resume score with suggestions for improvement, so you know exactly how to align your experience with the language of a specific job.

5. Keep the format simple and clean

A well-optimized resume avoids design elements that can confuse parsing. Here’s what to use (and avoid):

Use:

  • Readable fonts like Arial, Calibri, or Times New Roman (10–12pt)
  • Bullet points ( • or – are safest)
  • Left-align all text
  • Consistent formatting throughout

Avoid:

  • Tables, text boxes, columns
  • Graphics, icons, or headshots
  • Headers/footers for anything important
  • Unusual symbols or non-standard fonts

Here's an example:

Clean ATS-friendly resume vs. Not ATS-friendly resume with graphics and images

Unless the posting specifies Word (.docx), a PDF is usually safe and preserves formatting. When in doubt, check the employer’s preference.

6. Make your resume easy to scan (for humans and bots)

Your resume should be clear, concise, and skimmable. Even after getting past resume AI, a recruiter will only spend a few seconds deciding if you're a match.

Keep these resume tips in mind: /post/resume-tips

  • Use short bullet points (1–2 lines max)
  • Start with action verbs (e.g., led, launched, managed)
  • Quantify results when possible ("increased retention by 15%")
  • Use consistent date formats
  • Prioritize the most relevant info at the top

The goal is a resume that works for the ATS and makes a great first impression with the hiring manager.

What not to do on an ATS-friendly resume (common mistakes)

Even a great resume can get tripped up by formatting, keyword misuse, or file issues.

Here are the most common mistakes to avoid on a resume that needs to pass ATS screening:

  1. Keyword stuffing or hiding keywords
    Repeating the same keyword over and over ("project management, project management…") won’t help (and can hurt your chances).
    And while we've seen influencers advise job seekers to use white text to hide keywords, it’s not just ineffective; it’s risky. ATS can flag it, and a human reviewer might catch it too.
  2. Using images or graphics
    ATS can’t read logos, icons, or headshots (when applying within the US). Most companies also discourage photos due to bias concerns.
  3. Adding tables, text boxes, and sliding scales
    These might look modern, but they often break how ATS systems read your resume. Content can get jumbled, blacked out, or skipped altogether.
  4. Putting important content in headers or footers
    Some ATS platforms ignore headers and footers completely. If your contact info, skills, or summary live there, they may never be seen. Keep essential info in the body of your resume.
  5. Using unusual fonts or special characters
    Fancy symbols, emojis, or non-standard fonts can’t always be interpreted by ATS. Stick to simple, professional fonts like Arial, Calibri, or Times New Roman.
  6. Saving your resume in the wrong file format
    Never upload a .pages file, image file, or non-standard format. Always use a .pdf resume unless specified otherwise (such as a Microsoft Word .docx).
  7. Skipping proofreading
    A single typo in a keyword could prevent ATS from recognizing your skills. It also reflects poorly if a human reads it. Always use a resume grammar checker or similar tool.
  8. Optimizing only for the ATS
    Your resume still needs to make sense to a human. Don’t just cram in keywords; make sure each one is backed by a real achievement or qualification. TL;DR? If your resume reads like a robot wrote it, it won’t impress a person.

Example ATS-friendly resume

An optimized resume uses clear formatting and job-specific keywords in context, not in a list, but woven into your actual experience.

Here’s what that looks like, with keywords highlighted:

ATS-friendly resume example

This resume uses a simple, optimized format with standard section headers and a clean font. The keywords like HR, onboarding process, and budgets are pulled directly from the job posting and woven into specific achievements, the summary, and certifications. That’s what makes it both ATS-compliant and impactful to a human reader.

Frequently Asked Questions

‍How do I convert my resume to ATS friendly?

How do I make an ATS proof resume?

Why is my resume getting rejected by ATS?

How do I pass my resume through ATS?

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Kayte Grady

Kayte Grady

Kayte Grady is a career content and resume expert with years of experience researching and writing about resumes, the job search, and career growth. She's authored over 100 pieces of career content, breaking down what actually works in today's job market. As the Senior Lead Copywriter at Teal, she blends storytelling with data-driven insights to help professionals write resumes that get results. A former social worker turned marketer, she knows firsthand what it means to pivot and take control of your career. An outspoken champion of ADHD professionals, Kayte has found growth, camaraderie, and kindred spirits in tech—despite her never-ending devotion to the paper calendar.

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