How to Write an ATS Resume in 2025 + Templates

An ATS resume is any resume that is optimized for applicant tracking systems, or ATS.

An ATS is software used during the hiring process to sort and rank job applicants automatically. This software can also screen applicants, check references and complete new hire paperwork, as well as retain resumes in a database for future use.

Some hiring managers even use applicant tracking systems to list a job posting on multiple job boards. In short, an ATS saves hiring managers valuable time and energy.

This isn’t always a bad thing. Consider how most hiring managers quickly skim a resume when they first read it, especially if they have dozens — if not hundreds — of applicants to go through!

Meanwhile, an ATS can afford to thoroughly examine each resume in the blink of an eye.

However, applicant tracking systems are far from perfect. If your resume is not formatted correctly or if you use unfamiliar language, an ATS might remove you from consideration even if you are extremely qualified.

So, how do you avoid this and make an ATS resume? First, you need to understand how they work.

How does an ATS work?

An ATS can’t read your resume the way a human would. Instead, it scans resumes for keywords often listed in the job description and matches them to their list of prerequisite skills and metrics desired by the employer.

For example, your resume profile might read:

While a human could pick up on the subtle nuances and context clues, an ATS is trained to scan and pick out keywords. Here’s what the ATS would likely see:

• Detail-oriented.
• Over five years of experience.
• Advertising agency.
• Led a team.
• Cross-channel digital marketing campaigns.

The ATS will then cross-reference your qualifications with what the company is looking for and rank you against other candidates. If you pass a certain threshold, your resume is likely passed along to the relevant hiring manager to take a closer look.

How can you create a resume that gets you past the applicant tracking system? Keep reading to learn how to target your resume to beat the bots.

You must write a resume that can be read by an ATS; otherwise, it might never be seen by the hiring manager.

How do you do it? Follow these seven steps to ensure your resume makes it past this initial scan.

P.S. If you need more guidance, check out our library of resume examples.

1. Pick the right layout

Many qualified applicants are rejected because the ATS software can’t read their resumes.

Picking a resume template with a simple layout, logical hierarchy and easy-to-read font can be the difference between getting the call for an interview and having your resume discarded before it’s even seen.

Here are two particular problem areas in resume layouts:

• Headers and footers: While humans can easily contextualize information in these resume areas, some applicant tracking systems cannot identify vital details commonly stored here, like contact information. It’s best to avoid any that have information stored in a designated header or footer.
• Columns: Some applicant tracking systems will read columns left to right instead of column by column, meaning that your neatly arranged columns will become jumbled and indiscernible to the ATS. Stick to a simple layout to ensure your info isn’t scrambled by incorrect formatting.

2. Use an easy-to-read font

Similar to the layout, ATS can best scan your resume when you use a clear, easy-to-read font like Times New Roman, Helvetica, Calibri, Arial, Tahoma or Garamond.

You should also consider font size. While some people use the smallest size possible to fit more information, it’s best to stick to the standard 12-point font on your resume.

For important text like your name or section headings, it’s good practice to size these headings no more than double your smallest font — keeping these titles in 24-point font or smaller is best.

It’s easy to underestimate the importance of fonts on your resume, but these days, you need to design your resume for both humans and bots. If it’s done right, hiring managers probably won’t even notice — but when it’s done wrong, your font choice can significantly detract from the quality of your application.

3. Use standard formatting

While beautifully designed resumes may be striking to the human eye, some ATS may be unable to read them. Here’s where you can use resume formats to your advantage.

When creating an ATS-compatible resume, it’s best to avoid fancy formatting like:

• Tables: An ATS may not read the information in a table in the correct order.
• Logos: The ATS won’t pick up what the logo says, equating to wasted resume space.
• Images: Many image files aren’t compatible with ATS software.
• Graphics: The ATS may not be able to interpret information in a graphic correctly.
• Text boxes: The ATS may be confused by the information hierarchy of a text box.

Instead, try using formatting styles that won’t confuse an ATS if the resume is converted to a plain-text file, such as:

• Bold
• Italics
• Underline
• Colors
• Bullets

Many applicant tracking systems will convert your resume to a text-only file, meaning much of the fancy formatting you use will get lost. Using text-only modifications will ensure that the ATS doesn’t miss out on valuable information in your resume.

4. Use clear, concise headings

Stick to conventional headings like “Work Experience,” “Education” and “Certifications” to convey your message.

The top half of your resume is the most valuable space since it’s what a hiring manager likely looks at first, so you should also list your headings in order of importance.

Start with an objective statement or professional summary. Then, your work experience should sit in this prime real estate if you’ve been out of school for a few years and have significant work experience.

However, if you’re a student searching for an internship, it might be more prudent to put your education in the top spot to downplay a lack of work experience.

5. Tailor with appropriate keywords

Using the right keywords correctly might be your golden ticket to getting past the bots.

Tailoring your resume to each position is crucial to creating a bot-proof job application. One-size-fits-all resumes are a thing of the past, and these days, the best applicants are taking keywords from the job description and contextualizing them on their resumes to get past the ATS.

However, it’s important to know how to incorporate these keywords correctly. While you could pull keywords from the job description and list them all under a “skills” section, some ATS automatically assign a mere six months of experience to any skill listed without an exact date.

Instead, incorporate your keywords into your work history or other relevant sections by following a “show, not tell” mindset.

Using context is especially important for showcasing soft skills. While you could list soft skills like collaboration, teamwork and attention to detail, showing how you’ve used them in your work history will provide much more value than mentioning them in a skills section.

6. Get the file name right

An easy way to customize your resume is to use a standard, customized file name. However, many job applicants make the mistake of sending in an unprofessional or untidy-sounding file name. Take a look at the below examples:

• Sarah-Smith-January2021-Resume.pdf
• Sarah-Smith-Resume-7.pdf

Now compare the above resume file names to these:

• Sarah-Smith-Marketing-Coordinator.pdf (or .docx)
• Sarah-Smith-Marketing-Coordinator-Google.pdf

The second set of file names looks more put together and personalized. Many people make the mistake of including dates or numbers in their resume, and while this may not seem like a big deal, it might leave recruiters thinking that your so-called skill of “attention to detail” may not be as accurate as it sounds.

7. Use the correct file format

One of the most common misconceptions is that an ATS can’t read PDF files. While there’s nothing wrong with making your resume in a Word doc, applicant tracking systems have just as much difficulty reading a Word doc if you put your content in a header, table or column as it would a PDF.

It’s best practice to create multiple resume file types and submit whichever seems most prudent in your particular situation or whatever the employer specifically requests. For example, a PDF resume can be advantageous if you have extra formatting.

Be sure to convert your resume to a plain-text file as well. To do this, copy your resume into a plain text document without formatting and check the results. You’ll want to look for things like disorganized headings, scrambled words or missing details from the original resume.

Consider using an ATS-friendly resume template to help you pass the screening. By using such a template, you can save yourself a lot of worry about whether or not your resume will be compatible.

Check out the following resume designs and try one that fits your style.