About the author

Darren Cronian, the author of this guide, has spent nine years securing remote jobs and building a successful freelancing business. His goal is to help people find remote work. Read more >
Last Updated: 10 December 2024

Applying for jobs today can feel like throwing your resume into a black hole. You carefully craft your application, only to hear nothing from the employer. Often, it’s not because you’re unqualified — it’s because your resume got filtered out before it ever reached human eyes.

The culprit is the Applicant Tracking System (ATS), a software many companies use to streamline the hiring process.

This guide will show you how to make your resume ATS-friendly without losing the human touch. With a few innovative strategies, you can increase your chances of moving past artificial intelligence and into the hands of a recruiter.

What You’ll Learn in This Guide

You’ll understand how Applicant Tracking Systems (ATS) work and why employers rely on them during hiring. You’ll learn the art of keyword placement and optimization, a crucial skill that can help ensure your resume aligns with job descriptions and gets noticed.

We will also provide you with essential tips on resume formatting so your application is correctly parsed by the ATS, preventing it from being overlooked due to technical issues.

You’ll discover common mistakes that often lead to resume rejection and learn how to avoid them. Finally, you’ll explore strategies to make your resume appealing to Applicant Tracking Systems and the human recruiters who ultimately make hiring decisions.

How to beat the applicant tracking systems
Why Do Companies Use Applicant Tracking Systems?

Let’s face it—companies are overwhelmed with applications. A single job posting can attract hundreds, even thousands, of resumes. Sorting through all those applications manually is time-consuming and expensive.

That’s where ATS comes in.

Automated Tracking Systems automates the screening process by scanning resumes for specific keywords, experience, and qualifications. This allows employers to narrow down a large pool of applicants quickly.

However, it’s not perfect, and sometimes, great candidates are filtered out. Understanding how an ATS works gives you the power to align your resume with its algorithms, increasing your chances of success.

Step One: Understanding the Mechanics of ATS

An ATS doesn’t read your resume like a human would. Instead, it breaks it down into searchable chunks of data, like qualifications, work experience, and skills. Then, it compares this data to the job description and ranks your resume based on how well you match.

Here’s how the process works:

  • Resume is Uploaded: You submit your application online. The ATS scans it and breaks down your resume into fields such as “Work Experience.”
  • Keywords Are Matched: The Applicant Tracking System looks for specific keywords related to the remote job description. For example, if a job requires “SEO experience,” it scans for that exact term.
  • Resume Is Ranked: Based on the number of keyword matches and other criteria, the ATS assigns a score to your resume. Only the top resumes make it to the recruiter’s desk.

Now that you know how the ATS systems process resumes, it’s time to dig into what you can do to maximize your score.

Keyword Optimization for Applicant Tracking Systems

Regarding ATS, the right keywords can make or break your application. But rather than throwing in random buzzwords, the goal is to carefully weave relevant keywords into your resume in a natural, readable way.

Step 1: Analyze the Job Description Carefully

Start by reading the job description in detail.

The job posting is a goldmine of keywords because it tells you exactly what the employer is looking for. Look for specific terms like required skills, qualifications, software expertise, and industry terminology.

For example, let’s say the job posting includes the following:

  • Proficient in project management tools like Asana and Trello.”
  • “3-5 years of experience in content marketing”
  • “Strong analytical skills and experience with Google Analytics”

These phrases are your target keywords. They’re likely programmed into the ATS to filter out resumes that don’t contain them.

Step 2: Tailor Your Resume for Each Job

There’s no one-size-fits-all resume when applying for jobs. Customizing your resume for each application drastically increases your chances of success with ATS and recruiters. Start by integrating the specific keywords from the job description into your resume.

If the job calls for “content marketing,” don’t use a vague term like “digital strategy” unless it directly applies. Be as close to the language of the job description as possible. Do not use specific keywords, and you will drastically reduce your chances of getting shortlisted.

Step 3: Focus on Action-Oriented Keywords

Action-oriented keywords are more effective than passive ones. Instead of “responsible for managing projects,” say “managed projects using Asana and Trello.” Use strong action verbs like “led,” “executed,” “analyzed,” and “improved,” followed by specific results whenever possible. Action keywords stand out to both software and humans.

Step 4: Repeat Key Skills

If the job description repeats specific skills multiple times, that’s a signal that those skills are critical for the role. Ensure those skills appear in your resume, and try to feature them in several sections—your summary, skills list, and work experience—without overdoing it.

Formatting Your Resume for ATS: Avoiding the Common Pitfalls

Application Tracking Systems are just looking for keywords—they also need to parse your resume correctly to extract relevant information. Poor formatting can confuse the system, resulting in key details being missed or misplaced. Here’s how to ensure your resume stays readable to machines and humans.

Stick to Simple Formatting

ATS systems work best with basic formatting. Avoid complex layouts with multiple columns, graphics, or non-standard fonts. Even tables can trip up some ATS software, so it’s best to avoid them. Instead, opt for a clean, single-column layout that organizes your information.

Use Standard Section Headings

While it’s tempting to get creative with your resume headers, it’s essential to stick to standard headings like:

  • Work Experience
  • Education
  • Skills
  • Certifications
  • Professional Summary

Unusual headings, such as “What I’ve Done” or “Career Journey,” can confuse the ATS and cause it to misplace or skip essential information.

Pick the Right File Format

Most ATS platforms prefer .docx files over PDFs because they’re more manageable for the software to parse. If the job posting specifies a format, always follow that instruction. While PDFs can sometimes work, older ATS systems might have trouble reading them, leading to data loss.

Don’t Overuse Special Characters

Some special characters, like bullet points and basic symbols, are acceptable. However, overusing slashes, brackets, or non-standard characters can cause issues. Stick to basic punctuation and formatting symbols.

Avoid These Common Resume Mistakes

Even the slightest mistake on your resume can result in rejection by the ATS. Here are a few common errors that trip up candidates:

1. Keyword Stuffing

Packaging your resume with as many keywords as possible is tempting, but this tactic can backfire.

ATS algorithms are designed to detect “keyword stuffing,” and resumes that overuse keywords may be flagged. Instead, aim to integrate relevant keywords into your experience and skills naturally.

2. Unconventional Job Titles

If your previous job title doesn’t match common industry standards, you might need to adjust it. For instance, if your title is “Content Wizard,” but the job description asks for a “Content Strategist,” it’s better to use the standard title. You don’t have to lie about your role—make it more recognizable to the ATS.

3. Missing Essential Information

Ensure your contact information, especially your email and phone number, is listed. Many ATS systems discard resumes that are missing these essential details. Also, include your city and state—some systems use location filters to prioritize candidates who live closer to the job location.

4. Spelling Errors

Spelling mistakes not only look unprofessional, but they can also affect how the ATS interprets your resume. If you misspell a keyword, the system won’t recognize it, which could lower your ranking.

Proofread your resume carefully and consider using tools like Grammarly or a human editor to double-check for errors.

Beyond the ATS: Making Sure Your Resume Shines

Once your resume makes it through the Application Tracking System, it will eventually land in the hands of a recruiter. At this point, it’s critical to ensure your resume is more than just a list of keywords—it has to tell a compelling story of who you are and why you’re the best fit for the job.

Craft a Compelling Professional Summary

Your professional summary is the first thing recruiters see.

This section at the top of your resume should highlight your most relevant qualifications and career achievements. It’s your chance to grab their attention immediately, so make it strong and specific.

Which do you feel sounds better for a hiring company?

  • Weak Summary: Marketing professional with five years of experience.
  • Strong Summary: Marketing strategist with over five years of experience developing data-driven campaigns that increased web traffic by 40% and conversion rates by 25%.

Show Impact Through Metrics

When describing your work experience, don’t just list job duties—show the impact you made. Use quantifiable achievements to back up your skills. For example, instead of saying “managed email marketing campaigns,” say “increased email open rates by 15% through targeted campaigns, which increased sales by 37%.”

Tailor the Content for Human Readability

While your resume should be optimized for ATS, remember that a human will eventually read it. Ensure it is visually easy to read, with consistent formatting, clear headings, and concise bullet points.

Don’t overwhelm the recruiter with dense blocks of text.

The Final Layer: Customization and Attention to Detail

Customizing your resume for each job application takes time, but it dramatically increases your chances of getting through the ATS and landing an interview. The extra effort shows employers that you’re genuinely interested in their specific role, which can set you apart from candidates sending generic resumes.

An Actionable Takeaway for Your Next Job Application

Next time you apply for a job, ask yourself: Does my resume match the job description regarding keywords, skills, and qualifications? If not, what key areas could you improve to ensure a better match with the ATS and the recruiter?

Beating the ATS isn’t about tricking the system; it’s about aligning your resume with what the employer genuinely seeks.

Analyzing the job description and carefully tailoring your resume is the most effective way to ensure you don’t get filtered out prematurely.

Small details—like matching keywords, choosing the correct format, and showcasing your achievements—can significantly affect whether your application makes it to the next stage.

It’s about more than just getting through the system.

Understanding and optimizing for an ATS is essential in the job application process, but it is not the end goal.

The real aim is to land your desired job by communicating your value to employers. That means going beyond just getting through the ATS—it’s about crafting a resume that shows precisely why you’re the perfect fit for the role.

The effort you put into tailoring your resume for the ATS and the human eye could be the key to landing your perfect remote job.

With good planning and attention to detail, you can move from just another application in the pile to a candidate who stands out.

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