ATS Guide

ATS Optimization Guide

How to format, write, and keyword-optimize your resume so it passes applicant tracking systems and reaches human hiring managers.

What is an ATS and Why Does it Matter?

An Applicant Tracking System (ATS) is software used by the majority of medium and large companies to manage job applications. When you apply for a role online, your resume is typically parsed by an ATS before any human sees it. The system extracts information, scores your application against the job requirements, and either filters you out or moves your application forward.

Research suggests that 75% of resumes are rejected by ATS before reaching a recruiter. This means that for most online applications, the first obstacle is not impressing a human — it is surviving an algorithm.

How ATS systems evaluate resumes

  1. Parsing: The ATS extracts text and attempts to identify contact information, job titles, dates, skills, and education. Formatting that confuses the parser loses information.
  2. Keyword matching: The system compares your resume content against keywords from the job posting. Roles with higher keyword match scores are ranked higher in the recruiter’s results.
  3. Filtering: Based on score thresholds and recruiter-defined filters, applications are sorted, ranked, or rejected.

ATS Formatting Rules

✓ Do This

  • Use a single-column, simple layout
  • Submit as PDF (unless Word requested)
  • Use standard section headings
  • Use common, clean fonts (Calibri, Arial, Georgia)
  • Include dates in consistent format (Month Year)
  • Spell out abbreviations at least once
  • Use the exact job title from the posting

✗ Avoid This

  • Tables, columns, text boxes
  • Headers and footers with key info
  • Graphics, icons, or images
  • Creative or decorative fonts
  • Skill bars or visual skill ratings
  • Long blocks of dense text with no formatting
  • Uncommon section headings

Keyword Strategy

The single most impactful thing you can do to improve ATS performance is to strategically include keywords from the job posting in your resume. Here is a repeatable process:

Step 1: Copy the job description into a text document

Identify the terms that appear most frequently and seem most central to the role. These are your primary keywords. Note the exact phrasing — if the posting says “stakeholder management,” do not substitute “managing stakeholders.”

Step 2: Map keywords to your experience

Go through your work experience and identify where each primary keyword is genuinely reflected in your background. Your goal is to use the exact keyword phrase in context — not to stuff your resume with terms that do not reflect your actual experience.

Step 3: Add a skills section

A clearly labelled skills section is one of the most reliable ways to include keywords. List both hard skills (tools, technologies, methodologies) and relevant soft skills using the exact language from the posting.

Step 4: Test your resume

Use a free tool like CareerOva to compare your resume against the job posting and see your keyword match score before applying.

Want an ATS-Optimized Resume?

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