You have spent hours preparing your résumé, checking your experience, and choosing a professional design. Before submitting your application, there is one more thing to consider: how easily can an employer’s software read your document?
Many employers use applicant tracking systems (ATS) to collect and manage applications. Depending on the system and the employer’s process, these tools may help organize applications, extract information from résumés, or support the initial review of candidates.
The good news is that you do not need complicated software or special tricks to prepare a résumé that is easier to read. Clear formatting, accurate information, and relevant descriptions are a good starting point.
Here are seven practical ways to make your résumé more ATS-friendly.
1. Use a Clear and Familiar Layout
A résumé should be easy for both software and people to read.
Choose a straightforward layout with clear sections and a logical reading order. Avoid placing important information in complicated graphics, decorative elements, or text boxes.
For most students applying for internships or entry-level positions, a simple, single-column layout is a sensible choice. It allows you to present your education, experience, and skills in a familiar order.
Creative layouts may be appropriate for some design-related positions, but your résumé should still communicate your qualifications clearly.
Remember that visual appearance is only one part of a strong application. A beautiful résumé cannot compensate for missing qualifications or unclear descriptions of your experience.
2. Use Standard Section Headings
Employers need to find important information quickly. Standard section headings can also help résumé software identify different parts of your document.
Consider using headings such as:
- Education
- Work Experience
- Volunteer Experience
- Project Experience
- Skills
- Certifications
Choose headings that accurately describe the content underneath them.
For example, if you completed a university research project, “Research Experience” or “Project Experience” may be appropriate. If you completed a field placement as part of your degree, use a heading and role title that accurately reflect that experience.
Avoid replacing familiar headings with creative expressions that may be unclear to a reader.
3. Include Relevant Keywords From the Job Description
Read the job description before finalizing your résumé. Identify the qualifications, skills, software, and responsibilities the employer emphasizes.
If the position requires Excel, report writing, customer service, or data analysis, consider where your actual experience demonstrates those skills.
For example, instead of writing:
“Worked on several class assignments.”
You might write:
“Used Excel to organize project data and prepare a summary of findings.”
Use this description only if it reflects what you actually did.
Relevant keywords should appear naturally in your experience descriptions and skills section. Do not repeat words unnecessarily or include skills you do not possess.
The purpose is to communicate your qualifications accurately, not to manipulate a screening system.
4. Keep Formatting Simple and Consistent
Use a readable font, consistent spacing, and clear section headings. Common fonts such as Arial, Calibri, and Times New Roman are reasonable choices.
For most student résumés, consider the following practices:
- Use a consistent font throughout the document.
- Make headings visually distinct.
- Use ordinary bullet points.
- Keep dates and job titles in consistent positions.
- Avoid unnecessary tables, columns, charts, and decorative graphics.
- Keep important contact information in the main body rather than relying on a header or footer.
These practices can reduce formatting problems when software extracts information from a document.
No single layout guarantees compatibility with every ATS. Employers use different systems, and their settings and processes vary.
5. Choose the Correct File Format
Follow the employer’s application instructions first.
If the employer requests a PDF, submit a PDF. If the application specifically requests a Word document, use the requested format.
When no format is specified, a text-based PDF or Word document is generally a reasonable starting point. Avoid submitting an image of your résumé instead of a document containing selectable text.
Before submitting a PDF, open it and check that the formatting is intact.
You can also try copying the text from the PDF into a blank document. Check whether your name, contact information, headings, dates, and experience appear in the correct order. If the text becomes scrambled or important information disappears, review the original document and simplify its formatting.
This test is not a complete ATS compatibility check, but it can reveal some common problems.
6. Describe Your Experience Clearly
Formatting helps software interpret your résumé, but the content still matters.
Use specific descriptions to explain your responsibilities, skills, and contributions.
For example:
Less informative:
“Responsible for helping with research.”
More informative:
“Reviewed published research, organized findings, and prepared a written summary for a university project.”
The second example explains the work more clearly.
Where possible, describe what you did, how you did it, and what you produced or contributed. Include numbers when they are accurate and help explain the scope of your work.
You do not need paid employment to demonstrate relevant experience. Internships, field placements, volunteer work, and academic projects can also provide useful examples.
7. Review Your Résumé Before Submitting It
Before uploading your résumé, take a few minutes to check the document.
Ask yourself:
- Are my name and contact details correct?
- Are the section headings clear?
- Does the document have a logical reading order?
- Have I included relevant skills from the job description?
- Are the dates, job titles, and qualifications accurate?
- Have I checked spelling and grammar?
- Does the file open correctly and follow the employer’s instructions?
You should also make sure that your résumé describes experience you can discuss confidently in an interview.
Avoid hidden keywords, misleading claims, and other tricks advertised as ways to beat an ATS. Focus instead on presenting your qualifications clearly and honestly.
Final Thoughts
An ATS-friendly résumé does not need to be complicated. A clear layout, familiar headings, relevant keywords, and accurate descriptions can help employers understand your qualifications.
You cannot control how every employer’s software evaluates applications, and no résumé format guarantees an interview. You can, however, make your document easier to read and ensure that it communicates your experience effectively.
Ready to create a clear, professional résumé?
Use the free CV Perfector résumé builder to organize your education, experience, and skills. Explore our résumé templates and examples to find a format that fits your needs.
For additional guidance, see the Marquette University Career Center’s résumé and ATS guidance.