What is an applicant tracking system?
An applicant tracking system (ATS) is software that employers use to collect, store, and sort job applications. Workday, Greenhouse, Lever, iCIMS, and Taleo are common examples. When you apply, the system reads your resume, pulls out details such as job titles, dates, and skills, and saves them in a searchable database.
Most systems do not reject resumes on their own. Recruiters search and filter the database by keywords, job titles, and location, and some employers add knockout questions such as work authorization. A resume that is parsed badly, or lacks the terms a recruiter searches for, is simply harder to find.
Why resumes get misread
Software reads text in order, from top to bottom. Anything that breaks that order can scramble your information.
- Multi-column layouts, tables, and text boxes: the parser may mix up the columns or skip the box entirely.
- Details in the header or footer: some systems ignore these areas, so your phone number or email can go missing.
- Icons, graphics, and skill bars: a parser cannot read a five-star rating as “Excel: advanced.”
- Creative section names: “My Journey” is harder to classify than “Work Experience.”
- Scanned or image-based PDFs: if you cannot select the text, neither can the software.
Choose a safe format
Use a single-column, reverse-chronological layout with a standard font such as Arial, Calibri, Georgia, or Times New Roman at 10 to 12 points. Save the file as a .docx or a text-based PDF, unless the employer asks for a specific type.
Open your resume, select all, and paste it into a plain text editor. If the text appears in a sensible order with your contact details at the top, a parser can probably read it. If it comes out jumbled, simplify the layout.
Use standard section headings
Stick to labels that recruiters and software both recognize:
- Contact information (name, city and state or region, phone, email, LinkedIn URL)
- Summary (optional, two to three lines)
- Work Experience
- Education
- Skills
- Certifications or Projects, if relevant
Match keywords honestly
- Copy the job description into a document.
- Highlight the skills, tools, and job titles that appear more than once.
- Add the ones you genuinely have to your skills section, and work them into your bullet points with context.
- Include both the full term and its acronym once, for example “search engine optimization (SEO).”
- Use the employer’s job title wording where it accurately describes what you did.
Do not hide keywords in white text or stuff them into a block at the bottom. Recruiters see the same text the system does, and it reads as a red flag.
Write bullet points that work for software and people
A reliable pattern is action verb + what you did + measurable result. Compare these two lines:
- Weak: “Responsible for social media.”
- Stronger: “Managed four social media accounts and grew combined followers by 38% in six months.”
Only use numbers you can back up in an interview.
Regional notes
| Country | Common term | Typical length | Photo |
|---|---|---|---|
| United States | Resume | 1 page early career, up to 2 later | Leave off |
| United Kingdom | CV | 2 pages | Leave off |
| Canada | Resume | 1 to 2 pages | Leave off |
| Australia | Resume or CV | 2 to 3 pages | Leave off |
| India | Resume or CV | 1 to 2 pages | Optional; leave off unless asked |
For a fuller comparison, read our guide to resume vs CV formats by country.
ATS resume checklist
- Single column, no tables or text boxes
- Contact details in the body, not the header
- Standard section headings
- Keywords from the job posting used naturally
- Dates in a consistent format, such as “Jan 2023 to Mar 2025”
- Selectable text in the PDF, or a .docx file
- File named clearly, for example “Jordan-Lee-Resume.pdf”
Build your resume
Our free Resume Builder is a quick way to get started. Choose the single-column Classic Pro template for applications that go through an ATS, and run the copy-and-paste test on the exported file before you submit.
Frequently asked questions
What does ATS stand for?
ATS stands for applicant tracking system. It is software employers use to collect, store, and search job applications.
Does an ATS automatically reject resumes?
Usually not. Most systems parse and rank applications, and a recruiter searches or filters them. Some employers add knockout questions, such as work authorization, that can screen candidates out automatically.
Should I submit my resume as a PDF or a Word file?
Follow the instructions in the job posting. If none are given, a text-based PDF or a .docx file works with most modern systems. Avoid PDFs made from scanned images.
How long should an ATS-friendly resume be?
Length depends on your experience and country. One page is common for early-career candidates in the US and Canada, while two pages is typical in the UK and for experienced professionals elsewhere.
Do I need to add every keyword from the job description?
No. Include the keywords that honestly describe your skills and experience, and use them naturally in your bullet points and skills section.