How to Pass an Applicant Tracking System Resume Check: A Guide for Job Seekers

You've found the perfect job, spent hours crafting a compelling resume, and hit “submit” with confidence. Days turn into weeks, and you hear nothing but silence. This frustrating experience is common, and the culprit is often an invisible gatekeeper: the Applicant Tracking System (ATS). Performing an applicant tracking system resume check before you apply is no longer optional; it's a critical step to ensure your application even reaches human eyes.

These systems are designed to filter through hundreds, sometimes thousands, of resumes, and if yours isn't formatted correctly, it might get discarded before a recruiter ever sees it.

This guide will walk you through everything you need to know about making your resume ATS-friendly. We'll cover how these systems work, what they look for, and the exact steps you can take to optimize your resume. By understanding the rules of the game, you can significantly increase your chances of getting past the bots and landing the interview you deserve.

What to Know

• ATS is a Digital Gatekeeper: Over 98% of Fortune 500 companies use an Applicant Tracking System to manage job applications. Your resume must be designed to be read by this software first, not a human.
• Keywords are Crucial: An ATS scans your resume for specific keywords and phrases from the job description. Tailoring your resume with these terms for each application is essential for passing the initial screening.
• Formatting Matters More Than You Think: Complex formatting, such as tables, columns, images, and unusual fonts, can confuse an ATS and cause it to misread or reject your resume. Simplicity and clarity are key.
• File Type is Non-Negotiable: Always submit your resume as a .docx or .pdf file unless the application specifies otherwise. These are the most universally compatible formats for resume screening software.

What is an Applicant Tracking System (ATS)?

An Applicant Tracking System, or ATS, is a type of software used by recruiters and employers to manage the hiring process. Think of it as a digital filing cabinet for job applications. When you apply for a job online, your resume is typically uploaded directly into the company's ATS rather than an individual's email inbox.

Its primary function is to streamline recruitment by collecting, sorting, and ranking job applications. For large companies that receive thousands of applications for a single opening, an ATS is an indispensable tool. It saves recruiters countless hours by automating the initial screening process, allowing them to focus on the most qualified candidates.

However, for job seekers, the ATS acts as a gatekeeper. The software isn't reading your resume for nuance or appreciating your unique career journey. It's programmed to perform an applicant tracking resume check by scanning for specific criteria, such as keywords, job titles, skills, and educational background. If your resume doesn't contain the right information in a format the software can understand, it will likely be filtered out, preventing it from ever being seen by a human recruiter.

How Does an Applicant Tracking System Resume Check Actually Work?

Understanding the mechanics of an ATS can demystify the process and help you craft a better resume. The process generally involves three main steps: parsing, scanning, and ranking.

First, the ATS parses your resume. This means it breaks down the document into different sections—like contact information, work experience, skills, and education—and stores them as data points in the system. This is where formatting becomes critical. If you use complex layouts with tables, columns, or graphics, the parser might get confused and jumble your information.

For example, it might misinterpret your contact information or fail to read the dates of your employment correctly.

Next, the software scans the parsed information for specific keywords and qualifications that match the job description. Recruiters program the ATS to look for terms related to required skills, certifications, years of experience, and educational background. The system essentially plays a game of matching, comparing the text of your resume against the criteria set for the role.

Finally, the ATS ranks the applications. Based on how well each resume matches the predefined criteria, the system assigns a score and ranks the candidates. Recruiters then review the top-ranking resumes first. This is why a generic, one-size-fits-all resume often fails; if it isn't optimized for the specific keywords of the job you're applying for, it won't score high enough to make the cut.

Why You Can't Afford to Ignore ATS Resume Optimization

The reality of the modern job market is that a human is rarely the first to read your resume. According to data from Jobscan, over 98% of Fortune 500 companies rely on some form of resume screening software. This trend isn't limited to large corporations; companies of all sizes are adopting these tools to manage high volumes of applicants efficiently.

Ignoring ATS optimization is like trying to enter a locked building without a key. You could be the most qualified candidate for the role, with a wealth of experience and a stellar track record, but if your resume can't pass the initial software screening, your qualifications become irrelevant. The hiring manager will never know you exist.

Failing an ATS resume review means your application is effectively invisible. This leads to a frustrating cycle where you apply for numerous jobs for which you're a great fit but never hear back. By taking the time to optimize your resume for these systems, you are taking control of the first and most crucial step in the application process. It ensures your carefully crafted resume gets the chance to be evaluated on its merits by a human decision-maker.

Pro Tip: Don't think of it as “cheating the system.” Think of it as translating your skills and experience into a language the system understands. The goal is to present your qualifications clearly and accurately so the software can correctly identify you as a strong candidate.

Finding the Right Keywords for Your Resume

Keywords are the foundation of an ATS-friendly resume. The software is programmed to search for specific terms that align with the job requirements. If your resume lacks these keywords, it will be ranked poorly. The best source for finding these keywords is the job description itself.

Print out the job description or copy it into a text document and start highlighting. Look for key terms in these categories:

1. Hard Skills: These are specific, teachable abilities. Look for software names (e.g., Salesforce, Adobe Photoshop, Python), technical skills (e.g., data analysis, SEO, project management), and industry-specific knowledge (e.g., GAAP, Agile methodologies).
2. Soft Skills: While harder for an ATS to quantify, many systems still scan for them. Look for terms like “communication,” “teamwork,” “problem-solving,” “leadership,” and “time management.” Use the exact phrasing from the job description.
3. Job Titles and Responsibilities: Note the exact job title used in the posting (e.g., “Senior Marketing Manager” vs. “Marketing Lead”). Also, pull keywords from the “Responsibilities” or “What You’ll Do” section. If the description mentions “develop marketing campaigns” and “analyze performance metrics,” you should include these phrases when describing your experience.

Once you have a list of keywords, integrate them naturally throughout your resume. A great place to do this is in a “Core Competencies” or “Skills” section near the top, as well as within the bullet points describing your work experience. Avoid “keyword stuffing”—simply listing keywords without context. Instead, weave them into descriptive statements about your accomplishments.

Step-by-Step Guide to Formatting an ATS-Friendly Resume

Proper formatting ensures that an ATS can parse your resume correctly. A visually creative resume might look impressive to the human eye, but it can be a nightmare for software. Follow these formatting rules to create a clean, parsable document.

1. Choose a Standard Font

Stick to universally recognized, sans-serif fonts like Arial, Calibri, Helvetica, or Verdana. Avoid script or decorative fonts that an ATS might not be able to read. A font size between 10 and 12 points is ideal for readability.

2. Use a Simple, Chronological Layout

A standard reverse-chronological format (most recent job first) is the easiest for an ATS to understand. Avoid functional resumes that group skills together without a clear timeline. Use simple, standard headings like “Work Experience,” “Education,” and “Skills.”

3. Avoid Complex Design Elements

• No Tables or Columns: Many ATS parsers read documents from left to right, top to bottom. Columns can cause the text to be read out of order, jumbling your sentences. Tables can also confuse the parser, leading it to skip over important information.
• No Images, Logos, or Graphics: An ATS cannot read images. This includes photos, logos, charts, and graphs. They will either be ignored or cause a parsing error.
• No Headers or Footers: Information placed in the header or footer of a document can sometimes be missed by an ATS. Put all your essential information, including your contact details, in the main body of the document.

4. Use Standard Bullet Points

Stick to the classic solid circle or square bullet points. Custom or overly ornate bullet points might not be recognized by the software. Use them to list your accomplishments and responsibilities under each job title.

5. Save in the Correct File Format

Unless the job application specifically asks for a different format, save your resume as a Microsoft Word document (.docx) or a PDF. Most modern ATS can handle PDFs, but a .docx file is often the safest bet as it’s pure text. Never use a .jpg or .png file.

How to Check if Your Resume is ATS-Compatible

After you’ve optimized your resume, how can you be sure it will pass an applicant tracking system resume check? There are a few methods you can use to test its compatibility.

One of the simplest ways is the “plain text test.” Copy the entire content of your resume and paste it into a plain text editor like Notepad (for Windows) or TextEdit (for Mac). This will strip away all formatting and show you what the ATS will likely “see.” Check the pasted text for any of the following issues:

• Are there strange characters or symbols?
• Is the text jumbled or out of order?
• Did any sections or bullet points disappear?

If the plain text version is a garbled mess, your formatting is too complex. Go back and simplify your layout, fonts, and bullet points until the plain text version is clean and readable.

Another option is to use an online resume scanning tool. Websites like Jobscan, Resume Worded, and Zety offer free or paid services that simulate an ATS scan. You can upload your resume and the job description, and the tool will provide a match score and detailed feedback on keywords, formatting, and other criteria. This can give you a more data-driven analysis of your resume’s compatibility.

A Look Inside: Top Applicant Tracking Systems Recruiters Use

To beat the system, it helps to know what the system looks like. While there are hundreds of different ATS platforms, they all share similar core functions. Understanding the tools recruiters use can give you an edge. Many businesses, from startups to large enterprises, rely on sophisticated platforms to manage their talent pipeline.

For example, platforms like Workable are popular for their user-friendly interface and powerful sourcing tools. They allow recruiters to post to multiple job boards at once and use AI to screen and suggest top candidates. When you apply to a company using Workable, your resume is analyzed for skills and experience that match the job requisition created by the hiring manager.

Another widely used system is Recruitee, which focuses on collaborative hiring. It allows entire teams to review and rate candidates within the platform. For a job seeker, this means your resume needs to be clear and compelling enough to appeal to multiple stakeholders, all of whom are viewing it through the lens of the ATS data.

AI-powered solutions like Manatal take screening a step further by using artificial intelligence to enrich candidate profiles with data from social media and other public sources. This means a clean, professional online presence is more important than ever. Finally, many companies use an ATS that is part of a larger Human Resource Information System (HRIS), like the one included in BambooHR. In these integrated systems, your application data can become part of your employee profile if you're hired, making accurate parsing from the start even more important.

Knowing that these are the types of systems evaluating your resume should reinforce the need for clarity, keyword alignment, and simple formatting.

The Art of Tailoring: Customizing Your Resume for Every Application

The single biggest mistake job seekers make is sending the same generic resume to every employer. In the age of the ATS, this approach is a recipe for rejection. Each job is different, and your resume should reflect that. Tailoring your resume for each specific application is the most effective way to improve your ATS score.

Start by creating a “master resume” that includes all of your work experience, skills, projects, and accomplishments. This document can be long and detailed. Then, for each job you apply for, create a copy of this master resume and customize it.

Read the job description carefully and identify the top 5-10 keywords and required qualifications. Your goal is to mirror this language in your tailored resume. Edit your “Summary” or “Objective” section to align with the specific role. Tweak the bullet points under your work experience to highlight the accomplishments that are most relevant to the new job.

If the job calls for “digital marketing strategy,” make sure that exact phrase appears in your resume, assuming you have that experience.

This process takes more time, but the return on investment is huge. A tailored resume not only performs better in an ATS resume review but also shows the hiring manager that you’ve done your research and are genuinely interested in the role.

Pro Tip: Use a spreadsheet to track the jobs you apply for. Include columns for the company, job title, date applied, and a link to the job description. This helps you stay organized and makes it easier to reference the specific keywords you used for each application if you get called for an interview.

Critical Mistakes That Get Your Resume Rejected by an ATS

Even with the best intentions, small mistakes can get your resume filtered out. Here are some of the most common errors to avoid when submitting your resume to an ATS:

• Using a Creative or Unconventional Format: As mentioned, columns, tables, text boxes, and graphics are the enemies of an ATS. Stick to a simple, single-column linear layout.
• Submitting the Wrong File Type: Always follow the instructions. If the application asks for a .docx, don't upload a PDF. If it doesn't specify, .docx is generally the safest choice.
• Including Acronyms Without Spelling Them Out: An ATS might not recognize an industry-specific acronym. The best practice is to write out the full term first, followed by the acronym in parentheses. For example, “Search Engine Optimization (SEO).”
• Keyword Stuffing: While keywords are important, don't just list them without context. This can be flagged as spam by some systems and is off-putting to human readers. Integrate keywords naturally into your accomplishment statements.
• Typos and Grammatical Errors: An ATS might not catch a typo, but the human recruiter who eventually sees your resume certainly will. Proofread your resume multiple times before submitting it.
• Unconventional Section Headers: Stick to standard headers like “Professional Experience,” “Education,” and “Skills.” Creative titles like “Where I’ve Been” or “What I Can Do” will confuse the software.

Understanding Your ATS Score: How to Analyze Feedback

If you use an online resume checker, you'll likely receive an “ATS score,” often presented as a percentage. This score represents how well your resume matches the job description based on the tool's algorithm. While this score is a helpful benchmark, it's important to understand what it means and how to use the feedback effectively.

Don't fixate on achieving a perfect 100% score. A score between 80% and 95% is generally considered very strong. Instead of chasing a number, focus on the qualitative feedback the tool provides. Most scanners will break down their analysis into several categories:

• Keyword Match: The tool will highlight keywords from the job description that are present in your resume and those that are missing. This is the most important section. Go back and see if you can naturally incorporate more of the missing high-priority keywords.
• Formatting Check: It will flag any potential issues like tables, images, or non-standard fonts that could cause parsing errors.
• Content Analysis: Some tools provide feedback on the impact of your bullet points, suggesting the use of more action verbs or quantifiable results. For example, instead of “Managed social media accounts,” it might suggest “Grew social media engagement by 40% over six months by implementing a new content strategy.”

Use this feedback as a guide, not a rigid set of rules. The goal is to create a resume that satisfies both the software and the human recruiter who will read it next. Make the recommended changes, rescan your resume, and see how your score improves, but always ensure the final product is readable and accurately reflects your experience.

Frequently Asked Questions About ATS Resume Screening

Can you check if my resume is ATS friendly?

Yes, you can check if your resume is ATS-friendly in two main ways. The first is a manual check: copy all the text from your resume and paste it into a plain text editor like Notepad. If the text is clean, readable, and in the correct order, it's a good sign. The second method is to use an online ATS resume checker tool, which simulates how software would scan your document and provides a detailed report on keyword matching and formatting.

Can I tell if a company uses an ATS?

It's safe to assume that almost any medium-to-large company uses an ATS. If you are applying for a job through an online portal on a company's career page, your application is almost certainly going into an ATS. Clues include being redirected to a third-party site (like Workday, Taleo, or Greenhouse), being asked to fill out fields that are already on your resume, or seeing a generic confirmation email after you apply.

How do I ATS proof my resume?

To ATS-proof your resume, focus on three areas. First, use a clean, simple format with standard fonts and no tables, columns, or graphics. Second, tailor your resume for each job by incorporating keywords directly from the job description. Third, save your resume in a compatible file format, like .docx or PDF, as specified in the application instructions.

What are red flags on a resume for an ATS?

Red flags for an ATS are primarily formatting and content issues. These include complex layouts with tables or columns, images or logos, non-standard fonts, and headers or footers. Content red flags include a lack of relevant keywords from the job description, typos that prevent keyword matching, and information that is presented in a way the software can't parse, such as skills listed in a chart or graph.

Why is ATS rejecting my CV?

An ATS might be rejecting your CV for several reasons. The most common culprits are incompatible formatting that the software can't read, a file type that isn't supported, or a lack of keywords that match the job description. If your resume doesn't score high enough on keyword relevance, the system will automatically filter it out before a human sees it. It's not a personal judgment; it's a technical mismatch.

Final Thoughts: From ATS-Friendly to Interview-Ready

Navigating the world of applicant tracking systems can feel like a daunting technical challenge, but it doesn't have to be. By understanding how these systems work and following the principles of clear formatting and keyword optimization, you can turn the ATS from a barrier into a bridge to your next opportunity.

Remember that the goal of an applicant tracking system resume check is not just to please a machine. It's to ensure your qualifications are accurately represented so you can get your resume in front of a human decision-maker. A well-optimized resume is clear, concise, and tailored—qualities that are just as appealing to a recruiter as they are to a software program.

Take the time to build a strong master resume, customize it for each application, and check it for compatibility. This extra effort will dramatically increase your chances of landing an interview and ultimately, the job you want.