How to Write an ATS-Friendly Resume: Complete Guide for 2026

What is an ATS-Friendly Resume?#

An ATS-friendly resume is a resume formatted and optimized specifically to be read and processed by Applicant Tracking Systems (ATS)—the software that 98% of Fortune 500 companies use to screen job applications before they reach human recruiters.

Think of it this way: Your resume needs to pass through two gates:

1. The ATS gate: Automated software that scans and parses your resume
2. The human gate: Recruiters and hiring managers who review qualified candidates

If your resume fails the ATS gate, it never reaches human eyes—no matter how qualified you are. That’s why understanding how to write an ATS-friendly resume is crucial for modern job seekers.

Why ATS-Friendly Resumes Matter in 2026#

The job market has fundamentally changed. According to research from Jobscan, over 75% of resumes are rejected by ATS before a human ever sees them. This isn’t because candidates are unqualified—it’s often because their resumes aren’t formatted in a way that ATS systems can properly parse.

The stakes are high:

• 98% of Fortune 500 companies use ATS systems
• 75% of resumes never reach human recruiters
• ATS parsing errors can cause qualified candidates to be filtered out
• Keyword optimization can increase your interview rate by up to 40%

But here’s the good news: Modern ATS technology is evolving, and some systems—like Canvider ATS—are using advanced OCR (Optical Character Recognition) technology instead of simple text reading functions. This means even if your resume isn’t perfectly formatted for traditional ATS systems, advanced systems can still read and extract all your data accurately.

Understanding How ATS Systems Work#

Before we dive into how to write an ATS-friendly resume, let’s understand what happens when you submit your resume:

Traditional ATS Parsing Process#

1. File Upload: Your resume is uploaded to the ATS
2. Text Extraction: The system extracts text from your document
3. Data Parsing: Information is categorized into sections (name, experience, skills, etc.)
4. Keyword Matching: The system scans for keywords matching the job description
5. Scoring: Your resume receives a relevance score
6. Filtering: Resumes below a certain score are automatically rejected

The Problem: Traditional ATS systems rely on simple text extraction, which can fail with:

• Complex layouts and graphics
• Non-standard formatting
• Tables and columns
• Headers and footers
• Unusual fonts or designs

Advanced OCR Technology: The Future of Resume Parsing#

Some modern ATS platforms, including Canvider, are revolutionizing resume parsing by using advanced OCR (Optical Character Recognition) technology. Instead of simply reading text from the file structure, OCR technology:

• Reads resumes as images: Converts PDFs and scanned documents into readable text
• Handles complex layouts: Can extract information from tables, columns, and graphics
• Recognizes various formats: Works with Word documents, PDFs, images, and scanned resumes
• Improves accuracy: Reduces parsing errors that cause qualified candidates to be filtered out
• Supports multiple languages: Can process resumes in different languages and character sets

This means that even if your resume isn’t perfectly formatted for traditional ATS systems, advanced systems like Canvider can still accurately read and extract all your information—giving you a better chance of making it through the screening process.

Reference: According to Resume Parser AI, modern AI-powered systems can achieve 95% parsing accuracy, processing resumes in seconds instead of hours.

Essential Elements of an ATS-Friendly Resume#

1. Simple, Clean Formatting#

Keep it simple: Use a single-column layout with clear, standard sections. Avoid:

• ❌ Complex multi-column designs
• ❌ Text boxes and graphics
• ❌ Tables (except for simple data)
• ❌ Images, logos, or charts
• ❌ Headers and footers (ATS often can’t read them)

Do this instead:

• ✅ Single-column layout
• ✅ Standard section headings
• ✅ Simple bullet points (circles or squares)
• ✅ Consistent formatting throughout

Reference: Indeed Career Guide recommends using simple formatting to ensure ATS systems can properly parse your resume.

2. Standard Section Headings#

Use clear, traditional section headings that ATS systems recognize:

• ✅ Work Experience (or “Professional Experience”)
• ✅ Education
• ✅ Skills
• ✅ Certifications
• ✅ Summary (or “Professional Summary”)

Avoid creative headings like:

• ❌ “Where I’ve Been” (instead of Work Experience)
• ❌ “What I Know” (instead of Skills)
• ❌ “My Journey” (instead of Education)

Reference: Jobscan’s ATS Resume Guide emphasizes that standard headings make it easier for ATS systems to categorize your information correctly.

3. ATS-Friendly Fonts#

Choose fonts that ATS systems can easily read:

Best fonts for ATS:

• ✅ Arial
• ✅ Calibri
• ✅ Georgia
• ✅ Times New Roman
• ✅ Helvetica

Font size: Use 10-12 point font size for body text. Headings can be slightly larger (14-16 points).

Avoid:

• ❌ Decorative or script fonts
• ❌ Fonts smaller than 10 points
• ❌ Multiple fonts in one resume
• ❌ Mixed font sizes without clear hierarchy

Reference: MIT Career Services recommends using common, legible fonts that both ATS systems and human recruiters can easily read.

4. Contact Information Placement#

Place contact information in the main body, not in headers or footers:

John Smith
[email protected] | (555) 123-4567
LinkedIn: linkedin.com/in/johnsmith
City, State ZIP Code

Include:

• ✅ Full name
• ✅ Phone number
• ✅ Email address
• ✅ City and state (ZIP code optional)
• ✅ LinkedIn profile URL (if applicable)

Avoid placing in:

• ❌ Document headers (ATS may not read them)
• ❌ Document footers (often ignored)
• ❌ Sidebars or columns

Reference: University of Illinois Chicago Career Services advises keeping contact information in the main body of the document.

5. File Format: PDF vs. Word#

The debate: Should you submit a PDF or Word document?

PDF advantages:

• ✅ Preserves formatting across devices
• ✅ Professional appearance
• ✅ Cannot be easily edited
• ✅ Works well with advanced OCR systems (like Canvider)

Word document advantages:

• ✅ Some ATS systems prefer .docx format
• ✅ Easier for recruiters to edit/annotate
• ✅ Better compatibility with older ATS systems

Best practice:

• Check the job posting for specific requirements
• If no preference is stated, PDF is generally safer for modern ATS systems
• Advanced OCR systems can read both formats effectively

Reference: Smallpdf’s ATS Guide notes that OCR technology can convert PDF images into readable text, making PDFs more accessible than ever.

6. Consistent Date Formatting#

Use a consistent date format throughout your resume:

Recommended formats:

• ✅ Month YYYY (e.g., “January 2020 - December 2023”)
• ✅ MM/YYYY (e.g., “01/2020 - 12/2023”)
• ✅ YYYY - YYYY (e.g., “2020 - 2023”)

Avoid:

• ❌ Mixed formats (e.g., “Jan 2020 - 12/2023”)
• ❌ Abbreviated months inconsistently
• ❌ Dates in headers or footers

Reference: Jobscan’s formatting guide emphasizes that consistent date formatting helps ATS systems correctly parse your work history.

Keyword Optimization: The Secret to ATS Success#

Keywords are the most critical element of an ATS-friendly resume. ATS systems scan your resume for keywords that match the job description, and resumes with more matching keywords rank higher.

How to Find the Right Keywords#

1. Analyze the job description:

   • Read the job posting carefully
   • Identify required skills, qualifications, and experience
   • Note specific software, tools, or certifications mentioned
   • Look for industry-specific terminology

2. Use job description language:

   • Mirror the exact terms used in the posting
   • If they say “project management,” use “project management” (not “managing projects”)
   • Include both acronyms and full terms (e.g., “CRM” and “Customer Relationship Management”)

3. Research industry keywords:

   • Look at similar job postings
   • Check LinkedIn profiles of people in similar roles
   • Review company websites and job descriptions
   • Use tools like Jobscan to analyze keyword matches

Reference: University of Texas Career Services recommends incorporating keywords from the job description throughout your resume to improve your ATS ranking.

Where to Place Keywords#

Strategic keyword placement:

1. Professional Summary: Include 3-5 key terms here
2. Skills Section: List all relevant technical and soft skills
3. Work Experience: Weave keywords naturally into bullet points
4. Education/Certifications: Include relevant coursework or certifications

Example of keyword integration:

Before (weak):

Managed team projects and coordinated with stakeholders.

After (strong with keywords):

Led cross-functional project management initiatives, coordinating with key stakeholders using Agile methodologies to deliver software solutions on time and within budget.

Reference: Resume.io’s ATS Guide emphasizes weaving keywords naturally throughout your resume rather than keyword stuffing.

Keyword Density Best Practices#

• Natural integration: Keywords should flow naturally in sentences
• Avoid keyword stuffing: Don’t repeat keywords excessively
• Use variations: Include synonyms and related terms
• Match job description: Prioritize keywords that appear multiple times in the job posting

Step-by-Step Guide: Creating Your ATS-Friendly Resume#

Step 1: Choose the Right Resume Format#

Best formats for ATS:

• ✅ Chronological: Lists work experience in reverse chronological order (most ATS-friendly)
• ✅ Hybrid/Combination: Combines chronological format with skills section (also ATS-friendly)

Avoid:

• ❌ Functional format (ATS struggles with skills-focused layouts)
• ❌ Creative/infographic formats (difficult for ATS to parse)

Reference: Jobscan’s format guide recommends chronological or hybrid formats as they’re easiest for ATS systems to parse.

Step 2: Structure Your Resume Sections#

Standard ATS-friendly structure:

1. Contact Information (top of page, main body)
2. Professional Summary (2-3 sentences with keywords)
3. Work Experience (reverse chronological)
4. Education
5. Skills (bullet list, easy to scan)
6. Certifications (if applicable)

Optional sections (if space allows):

• Projects
• Publications
• Languages
• Volunteer Experience

Step 3: Write ATS-Optimized Content#

For each work experience entry:

Job Title
Company Name | City, State
Month YYYY - Month YYYY

• Action verb + keyword + quantifiable result
• Action verb + keyword + quantifiable result
• Action verb + keyword + quantifiable result

Example:

Senior Marketing Manager
Tech Solutions Inc. | San Francisco, CA
January 2020 - Present

• Developed and executed digital marketing strategies that increased lead generation by 45% using SEO, SEM, and content marketing
• Managed cross-functional team of 8 marketing professionals, implementing Agile project management methodologies
• Analyzed marketing data using Google Analytics and HubSpot CRM to optimize campaign performance and ROI

Key elements:

• ✅ Strong action verbs (developed, managed, analyzed)
• ✅ Relevant keywords (SEO, SEM, CRM, Agile)
• ✅ Quantifiable results (45% increase, team of 8)
• ✅ Industry-specific tools and technologies

Reference: MyPerfectResume’s ATS guide provides detailed examples of ATS-optimized resume content.

Step 4: Optimize Your Skills Section#

Format: Simple bullet list, easy to scan

Include:

• Technical skills (software, programming languages, tools)
• Soft skills (communication, leadership, problem-solving)
• Industry-specific skills
• Certifications and licenses

Example:

Skills
• Project Management: Agile, Scrum, Jira, Trello
• Technical: Python, SQL, Tableau, Excel (Advanced)
• Communication: Public Speaking, Technical Writing, Cross-functional Collaboration
• Certifications: PMP, Google Analytics Certified

Reference: Scale.jobs ATS guide emphasizes keeping your skills section clean and scannable for both ATS and human readers.

Step 5: Proofread and Test#

Before submitting:

1. Spell check: Use built-in spell checker and read manually
2. Grammar check: Ensure proper grammar throughout
3. Format check: Verify consistent formatting
4. ATS test: Use free tools like Jobscan to test ATS compatibility
5. Readability check: Ensure it’s readable for humans too

Reference: Columbia Career Education recommends testing your resume with ATS checker tools before submitting applications.

Common ATS Resume Mistakes to Avoid#

❌ Mistake 1: Using Graphics and Images#

Problem: ATS systems cannot read images, logos, or graphics embedded in resumes.

Solution: Use text-only formatting. If you need to highlight something, use bold text or strategic placement.

Reference: Enhancv’s ATS guide notes that images and graphics can cause parsing errors in ATS software.

❌ Mistake 2: Complex Tables and Columns#

Problem: ATS systems struggle with multi-column layouts and complex tables.

Solution: Use single-column layout with simple formatting.

❌ Mistake 3: Headers and Footers#

Problem: Many ATS systems cannot read information placed in document headers or footers.

Solution: Place all information, including contact details, in the main body of the document.

❌ Mistake 4: Unusual File Formats#

Problem: Some ATS systems only accept .docx or .pdf files.

Solution: Save your resume as a PDF or Word document (.docx), not as .pages, .odt, or other formats.

❌ Mistake 5: Missing Keywords#

Problem: Resumes without relevant keywords from the job description score low in ATS rankings.

Solution: Analyze the job description and incorporate relevant keywords naturally throughout your resume.

❌ Mistake 6: Using “Resume” or “CV” in the File Name#

Problem: Generic file names make it harder for recruiters to find your resume.

Solution: Use a descriptive file name like “JohnSmith_MarketingManager_Resume.pdf”

Reference: Ohio Northern University’s ATS guide provides comprehensive guidance on avoiding common ATS mistakes.

The Future of Resume Parsing: Advanced OCR Technology#

While traditional ATS systems rely on simple text extraction, the future belongs to advanced OCR (Optical Character Recognition) technology. Companies like Canvider are leading this evolution by implementing sophisticated OCR systems that can:

Advantages of OCR-Based Resume Parsing#

1. Reads Any Format: OCR can extract text from PDFs, scanned documents, images, and even handwritten notes (in some cases)

2. Handles Complex Layouts: Unlike traditional ATS, OCR can parse information from:

   • Multi-column layouts
   • Tables and charts
   • Graphics with embedded text
   • Non-standard formatting

3. Improved Accuracy: Modern OCR systems achieve 95%+ accuracy rates, significantly reducing parsing errors

4. Multilingual Support: Advanced OCR can process resumes in multiple languages and character sets

5. Future-Proof: As OCR technology improves, your resume becomes more accessible regardless of format

What This Means for Job Seekers#

Good news: If you’re applying to companies using advanced OCR systems like Canvider, you have more flexibility in resume formatting. However, it’s still best practice to create an ATS-friendly resume because:

• Not all companies use advanced OCR technology yet
• Traditional ATS systems are still widely used
• ATS-friendly formatting is also human-friendly
• It ensures maximum compatibility across all systems

Reference: According to The Interview Guys, modern AI-powered resume parsing systems can achieve 95% accuracy, processing resumes in seconds instead of hours.

ATS-Friendly Resume Template Structure#

Here’s a complete template structure you can use:

[CONTACT INFORMATION - Main Body]
Your Full Name
Email: [email protected] | Phone: (555) 123-4567
LinkedIn: linkedin.com/in/yourprofile | Location: City, State

[PROFESSIONAL SUMMARY]
2-3 sentences highlighting your experience, key skills, and career goals. 
Include 3-5 relevant keywords from the job description.

[WORK EXPERIENCE]
Job Title
Company Name | City, State
Month YYYY - Month YYYY

• Action verb + keyword + quantifiable achievement
• Action verb + keyword + quantifiable achievement
• Action verb + keyword + quantifiable achievement

[Repeat for each position]

[EDUCATION]
Degree Name
University Name | City, State
Month YYYY - Month YYYY (or Graduation Date)
Relevant coursework or honors (if applicable)

[SKILLS]
• Category 1: Skill 1, Skill 2, Skill 3
• Category 2: Skill 1, Skill 2, Skill 3
• Category 3: Skill 1, Skill 2, Skill 3

[CERTIFICATIONS] (if applicable)
Certification Name | Issuing Organization | Date

Reference: Jobscan offers free ATS-friendly resume templates that you can use as a starting point.

Tools to Help You Create an ATS-Friendly Resume#

Free ATS Checker Tools#

1. Jobscan: Analyzes your resume against job descriptions and provides ATS compatibility scores
2. Resume Worded: Offers ATS-friendly resume templates and optimization tips
3. VMock: Provides resume analysis and ATS compatibility checking
4. Resume.io: Offers ATS-friendly resume builder with templates

Keyword Research Tools#

1. Jobscan Keyword Matcher: Compares your resume to job descriptions
2. LinkedIn: Research job descriptions and profiles for industry keywords
3. Google Trends: Identify trending industry terms
4. Company Websites: Review job postings for keyword patterns

Reference: TopResume’s ATS guide recommends using ATS checker tools to verify your resume’s compatibility before submitting applications.

Tailoring Your Resume for Each Application#

Critical rule: Never send the same resume to every job application. Each resume should be tailored to the specific job posting.

How to Tailor Your Resume#

1. Analyze the job description: Read it thoroughly and identify key requirements
2. Match keywords: Incorporate relevant keywords from the job posting
3. Reorder sections: Prioritize most relevant experience
4. Customize summary: Adjust your professional summary to match the role
5. Highlight relevant skills: Emphasize skills mentioned in the job description
6. Quantify achievements: Use numbers that relate to the job requirements

Time investment: Expect to spend 15-30 minutes tailoring each resume. The effort pays off—tailored resumes receive significantly more interview requests.

Reference: University of Illinois Chicago Career Services emphasizes that “one-size-fits-all” does not work with applicant tracking systems.

ATS-Friendly Resume Checklist#

Use this checklist before submitting your resume:

Formatting#

• Single-column layout
• Standard section headings (Work Experience, Education, Skills)
• ATS-friendly font (Arial, Calibri, Times New Roman)
• 10-12 point font size
• Consistent date formatting
• No graphics, images, or logos
• No complex tables or columns
• Contact information in main body (not header/footer)
• Saved as PDF or .docx format

Content#

• Professional summary with keywords
• Work experience in reverse chronological order
• Action verbs in bullet points
• Quantifiable achievements (numbers, percentages)
• Relevant keywords from job description
• Skills section with industry-specific terms
• No spelling or grammar errors
• Tailored for specific job application

Testing#

• Tested with ATS checker tool
• Readable by humans (not just ATS)
• File name is descriptive
• File size is reasonable (< 2MB)

Real-World Examples: Before and After#

Example 1: Professional Summary#

Before (ATS-unfriendly):

Creative and dynamic professional with extensive experience in various industries. Passionate about innovation and team collaboration.

After (ATS-friendly):

Results-driven Marketing Manager with 8+ years of experience in digital marketing, SEO, and content strategy. Proven track record of increasing lead generation by 45% and managing cross-functional teams using Agile methodologies. Expertise in Google Analytics, HubSpot CRM, and marketing automation tools.

Why it’s better:

• ✅ Includes specific keywords (SEO, content strategy, Agile, Google Analytics, HubSpot CRM)
• ✅ Quantifiable achievements (8+ years, 45% increase)
• ✅ Industry-specific tools and technologies
• ✅ Clear value proposition

Example 2: Work Experience#

Before (ATS-unfriendly):

• Responsible for managing projects and working with team members • Helped improve processes and increase efficiency • Worked on various tasks and assignments

After (ATS-friendly):

• Led cross-functional project management initiatives using Agile and Scrum methodologies, delivering 15+ software projects on time and within budget • Implemented process improvements that increased team efficiency by 30% and reduced project delivery time by 25% • Collaborated with stakeholders across engineering, design, and product teams to define project requirements and ensure successful execution

Why it’s better:

• ✅ Strong action verbs (Led, Implemented, Collaborated)
• ✅ Specific methodologies (Agile, Scrum)
• ✅ Quantifiable results (15+ projects, 30% increase, 25% reduction)
• ✅ Industry keywords (stakeholders, cross-functional, project management)

Frequently Asked Questions#

What is an ATS-friendly resume?#

An ATS-friendly resume is formatted and optimized to be easily read and processed by Applicant Tracking Systems. It uses simple formatting, standard headings, and includes relevant keywords from job descriptions.

Do I need a different resume for ATS vs. human recruiters?#

No! A well-crafted ATS-friendly resume works for both. The formatting that helps ATS systems also makes your resume more readable for humans. Focus on creating one excellent resume that serves both purposes.

Can ATS systems read PDF resumes?#

Yes, modern ATS systems can read PDF resumes. Advanced systems using OCR technology (like Canvider) can even read scanned PDFs and images. However, some older ATS systems may prefer Word documents, so check the job posting for specific requirements.

How many keywords should I include?#

There’s no magic number, but aim to naturally incorporate 10-15 relevant keywords from the job description throughout your resume. Focus on quality over quantity—keywords should fit naturally in your content.

Should I use a resume template?#

Yes, but choose an ATS-friendly template. Avoid creative templates with graphics, tables, or complex layouts. Look for simple, single-column templates with standard headings.

Can I include graphics or charts in my resume?#

Generally, no. Most ATS systems cannot read images, graphics, or charts. If you need to highlight data, use text-based formatting like bullet points with numbers.

How do I know if my resume is ATS-friendly?#

Use free ATS checker tools like Jobscan to test your resume. These tools analyze your resume’s compatibility with ATS systems and provide specific recommendations for improvement.

What if the company uses advanced OCR technology?#

Companies using advanced OCR technology (like Canvider) can read resumes in various formats more accurately. However, it’s still best practice to create an ATS-friendly resume for maximum compatibility across all systems.

Conclusion: Your Path to ATS Success#

Creating an ATS-friendly resume is no longer optional—it’s essential for modern job seekers. With 98% of Fortune 500 companies using ATS systems, your resume must pass automated screening before it reaches human eyes.

Key takeaways:

1. Keep it simple: Use single-column layouts, standard headings, and ATS-friendly fonts
2. Optimize keywords: Incorporate relevant keywords from job descriptions naturally
3. Quantify achievements: Use numbers and percentages to demonstrate impact
4. Tailor each resume: Customize your resume for every job application
5. Test before submitting: Use ATS checker tools to verify compatibility
6. Stay informed: Understand that advanced OCR technology (like Canvider uses) is making resume parsing more accurate, but ATS-friendly formatting remains best practice

The future is bright: As ATS technology evolves with advanced OCR capabilities, resume parsing is becoming more accurate and accessible. Companies like Canvider are leading this evolution, ensuring that qualified candidates aren’t filtered out due to formatting issues.

Remember: Your resume is your first impression. Make it count by ensuring it’s both ATS-friendly and human-friendly. Follow this guide, test your resume, and you’ll significantly increase your chances of landing that interview.

Ready to optimize your resume? Start by analyzing your target job descriptions, incorporating relevant keywords, and testing with ATS checker tools. Your next opportunity is just one well-optimized resume away.

References and Further Reading#

1. Jobscan - How to Create an ATS Resume
2. Indeed - How To Write an ATS Resume
3. MIT Career Services - Make Your Resume ATS-Friendly
4. University of Illinois Chicago - Optimizing Resumes for ATS
5. Resume.io - ATS-Friendly Resume Builder Guide
6. MyPerfectResume - ATS-Friendly Resume Tips
7. Enhancv - ATS Resume Examples & Guide
8. The Interview Guys - Resume Parsing Explained
9. Smallpdf - Can ATS Read PDF Resumes?
10. Resume Parser AI - Modern Resume Parsing Technology

Last updated: December 2025