Key Takeaways

• ATS (Applicant Tracking System) software scans and ranks resumes based on keyword and format compatibility.
• Using the ATS resume format increases your chances to be seen by recruiters.
• Keep resumes single-column, text-based, and use standard headings to ensure accurate parsing.
• Avoid graphics, columns, and non-standard fonts which break ATS parsing.
• Tailor keywords to each job description using synonyms and exact matches to improve ranking.

Table of Contents

Introduction: What Is an ATS and Why the ATS Resume Format Matters

If you’ve ever applied online and wondered why you didn’t hear back, the answer may be an Applicant Tracking System (ATS). An ATS is software employers use to collect, scan, parse, and rank resumes. It standardizes high-volume hiring by extracting key data—like job titles, dates, skills, education—and matching them to the job description. The ATS resume format is simply a way of structuring your resume so the software can accurately read and score it.

Why this matters: most medium and large organizations rely on ATS to screen applications. Industry estimates suggest that well over 90% of major employers use some form of applicant tracking or resume parsing technology. If your resume is not ATS-friendly, it may never get in front of a recruiter. Adopting the right ATS resume format is a direct way to increase your visibility, your ranking, and your chances of moving to the interview stage.

In this guide, you’ll learn:

• What makes an ATS-friendly resume work technically and strategically
• How to make your resume ATS friendly step by step
• The best fonts for ATS resumes and why readability matters
• How to use an ATS friendly CV template without sabotaging parsing
• Why you should avoid graphics on an ATS resume
• Practical examples, formatting rules, and optimization tips you can apply today

Throughout, we’ll use related terms like ATS-friendly resume, ATS resume tips, resume parsing, keywords optimization, and ATS resume template to reinforce best practices and help your resume pass automated screening.

Understanding the ATS Resume Format: Definition, Key Features, and Why It Matters

Definition

The ATS resume format is a resume structure optimized for automated parsing by applicant tracking systems. It emphasizes:

• A clean, text-based layout with simple hierarchy
• Standardized section headings the ATS expects
• Consistent, conventional date and job title formats
• Precise keyword alignment with the job description
• Avoidance of design elements that break parsing (columns, text boxes, graphics)

Key Features of an ATS-Friendly Resume

Using an ATS friendly CV template ensures your ATS resume format works for you:

• Text-only structure:
    - Single column, left-aligned content
    - No text boxes, shapes, columns, or sidebars
    - No background colors, watermarks, or decorative lines that are images
• Standard headings:
    - “Professional Summary” or “Summary”
    - “Skills” or “Core Competencies”
    - “Work Experience” or “Professional Experience”
    - “Education”
    - Optional additions: “Certifications,” “Projects,” “Awards,” “Publications,” “Volunteer Experience”
• Logical, consistent formatting:
    - Job entries listed in reverse chronological order
    - Job title, employer, location, and dates on separate lines or with clear separators
    - Dates in a consistent format (e.g., Mar 2022–Present or March 2022–Present)
• Keyword optimization:
    - Exact-match keywords from the job description placed naturally in your Skills and Experience sections
    - Use of synonyms and variants (e.g., project management, program management, PMP, PMO) to improve matching
• ATS-safe typography:
    - Legible, common fonts; no decorative or script fonts
    - Standard bullet symbols (•) or dashes (-), not custom icons or emojis
• ATS parsing safeguards:
    - Contact details typed out in the main body (not in headers or footers)
    - Use of .docx or standard PDF when allowed by the job portal
    - Avoidance of unusual characters, embedded objects, and images

Why Format Matters in an ATS-Friendly Resume

Applicant tracking systems are designed to extract structured data from a resume. They “look” for:

• Skills and keywords relevant to the role
• Job titles and seniority levels
• Employment dates and tenure
• Education and certifications
• Tools, technologies, and industry terms

Poor formatting can cause critical fields to be missed or misread. For example:

• Placing contact info in the header or footer may hide it from the parser
• Using two-column layouts can cause reading order problems, mixing bullets and headings
• Tables and text boxes may be read incorrectly or skipped entirely
• Images containing text (like logos or skill badges) are usually invisible to ATS
• Nonstandard headings (e.g., “What I’ve Done” instead of “Work Experience”) can reduce parsing accuracy

The outcome: An otherwise qualified candidate can be ranked low or tagged as “missing requirements” simply because the ATS couldn’t parse the resume correctly. The ATS resume format reduces that risk.

How to Make Your Resume ATS Friendly: Step-by-Step Tips

1) Analyze the Job Description for Keywords and Requirements

• Extract exact-match keywords:
  • Hard skills: software, tools, frameworks, methods (e.g., SQL, Salesforce, Agile, Python, FMEA, Six Sigma)
  • Soft skills and competencies: leadership, communication, stakeholder management, collaboration
  • Industry terms and certifications: CPA, PMP, SHRM-CP, AWS, ISO, HIPAA
• Identify synonyms and variants:
  • Example: “business development” may also appear as “BD,” “sales strategy,” “partnerships”
  • Example: “customer support” vs. “customer service” vs. “client success”
• Match the employer’s language:
  • If the posting says “program management,” use that phrase; if it says “project management,” mirror it
• Build a keyword bank:
  • Create a short list of must-have keywords to weave into your Summary, Skills, and Experience sections
• Avoid keyword stuffing:
  • Use keywords contextually in relevant bullets rather than dumping a long list

2) Use Standard Headings the ATS Recognizes

• Recommended headings:
  • Summary or Professional Summary
  • Skills or Core Competencies
  • Professional Experience or Work Experience
  • Education
  • Certifications or Licenses
  • Projects, Awards, Publications (if relevant)
• Avoid creative or ambiguous headings:
  • Replace “What I Bring” with “Skills”
  • Replace “Journey” with “Work Experience”

3) Optimize Keywords Across Sections

• Summary:
  • 3–5 concise lines with target job title and top keywords
  • Example: “Data Analyst with 5+ years in SQL, Python, and Tableau; experienced in data modeling, ETL, and dashboard automation; improved reporting speed by 30%.”
• Skills section:
  • Group skills into categories (e.g., Programming: Python, R; Data: SQL, ETL, Snowflake; Tools: Tableau, Power BI)
  • Use both acronyms and spelled-out forms when appropriate (e.g., RPA and robotic process automation)
• Work Experience:
  • Integrate keywords into achievement bullets with measurable impact
  • Example: “Led Agile sprints for a cross-functional team, delivering 12 features that increased NPS by 8 points.”
• Education and Certifications:
  • Spell out degrees and include standard abbreviations (e.g., Bachelor of Science [BS], Master of Business Administration [MBA])
  • Include certification codes as written in the job description

4) Keep It Text-Based and Linear

• Do:
  • Use bullets for readability
  • Keep a single-column layout
  • Use standard characters and simple separators (|, —, •)
• Don’t:
  • Use images, icons, charts, or logos
  • Place content in text boxes or graphics
  • Layer content with invisible elements or inherit text

5) Choose the Right File Type

• Follow the application instructions exactly:
  • If .docx is requested, submit .docx
  • If PDF is allowed, use a text-based PDF (not scanned)
• When in doubt:
  • .docx is often safest for parsing
  • Maintain a .docx master file and export to PDF only when the portal supports it

6) Label and Structure Sections Clearly

• Use clear headings and consistent formatting:
  • H1/H2 style hierarchy isn’t required, but consistent bolding for headings helps
• Contact details:
  • Place your name on the first line, followed by phone and email on the next line
  • Avoid placing contact info in headers/footers
• Job entries:
  • Job Title
  • Employer
  • City, State (or City, Country)
  • Dates (Month Year – Month Year)
  • 3–6 bullets focusing on outcomes and metrics

7) Standardize Dates and Locations

• Date consistency:
  • Use “MMM YYYY–MMM YYYY” or “Month YYYY–Present”
• Location format:
  • City, State/Province (spell out consistently if required)
• Remote/hybrid:
  • If relevant, include “Remote” or “Hybrid” consistently

8) Use an ATS-Safe Length and Structure

• Length:
  • Early career: 1 page
  • Experienced: up to 2 pages
• Ordering:
  • Summary
  • Skills
  • Professional Experience
  • Education
  • Certifications
  • Optional sections (Projects, Awards, Publications, Volunteer)

9) Test for Parse-Ability

• Plain-text test:
  • Save a copy as plain text (.txt) and review the order and readability
  • Ensure headings and bullets still make sense and nothing disappears
• Self-audit:
  • Can you quickly find your top 10 job-related keywords within 10 seconds?

10) Tailor for Every Application

• Customize:
  • Adjust the Summary and top 3–5 bullets to match each job
• Prioritize:
  • Move the most relevant experience and skills toward the top of each section
• Mirror terminology:
  • Use the exact keywords in the posting, including variants and synonyms

Best Fonts for ATS Resumes: Readability, Recommended Fonts, and Sizing

What Makes a Font ATS-Friendly?

• Clarity and legibility:
  • Simple fonts are easier for both parsing engines and human reviewers
• Compatibility:
  • Standard system fonts reduce rendering issues across devices
• Avoid:
  • Script, novelty, and decorative fonts
  • Excessive use of italics, underlining, or all caps in body text

Recommended Fonts for an ATS-Friendly Resume

• Arial
• Calibri
• Times New Roman
• Georgia
• Verdana

Font Size, Weight, and Style

• Size:
  • Body text: 10–12 pt (11 pt is a strong default)
  • Section headings: 12–14 pt
  • Name: 16–18 pt
• Weight and styling:
  • Use bold for headings and job titles sparingly
  • Use italics for secondary info only (e.g., publications), but avoid overuse
  • Avoid underlining except for URLs if you include them (optional and only if the application allows; be mindful of ATS parsing)

Additional ATS-Safe Typography Tips

• Bullets:
  • Use standard round bullets (•) or dashes (-)
• Symbols:
  • Avoid special symbols, emojis, or uncommon Unicode characters
• Color:
  • Black or dark gray for body text ensures maximum readability

Using an ATS Friendly CV Template: Structure, Advantages, and What to Look For

What Is an ATS Friendly CV Template?

An ATS friendly CV template is a pre-designed layout that adheres to ATS parsing best practices. It prioritizes linear, text-first design, standardized headings, and predictable structure, making it easy for applicant tracking systems to interpret your resume.

Advantages of Using an ATS-Friendly Template

• Correct structure by default:
  • Enforces standard headings and linear reading order
• Saves time:
  • Focus on content rather than fighting complex formatting
• Reduces parsing errors:
  • Avoids columns, text boxes, and problematic graphics
• Human friendly:
  • Well-organized, skimmable, and visually clean for recruiters

What to Look For in an ATS-Friendly Template

• Single-column layout
• Clear section headings (Summary, Skills, Professional Experience, Education, Certifications)
• No text boxes, shapes, or tables for core content
• Simple bullets and spacing
• Space for quantifiable bullets under each role
• Clean margins (0.5–1 inch) and consistent line spacing (1.0–1.15)
• Place for contact info at the top of the main body (not in header/footer)

How to Customize an ATS-Friendly Template Without Breaking It

• Edit text directly in the body; don’t drag content into shapes or sidebars
• Keep headings intact; change the labels only to standard equivalents
• If adding a Projects or Certifications section, copy an existing section style instead of creating a new design element
• Use paragraph spacing instead of extra line breaks for clean, consistent spacing
• Validate the template with the plain-text test after edits

Descriptive Example of a Safe ATS Resume Layout

• Name
• Phone | Email | City, State
• Summary:
  • 3–5 lines targeting the role with exact-match keywords and quantified strengths
• Skills:
  • Category 1: Tool A, Tool B, Tool C
  • Category 2: Method A, Method B, Method C
  • Category 3: Platform A, Platform B
• Professional Experience:
  • Job Title | Company | City, State | MMM YYYY–MMM YYYY
  • Achievement with metric and keyword (e.g., “Automated X via Y; reduced Z by 25%”)
  • Achievement with tool/tech (e.g., “Built dashboards in Tableau and SQL; improved visibility across 5 regions”)
  • Achievement with collaboration (e.g., “Partnered with product and sales; launched feature increasing adoption 18%”)
  • Job Title | Company | City, State | MMM YYYY–MMM YYYY
  • 3–5 bullets
• Education:
  • Degree, Major | Institution | Graduation Year
• Certifications:
  • Credential | Issuer | Year
• Optional Sections (Projects, Awards, Publications, Volunteer)

Avoiding Graphics on ATS Resumes: Why to Avoid Graphics ATS Resume Pitfalls and What to Do Instead

Why Graphics Are Problematic for ATS

• Invisibility:
  • Most ATS cannot read text embedded in images, charts, or icons
• Parsing errors:
  • Columns, text boxes, and shapes can scramble reading order or cause content to be skipped
• Hidden keywords:
  • Skill badges, icon lists, or image-based timelines may conceal critical keywords
• Inconsistent rendering:
  • Complex visuals may break when converted to .docx or PDF, altering layout or losing content

Common Graphics to Avoid in an ATS Resume

• Profile photo or headshot
• Infographics (timelines, skill bars, star ratings)
• Charts and graphs
• Custom icons for contact info or skills
• Logos for employers or certifications
• Decorative borders and watermarks

ATS-Friendly Alternatives to Graphics

• Bullet points:
  • Distill accomplishments into concise, data-driven statements
• Text-based emphasis:
  • Use bold sparingly for headings, job titles, and key metrics
• Simple separators:
  • Use | or — between items (e.g., Phone | Email | City, State)
• Text-based tables only when necessary:
  • If you must use a table (e.g., publications), ensure it’s simple and test in plain text
• Narrative clarity:
  • Replace skill bars with a clear Skills section listing tools and proficiency where relevant

Advanced ATS Optimization Tips: Going Beyond the Basics

• Use both acronyms and full forms:
  • Examples: “KPI (key performance indicators),” “ERP (enterprise resource planning),” “RPA (robotic process automation)”
• Normalize job titles when appropriate:
  • If your official title is unusual, include a standard equivalent in parentheses
    Example: “Client Happiness Lead (Customer Success Manager)”
• Prioritize relevant experience:
  • Move the most relevant roles and bullets toward the top of each job entry
• Quantify achievements:
  • Use numbers, percentages, and time frames (e.g., “reduced processing time by 28% in 6 months”)
• Avoid dense paragraphs:
  • Use 1–2 lines per bullet and keep bullets focused on one idea each
• Maintain consistent punctuation:
  • Either end all bullets with periods or omit them consistently
• Use active voice and action verbs:
  • Led, built, automated, designed, launched, negotiated, accelerated, optimized
• Handle technical stacks clearly:
  • Group tools by category for scannability (Languages, Frameworks, Databases, Cloud, DevOps)
• Keep contact info professional:
  • Use a simple, professional email naming format; avoid novelty addresses
• Consider a brief Summary over an Objective:
  • A Summary with keywords and capabilities is more ATS-friendly and informative than an Objective

Sample ATS-Friendly Resume Bullets by Function

• Sales:
  • “Exceeded annual quota by 132% by expanding enterprise pipeline and shortening sales cycle by 19%.”
  • “Launched account-based marketing (ABM) pilot that drove 35% lift in qualified opportunities.”
• Marketing:
  • “Increased organic traffic 48% YoY by executing a content roadmap and technical SEO improvements.”
  • “Cut CAC by 22% by reallocating budget to higher-ROI channels and optimizing conversion funnel.”
• Operations:
  • “Reduced order-to-ship time from 4.2 to 2.7 days by implementing Lean process changes and automation.”
  • “Lowered defect rate by 31% through SPC monitoring and operator training.”
• Engineering:
  • “Built microservices in Python and Go to process 2M+ events/day; improved p95 latency by 37%.”
  • “Automated CI/CD pipelines, decreasing deployment time from 45 to 8 minutes.”
• HR/People:
  • “Implemented competency-based interviewing; increased quality of hire and reduced 90-day attrition by 18%.”
  • “Consolidated HRIS and payroll workflows; reduced manual entry by 70%.”

Common ATS Resume Mistakes to Avoid

• Keyword mismatch:
  • Using adjacent terms but not the exact phrase from the posting
• Over-stylized templates:
  • Two columns, heavy graphics, or color blocks that break parsing
• Missing dates or unclear timelines:
  • Always include month and year; avoid year-only entries if experience is recent
• Over-reliance on soft skills:
  • Balance soft skills with specific tools and outcomes
• Hiding essentials:
  • Contact info in headers/footers; education buried at the bottom when the role requires a degree
• File naming issues:
  • Use a professional file name like “Firstname_Lastname_JobTitle_Resume.docx”

ATS Resume Format: Frequently Asked Formatting Questions

Can I use PDF?

If the employer or portal accepts PDFs and they are text-based, yes. Otherwise, prefer .docx.

Are tables always bad?

Avoid tables for core sections. If you use a small table for publications or skills, test with plain text.

Can I include hyperlinks?

If the portal permits, include a simple text link to a professional profile or portfolio. Ensure the URL is typed as text and not embedded in an image. If unsure, omit links.

Are headers and footers safe?

Avoid placing crucial information (name, phone, email) in headers/footers; many ATS systems ignore them.

What about color?

Minimal, high-contrast color is okay. Black or dark gray body text is safest.

How long should my resume be?

1–2 pages depending on experience. Relevancy beats length.

Conclusion: Master the ATS Resume Format and Get Seen

The ATS resume format is not about making your resume boring—it’s about making it readable and rankable by the systems that gate most hiring funnels. By using standard headings, clean structure, relevant keywords, and the best fonts for ATS resumes, you ensure your qualifications are correctly parsed and scored. An ATS-friendly resume amplifies your visibility, improves your match rate, and increases the likelihood your application reaches a recruiter’s desk.

Practical next steps:

• Audit your resume for ATS blockers: columns, text boxes, images, unusual fonts
• Extract keywords from each job description and align your Summary, Skills, and Experience
• Standardize headings, dates, and formatting; keep it single-column and text-based
• Save in .docx and, if allowed, a text-based PDF; test the plain-text version
• Tailor your resume for each application; prioritize relevancy and measurable outcomes

If you have questions about the ATS resume format, ask them. If this guide helped you, share it with someone who’s job searching. A few hours of careful formatting and keyword optimization can unlock opportunities that generic, design-heavy resumes never reach.

For deeper insights, see Executive Resume Writing in 2025: Top 10 Keywords & Strategies for Leadership Roles and ATS Resume Tips for 2025.