Understanding how Applicant Tracking Systems work, and how to make your resume work with them.
Most job seekers imagine their resume lands directly in a recruiter’s inbox.
In reality, that’s rarely what happens.
Before a recruiter ever sees your application, your resume often passes through an Applicant Tracking System (ATS)… software designed to organise, search and filter thousands of applications.
That doesn’t mean the ATS decides who gets hired.
It does mean that if your resume isn’t easy to read and categorise, it may never reach the shortlist.
The good news?
You don’t need to “beat” the ATS.
You simply need to write a resume that it can understand.
Why It Matters
According to industry research, most medium and large organisations use an ATS to manage recruitment. Recruiters may receive hundreds (or even thousands) of applications for a single role. The ATS helps them search resumes using job titles, skills, qualifications, certifications and experience before they begin their manual review.
Think of it as Google’s search engine for resumes.
If your resume can’t be searched effectively, it’s much harder to be found.
1. Mirror the Job Description
The ATS looks for relevance.
Read the job description carefully.
If it mentions:
- Stakeholder Management
- Salesforce
- SAP
- Power BI
- Data Analysis
and you genuinely possess those skills, use the same terminology.
Don’t rewrite common industry terms.
Recruiters and ATS software search using the language of the job description.
2. Use Standard Section Headings
ATS software expects familiar resume structures.
Instead of creative headings like
My Journey
or
Where I’ve Been
use
- Professional Experience
- Work Experience
- Skills
- Education
- Certifications
These are recognised consistently across most ATS platforms.
3. Keep the Layout Simple
Many ATS platforms struggle with overly designed resumes.
Avoid:
- Multiple columns
- Text boxes
- Icons
- Graphics
- Tables containing key information
- Headers and footers for important details
Use a straightforward, single-column layout with clear spacing.
Simple formatting improves readability for both software and recruiters.
4. Spell Out Acronyms
Different employers search differently.
For example:
Instead of writing only
PMP
write
Project Management Professional (PMP)
Instead of only
SEO
write
Search Engine Optimization (SEO)
This increases the chances of matching different search queries.
5. Don’t Stuff Keywords
A common misconception is that repeating keywords improves ATS rankings.
It doesn’t.
Modern ATS platforms primarily organise and search resumes. Recruiters still review the content.
Rather than writing “Leadership”, demonstrate leadership through your achievements.
Relevant keywords supported by meaningful experience always outperform keyword stuffing.
6. Include a Dedicated Skills Section
Even if your skills appear throughout your experience, include a separate section listing technical skills, software, certifications and tools.
This makes them easier for ATS searches to identify.
Examples:
- Excel
- SAP
- Salesforce
- SQL
- Tableau
- Power BI
Only include skills you’re genuinely proficient in.
7. Use Recognisable Job Titles
Internal company titles often confuse ATS searches.
For example,
Growth Hacker
may not appear in recruiter searches.
A clearer version could be
Growth Marketing Specialist
If necessary, combine both.
Example:
Growth Hacker (Growth Marketing Specialist)
This improves discoverability while remaining accurate.
8. Save the Resume in the Correct Format
Unless the employer specifies otherwise, submit your resume as a PDF.
If the application asks for a Microsoft Word document, follow the instructions exactly.
Never assume.
The application instructions always take priority.
9. Don’t Hide Information in Images
ATS software reads text.
It doesn’t reliably read:
- Logos
- Infographics
- Skill bars
- Icons
- Charts
- Graphics
If important information appears only inside an image, it may never be indexed.
Always present critical information as editable text.
10. Test Your Resume Before Sending It
One of the simplest checks:
Open your PDF.
Select all the text.
Copy it into Notepad.
If the content appears in the correct order, there’s a good chance the ATS will read it properly.
If it becomes jumbled or missing, your formatting may need attention.
ATS Myths
Myth: The ATS rejects resumes automatically.
Reality: Most ATS platforms organise and rank applications. Recruiters still decide who progresses.
Myth: Fancy designs improve your chances.
Reality: Clean formatting performs better because it’s easier for ATS software to parse.
Myth: More keywords mean better rankings.
Reality: Relevant keywords supported by genuine experience are far more effective.
Myth: One resume works for every application.
Reality: Every application deserves a customised resume.
Final Thought
The ATS isn’t trying to eliminate candidates.
It’s trying to help recruiters find the right ones faster.
Don’t write your resume to fool the software.
Write it so the software can understand it, and the recruiter can immediately see why you’re a strong match.
Because the best ATS strategy isn’t clever formatting.
It’s clarity.
Takeaway: Write for humans first, but don’t make life difficult for the software that gets your resume to them.
References
- Jobscan – ATS Resume Optimization Research
- Greenhouse – Applicant Tracking System Best Practices
- Lever – Resume Parsing and ATS Guidelines
- Society for Human Resource Management (SHRM) – Recruiting Technology Resources
- LinkedIn Talent Solutions – Hiring Trends and Recruitment Technology
Next in the series: The small resume mistakes that quietly cost candidates interviews.