Many employers, especially medium and large ones, collect applications through an applicant tracking system (ATS). These systems store resumes, extract information into fields and help recruiters search and filter candidates. If your resume’s formatting confuses the software, your details can end up scrambled or missing, and a recruiter searching for “Excel” may never see you.
You do not need to “beat” the ATS with tricks. You need a resume that is easy for both software and humans to read. This checklist covers everything that matters.
How an ATS reads your resume
An ATS typically converts your file into plain text, then tries to identify sections (contact details, experience, education, skills) and fields (job titles, dates, employers). Recruiters may then search the database with keywords or review applications in order, sometimes with automated ranking. The simpler your layout, the more accurately this works.
Not every ATS behaves the same way, and many recruiters still read resumes themselves. A clean, standard format is the safest choice for both.
File and layout checklist
- File type: submit a PDF made from a word processor, or a .docx when the employer requests it. Avoid scanned images or “image PDFs”.
- One column: two-column templates can be read across columns, mixing your dates with your skills.
- No tables or text boxes for important content.
- No headers or footers for contact details; some systems skip them.
- No images, icons, charts or skill bars. A rating like “Excel ★★★★☆” means nothing to software.
- Standard margins of about 0.5 to 1 inch and consistent spacing.
- File name: Firstname-Lastname-Resume.pdf.
Text and heading checklist
- Use standard section headings: Summary, Experience (or Relevant Experience), Education, Skills, Certifications, Projects.
- Use a common font such as Calibri, Arial, Garamond, Georgia or similar, at 10.5–12 points.
- Write dates consistently, for example “Sept 2024 – May 2026”.
- Put job title, organization and dates on the same line or adjacent lines in a consistent pattern.
- Use simple bullets (round or square) rather than decorative symbols.
- Spell out acronyms at least once, for example “Customer Relationship Management (CRM)”.
Keyword checklist
ATS searches and rankings often depend on keywords from the job description. Use them honestly where they describe your real skills and experience.
- Use the exact job title from the posting in your summary when it fits.
- Mirror important skills and tools with the same wording (“Google Sheets”, not only “spreadsheets”).
- Include hard skills in context inside bullets, not just in the skills list.
- Do not keyword stuff or hide white text; recruiters see the result, and it damages trust.
Our 20-minute tailoring method shows how to find and place keywords quickly, and our guide to reading a job description helps you spot the ones that matter.
The plain-text test
This is the simplest way to check your resume:
- Open your PDF.
- Select all text and copy it.
- Paste it into a plain text editor such as Notepad or TextEdit (in plain text mode).
- Read it from top to bottom.
If your contact details are missing, sections appear in the wrong order or words run together, the ATS may have the same problem. Simplify the layout and test again.
Common formatting problems and fixes
| Problem | What happens | Fix |
|---|---|---|
| Two-column template | Text from both columns gets interleaved | Switch to one column |
| Contact info in header | Name and email may be missing | Move it into the body at the top |
| Skills shown as icons or bars | Skills not detected | List skills as plain text |
| Creative headings (“My Journey”) | Section not recognized | Use “Experience” |
| Dates in a separate column or table | Dates detached from roles | Put dates on the role line |
| Fancy fonts | Characters misread | Use a standard font |
What about designed resumes?
Visually designed resumes can work when you hand them to someone in person or send them directly by email to a hiring manager, especially in creative fields. For online applications through a careers portal, keep a simple ATS-friendly version as well. Many designers keep both.
Final human check
After the ATS checks, read your resume as a busy recruiter would:
- Can someone understand your target role within five seconds?
- Does each bullet start with an action verb and show a result? See action verbs with examples.
- Is it one page, error-free and consistently formatted?
Run the plain-text test now
Run the plain-text test on your current resume right now. If anything looks broken, rebuild the layout in a simple one-column document using the structure from our guide to writing a resume with no experience. Then review our list of entry-level resume mistakes before you send it.