7 ATS Resume Tips That Actually Work in 2025

In 2025, getting your resume past an Applicant Tracking System (ATS) is more challenging than ever. With advanced AI evaluating resumes for keywords, context, and relevance, even qualified candidates risk being filtered out. Here’s a quick overview of what works:

• Stick to a simple, single-column format to avoid parsing errors.
• Match keywords from job descriptions exactly, including variations and acronyms.
• Leverage AI tools to optimize your resume for ATS compatibility.
• Submit in ATS-friendly file formats, like .docx, unless otherwise specified.
• Include a skills section with relevant terms tailored to the job.
• Use numbers and action verbs to highlight measurable achievements.
• Test your resume with ATS checkers to identify and fix issues before applying.

How to write an ATS-optimized Resume with AI (according to research)

1. Use a Clean, Single-Column Resume Format

When it comes to making your resume compatible with Applicant Tracking Systems (ATS), keeping it simple is key. These systems scan resumes from left to right and top to bottom, so sticking to a single-column layout ensures everything is read correctly. Fancy designs with multiple columns, tables, graphics, text boxes, or images might look appealing but can confuse the system. The result? Important details may get lost or jumbled, potentially costing you an interview.

Here’s why this matters: Over 99% of Fortune 500 companies use some form of AI to screen applications, and more than 75% of resumes are rejected by these systems before a human even reviews them. A straightforward format helps you avoid these pitfalls.

A single-column layout organizes your qualifications in a clear, logical order, making it easier for ATS algorithms to interpret keywords and context. Not only does this approach work well for the software, but it also makes things easier for hiring managers. With 62% of hiring managers reviewing resumes on smartphones or tablets, a clean design reduces the effort needed to scan through your information.

To create an ATS-friendly resume, start with your contact information at the top. Follow it with a professional summary, reverse-chronological work experience, education, and skills. Stick to standard fonts like Arial, Calibri, or Times New Roman in a size between 10 and 12 points. Use bold text for section headers and job titles, and avoid using borders, shading, or overly creative elements that could confuse the software. A simple, clean design ensures your resume makes it through the system and into the hands of a recruiter.

2. Match Keywords from Job Descriptions

To get past ATS filters, align your resume’s language with the job description. These systems are programmed to scan for specific keywords and phrases that match what employers are looking for. Including the right terms can significantly boost your chances of moving to the human review stage. The key? Break down job descriptions to identify the most important terms.

Start by identifying the hard and soft skills mentioned in the job posting. Pay attention to repeated phrases, required qualifications, and industry-specific terms. For example, if the job description says "project management" instead of "managing projects", use the exact wording. ATS systems often focus on precise matches, so even slight variations in phrasing can impact your results. This level of alignment is crucial for optimizing your resume in 2025.

Incorporate these keywords naturally throughout your resume. Add them to your professional summary, work experience, and skills sections where they genuinely fit. For instance, if a marketing job highlights "digital marketing campaigns", "SEO optimization", and "Google Analytics", weave those terms into your experience in a way that reflects your actual expertise.

Context is just as important as the keywords themselves. Rather than simply listing "data analysis" under your skills, provide examples that showcase your ability to apply it. For instance: "Performed data analysis using Excel and SQL to identify customer trends, leading to a measurable increase in retention rates." This not only satisfies ATS requirements but also demonstrates your real-world application of the skill.

Don’t overlook acronyms and variations. Include both the full term and its abbreviation - like "Search Engine Optimization (SEO)" or "Customer Relationship Management (CRM)" - to ensure your resume matches the different ways companies might phrase the same skill.

Pay special attention to certifications and technical tools mentioned in the job description. If the role requires experience with Salesforce, Adobe Creative Suite, or specific programming languages, list them exactly as they appear in the posting. These technical terms often carry significant weight in ATS scoring.

For added convenience, platforms like ScoutApply.com offer AI-driven, ATS-ready templates that seamlessly integrate relevant keywords.

Finally, remember that keyword strategies vary by role. A software engineer’s resume should highlight programming languages and frameworks, while a sales professional’s resume should focus on CRM tools, sales techniques, and performance metrics. Tailor your approach to the industry and the specific position you’re pursuing.

3. Use AI-Powered Tools for Resume Optimization

Keyword matching is important, but AI-powered tools can take your resume optimization to a whole new level by automating much of the process.

Artificial intelligence has reshaped how job seekers prepare resumes for ATS (Applicant Tracking System) compatibility. These tools can analyze job descriptions, pinpoint critical keywords, and suggest changes to make sure your resume aligns with ATS requirements.

For instance, AI-powered resume builders don’t just scan for keywords - they suggest where to place them naturally within your content. This ensures your resume feels authentic while meeting ATS criteria.

Some tools go even further by refining your descriptions to match industry-standard terminology. Let’s say you’ve written “managing customer relationships” on your resume. An AI tool might recommend rephrasing it as “customer relationship management (CRM)” to better align with language commonly recognized by ATS software.

Many of these platforms also offer real-time feedback, so you’re not left guessing if your resume will pass ATS scans. For example, ScoutApply.com provides tailored editing tools and an application tracker, helping you customize your resume for each job while staying ATS-compliant.

Another bonus? These tools can save you significant time. Advanced features adjust recommendations based on the role you’re targeting, cutting editing time from hours to just minutes.

This automated approach lays the groundwork for the next step: perfecting your resume’s formatting and file compatibility.

4. Save and Submit in ATS-Compatible File Types

Once you've polished your resume with AI tools, the next critical step is choosing the right file format. This decision can directly affect how well an Applicant Tracking System (ATS) processes your resume.

Microsoft Word (.docx) is the safest option. ATS systems are designed to handle Word documents with a high degree of accuracy, boasting a 95% parsing success rate. On the other hand, poorly formatted PDFs can lead to data loss during parsing.

"Most ATSs read Word documents (.doc or .docx) more accurately than PDFs."

PDFs, while visually consistent, come with risks. Not all ATS systems can reliably parse them.

"While many ATS systems can handle PDFs, not all of them do, so submitting a PDF can be risky unless the job posting specifically requests one."

Another issue to consider: about 25% of ATS systems struggle to read contact information stored in headers or footers. This problem is often worse with PDFs.

When to Use Each Format

• .docx: Ideal when the job posting specifically requests a Word document, when applying through platforms like LinkedIn or other major job boards, or when working with recruiters who prefer editable formats.
• PDF: Use only if the job posting explicitly allows or requests it, when emailing your resume directly to a hiring manager, or when no specific format is mentioned.

File Size and Other Tips

File size matters. Keep PDFs under 200 KB and DOCX files under 300 KB. Larger files can slow down parsing - a 500 KB file takes twice as long to process as a 150 KB file.

Additional tips to ensure your resume stands out:

• Use a professional filename, like "FirstName_LastName_Resume.docx", instead of something generic.
• Test your file on multiple devices to ensure the layout appears correctly.
• Prepare both a .docx and a PDF version. Some systems allow multiple file uploads, giving you flexibility.

"Selecting the right file format directly impacts whether your resume is read, how quickly it's read, and whether it complies with global hiring standards".

Don't let file format choices become a stumbling block in your job search. A little attention to detail here can make a big difference in how your resume performs.

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5. Include a Skills Section with Relevant Keywords

When it comes to optimizing your resume for ATS (Applicant Tracking Systems), a well-thought-out skills section is a game-changer. This section allows automated systems to quickly identify your qualifications and match them with job requirements. Think of it as adding SEO to your resume - it helps you get noticed.

Position your skills section strategically near the top of your resume, ideally right after the professional summary. ATS systems tend to focus on the first third of your resume, so placing it here ensures it gets the attention it deserves.

How to Structure Your Skills Section

Keep the formatting clean and easy to scan. Break it into categories like "Technical Skills", "Software Proficiencies", or "Core Competencies." This structure makes it easier for both ATS algorithms and recruiters to find the information they need.

Mirror the job posting's language and use keyword variations naturally. Many ATS systems are programmed to look for exact matches, so even minor differences in wording could cause your resume to be overlooked.

Include a mix of hard and soft skills. Tailor your skills to the role you're applying for. For example, if the job posting mentions soft skills like "stakeholder management" or "cross-functional collaboration", and they align with your experience, make sure to include them.

Strategic Keyword Placement

Focus on 8–12 relevant skills to avoid keyword stuffing. ATS systems are advanced enough to flag resumes that overuse keywords, so aim for balance.

Incorporate keyword variations throughout your resume. For instance, if "data analysis" is a key skill, also mention related terms like "data visualization", "statistical analysis", or "business intelligence" in appropriate sections.

Highlight certifications and tools specific to your industry. For marketing roles, include platforms like "HubSpot", "Salesforce", or "Adobe Creative Suite." For finance positions, mention tools such as "QuickBooks", "SAP", or "financial modeling."

By tailoring this section to align with the job description, you not only improve your chances with ATS but also make your resume more appealing to recruiters.

Common Skills Section Mistakes

Skip graphics or charts. ATS systems can't interpret visual elements like skill bars or star ratings. Stick to plain text to ensure your skills are picked up during the scan.

Avoid listing outdated technologies unless they're explicitly mentioned in the job posting. Including tools like "Microsoft Office 2010" or "Internet Explorer" can make you seem behind the times.

Steer clear of vague phrases like "team player" or "excellent communication skills." These terms are overused and lack specificity. Instead, opt for concrete examples such as "technical writing", "client presentations", or "agile methodology."

ScoutApply.com's AI tools can assist in fine-tuning this section, ensuring it includes the right combination of technical and soft skills to meet industry standards.

Always update your skills section for each application. The skills required for a software engineering role won't necessarily overlap with those for a data science position, even if both involve programming. Tailoring your skills to match each job posting significantly boosts your chances of passing ATS filters.

6. Use Numbers and Action Verbs in Descriptions

Quantified achievements make your resume stand out. Applicant Tracking Systems (ATS) are designed to prioritize resumes with numerical data, while recruiters are naturally drawn to specific results that highlight your impact. By swapping vague statements for measurable outcomes and strong action verbs, you provide clear evidence of your contributions.

Why Numbers Matter

ATS algorithms prioritize metrics because they signal measurable success. Numbers like percentages, dollar amounts, timeframes, and quantities help your resume rise to the top in automated screenings, where hundreds of applications compete for limited attention. Including these metrics also encourages the use of action verbs that emphasize your role in achieving results.

Choosing the Right Action Verbs

Tailor your action verbs to your industry and role. For leadership positions, verbs like "orchestrated", "spearheaded", or "transformed" convey authority and strategic thinking. For technical roles, words like "engineered", "optimized", or "automated" highlight specific expertise. The key is to choose verbs that accurately reflect your contributions.

Avoid overused phrases like "responsible for" or "helped with." These terms lack energy and fail to capture attention. Instead, opt for dynamic verbs that show ownership of your achievements.

Writing Results-Driven Bullet Points

Use the CAR method: Challenge, Action, Result. Start with a powerful action verb, explain what you did, and quantify the outcome. For example: "Redesigned the customer onboarding process, cutting setup time from 45 minutes to 12 minutes and increasing user completion rates by 34%."

Include timeframes to add context - phrases like "within 6 months", "over 2 years", or "in Q3 2024" help recruiters gauge the timeline and impact of your work.

Focus on metrics relevant to your field. For example:

• Sales professionals: Highlight revenue growth, conversion rates, or deal sizes.
• Marketing specialists: Emphasize engagement rates, lead generation, or campaign ROI.
• Operations managers: Showcase efficiency gains, cost reductions, or process improvements.

Here’s how weak descriptions compare to strong, quantified ones:

Weak Description	Strong, Quantified Version
Improved customer satisfaction	Increased customer satisfaction scores by 28% through a new feedback system, reducing churn by 15%
Managed social media accounts	Grew Instagram following from 2,500 to 18,000 in 8 months, driving a 40% increase in website traffic and $50,000 in sales
Reduced costs for the department	Cut operational expenses by $125,000 annually through vendor renegotiation and process automation, achieving a 22% cost reduction

Need help quantifying your achievements? Tools and resources can analyze your descriptions and suggest improvements based on successful resumes in your field.

Pitfalls to Avoid

Never exaggerate or fabricate numbers. Hiring managers often verify claims during interviews, and any inconsistencies could cost you the job. Stick to accurate, verifiable data you can confidently discuss.

Don’t overuse the same action verb. Repeating the same verb makes your resume feel flat. Build a list of 15–20 strong verbs relevant to your field and rotate them to keep your descriptions engaging.

Avoid vague qualifiers like "approximately" or "around." These weaken your statements and suggest uncertainty. If exact numbers aren’t available, check company reports or performance reviews for precise data.

Context is just as important as the numbers. A 10% improvement might be impressive in one industry but less so in another. Whenever possible, provide benchmarks or comparisons to help recruiters understand the significance of your achievements. By combining these strategies with ATS-friendly formatting and keyword optimization, you’ll create a resume that grabs attention and clearly demonstrates your value.

7. Test Your Resume with ATS Checkers

Once you've refined your resume's layout, keywords, and formatting, it's time to see if it holds up under the scrutiny of Applicant Tracking Systems (ATS). Testing your resume with ATS checkers can make the difference between landing an interview or disappearing into the digital void. Considering that 93% of resumes fail ATS scans, using these tools helps pinpoint issues that might keep your application from reaching a recruiter’s desk.

Modern ATS checkers go beyond simple keyword matching. They leverage advanced AI and natural language processing to analyze your resume against job-specific criteria. This mirrors the technology employed by 98.4% of Fortune 500 companies [4, 16].

What to Look for in an ATS Checker

A reliable ATS checker provides a detailed report comparing your resume to a job description. It highlights missing keywords and suggests ways to improve your document [4, 16]. Look for tools that also give an overall compatibility score. Research shows that resumes containing 80% of job-specific keywords are 2.3 times more likely to lead to interview invitations.

Some advanced features can be game-changers. Tools that flag overused buzzwords, analyze readability, and perform semantic comparisons with job postings can offer deeper insights [16, 18].

How to Use ATS Testing Effectively

Start by testing your resume without tying it to a specific job description. This can help uncover general formatting issues - like overly complex layouts, unusual fonts, or embedded graphics - that might confuse ATS algorithms. Once formatting is polished, test your resume against the job descriptions you're targeting [4, 16].

Use the keyword analysis to refine your resume further. Focus on technical skills, industry terms, and role-specific requirements. Address formatting problems before diving into keyword adjustments.

Common Issues ATS Checkers Reveal

Formatting issues are one of the most common problems flagged by ATS checkers. Complex layouts, non-standard fonts, and embedded elements can hinder an ATS from properly parsing your resume. A good checker will suggest simpler, ATS-friendly alternatives.

Keyword gaps are another frequent issue. Even if you think you've included the right terms, ATS tools can reveal missing industry-specific language or outdated terminology. This is crucial since 99.7% of recruiters rely on keyword filters during the hiring process.

File format problems, such as PDFs with embedded elements, can also pose challenges for ATS systems. Identifying and fixing these issues ensures a smoother parsing process.

Making the Most of Your Results

Aim for natural keyword integration rather than forcing a perfect match. Effective ATS checkers guide you on how to incorporate missing terms without overloading your resume with keywords. Striking this balance ensures your resume remains readable while meeting the criteria used by 73% of Fortune 500 companies.

Try creating multiple versions of your resume tailored to different roles, and retest after making adjustments. This iterative process helps you fine-tune your resume for maximum impact before submission.

Some tools, like ScoutApply.com, even integrate ATS optimization into the resume-building process, offering real-time feedback as you craft your document.

Comparison Table

When it comes to resume formatting and keyword strategies, selecting the right file formats and optimization tools can significantly influence your job search success. Below is a detailed comparison to help you make informed choices.

Resume File Formats: The Critical Choice

The file format of your resume plays a major role in ensuring it reaches recruiters. Microsoft Word (.docx) is widely regarded as the safest option since most applicant tracking systems (ATS) are designed to parse Word files accurately.

PDFs, while popular for their polished appearance, can be problematic. Although many modern ATS systems can process PDFs, some still struggle, especially with headers and footers. This can lead to essential details like contact information or job titles being missed or misread.

Feature	.docx (Microsoft Word)	PDF
ATS Compatibility	Most universally accepted format	Compatibility varies; proceed cautiously
Parsing Accuracy	High – reliably reads headings, work history, and skills	May encounter formatting or detail issues
Headers/Footers	Occasionally overlooked	Often ignored or misinterpreted
Risk Level	Low, due to widespread compatibility	Higher, as errors may occur with ATS parsing
Best Practice	Use unless a specific format is requested	Reserve for cases where PDFs are explicitly required

ATS Optimization Tools: Traditional vs. Integrated Solutions

ATS optimization tools help tailor your resume for automated systems, but the approach you choose can impact your efficiency. Traditional ATS checkers require you to upload your completed resume, analyze the results, and then revise it using separate tools. While effective, this process can disrupt your workflow.

Integrated platforms, like ScoutApply.com, simplify things by providing real-time feedback as you create your resume. This eliminates the back-and-forth and ensures your document is optimized from the start.

Aspect	Traditional ATS Checkers	ScoutApply.com Integrated Platform
Feedback Timing	After resume completion	Real-time during creation
Workflow	Requires uploading, analyzing, and editing separately	Continuous optimization as you write
Keyword Integration	Suggestions provided post-creation	Guidance for natural incorporation while drafting
Template Compatibility	Works with various formats	Includes ATS-optimized templates
Learning Curve	May involve juggling multiple tools	Streamlined, single-platform experience
Cost Structure	Often charges per scan	Subscription with unlimited optimization

Making Your Decision

Always check the job listing for specific file format preferences. If no format is mentioned, using .docx is your safest bet for ensuring ATS compatibility.

When selecting an optimization tool, think about how often you're applying for jobs and your comfort with technology. Platforms like ScoutApply.com can save time and effort by providing real-time feedback, which helps you craft a stronger resume from the outset.

Lastly, before submitting your resume, preview it in plain text mode to identify and fix any hidden formatting issues that might confuse ATS systems. These steps can make a big difference in creating an ATS-friendly resume.

Conclusion

Crafting an ATS-friendly resume in 2025 requires a mix of thoughtful formatting, strategic keyword usage, and leveraging modern tools to ensure your application bypasses automated filters and lands in front of recruiters. The seven tips shared in this guide are designed to help your resume successfully navigate these systems and catch the attention of hiring managers.

Start with clean, single-column formatting as the backbone of your resume. Avoid complicated layouts, graphics, or unusual fonts, as these can confuse ATS software and result in your application being overlooked. Stick to standard headers and a straightforward design to maximize readability and compatibility.

Keywords play a pivotal role in making your resume ATS-ready. Carefully review job descriptions to identify relevant terms, and weave them naturally into your resume. Steer clear of keyword stuffing - it’s about showing a genuine understanding of the role, not cramming in as many terms as possible.

Take advantage of AI-driven tools that simplify the resume-writing process. Platforms like ScoutApply.com provide real-time feedback, helping you align with ATS standards while you write. This proactive approach saves time and ensures your resume is optimized before you submit it.

Choosing the right file format is another crucial step. .docx files are generally the safest bet for ATS compatibility, but always double-check the job posting for specific requirements. When in doubt, stick with .docx to avoid any parsing issues.

To round out your strategy, focus on incorporating targeted skills, measurable achievements, and action-oriented language. Numbers and strong action verbs not only make your accomplishments stand out to ATS systems but also grab the attention of human reviewers. Additionally, testing your resume with ATS tools can help you spot and fix potential issues before submitting.

FAQs

How do I format my resume so it works well with ATS systems in 2025?

To make sure your resume is ready for ATS screening in 2025, focus on keeping the design simple and straightforward. Stick to standard fonts like Arial, Calibri, or Times New Roman, and steer clear of tables, graphics, columns, or images - these elements can trip up ATS software. Use clear section headings such as Work Experience, Education, and Skills to help the system read and categorize your information effectively.

Avoid using overly creative or unconventional layouts. Save your resume in a commonly accepted format like .docx or PDF (if the system accepts PDFs). Prioritizing simplicity and readability will boost your chances of getting through ATS filters and securing an interview.

How can I find and use the right keywords from a job description to optimize my resume for ATS?

To make your resume stand out to an Applicant Tracking System (ATS), the key is to strategically use keywords pulled directly from the job description. Start by thoroughly analyzing the job posting, paying close attention to the specific skills, qualifications, and job titles it mentions. Incorporate these exact terms into your resume, particularly in sections like your summary, skills, and professional experience.

Highlight the job title prominently in your resume headline, and weave in technical skills or certifications mentioned in the listing in a natural way. However, don’t go overboard - keywords should blend seamlessly into your content and accurately represent your abilities. This method not only aligns your resume with ATS algorithms but also ensures it authentically showcases your qualifications.

How can AI tools help make my resume ATS-friendly, and are they worth using?

AI tools make creating an ATS-friendly resume much easier. They analyze job descriptions and suggest keywords you should include to match the role. On top of that, they offer tips to improve your resume's formatting and structure, ensuring it’s easy for ATS software to read. Some tools even help craft customized content so your resume aligns perfectly with specific job postings.

By using these tools, you can save time and boost your chances of getting past ATS filters - an essential step for standing out in today’s competitive job market.